Privacy Policy

Last updated: 01/07/2026

Leeds Plywood & Doors Limited, trading as Oti ("we", "us", "our"), is committed to protecting your personal data. This Privacy Policy explains what personal data we collect, why we collect it, how we use it, and what rights you have in relation to it. It applies to www.oti.co.uk (the "Website") and to your relationship with us as a customer.

We process personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1.Who We Are

We are the data controller for the personal data described in this policy.

Leeds Plywood & Doors Limited, trading as Oti, Company number: 02042982 Registered office: Leeds Plywood & Doors Limited, Midland Road, Hunslet, Leeds, LS10 2RJ

If you have any questions about this policy or how we handle your personal data, you can contact us at:

• Email: yourdata@lpddoors.co.uk or customerservice@oti.co.uk

• Post: Leeds Plywood & Doors Limited, Midland Road, Hunslet, Leeds, LS10 2RJ

• Mark all correspondence for the attention of the Data Protection Officer

2. The Personal Data We Collect

We may collect and process the following categories of personal data about you:

Identity and contact data: name, billing and delivery address, email address, telephone number.

Order and transaction data: details of products purchased, order history, delivery preferences, and communications about your Order.

Payment data: we do not store your full card details. Payment is processed securely by our payment providers, and, where you choose to use it, by our Buy Now Pay Later provider(s) (see clause 6.4 of our Terms and Conditions). We may hold limited transaction references, such as the last four digits of a card or a payment confirmation reference.

Account data: if you create an account with us, your login details and saved preferences.

Marketing and communication preferences: your choices about whether you wish to receive marketing communications from us, and a record of your consent where relevant.

Technical and usage data: IP address, browser type and version, device information, and information about how you use our Website, collected through cookies and similar technologies. See our Cookie Policy for more detail.

Correspondence data: records of your communications with us, including complaints, reviews, and customer service enquiries.

We do not intentionally collect any special category data (such as data about health, religion, or ethnicity) through the Website. Please do not include this kind of information in any messages you send us unless it is directly relevant, for example, if you tell us about an accessibility requirement in order to help us assist you better.

3. How We Collect Your Personal Data

We collect personal data:

• directly from you, when you create an account, place an Order, contact us, sign up for marketing, or leave a review;

• automatically, as you use our Website, through cookies and similar technologies (see our Cookie Policy); and

• from third parties, including our payment providers, delivery couriers, and Buy Now Pay Later providers, where this is necessary to fulfil your Order or as part of their own regulatory obligations.

 

4. Why We Use Your Personal Data, and Our Legal Basis

We only use your personal data where the law allows us to. The table below sets out our main purposes and the legal basis we rely on under Article 6 of the UK GDPR.

Where we rely on legitimate interests, we have considered that our use of your data is proportionate and does not override your own rights and interests. You can ask us for more detail about this at any time using the contact details in section 1.

5. Marketing

We will only send you marketing communications by email or text message if you have opted in to receive them, or where the law otherwise permits us to do so, for example, where you have bought from us before and have not opted out of hearing about similar products (the "soft opt-in" permitted under the Privacy and Electronic Communications Regulations).

You can opt out of marketing at any time by:

• clicking the unsubscribe link in any marketing email;

• contacting us using the details in section 1; or

• updating your preferences in your account, if you have one.

Opting out of marketing does not affect service communications relating to your Order, such as dispatch confirmations or updates about a return, which we send as part of performing our contract with you.

6. Cookies

Our Website uses cookies and similar technologies. Full detail on what cookies we use, why, and how you can manage your preferences is set out in our separate Cookie Policy.

7. Who We Share Your Data With

We share personal data with third parties where necessary to run our business and fulfil your Order, including:

• payment providers, to process your payment securely;

• Buy Now Pay Later providers (such as Klarna or Clearpay), where you choose to use this payment method, see clause 6.4 of our Terms and Conditions;

• delivery and logistics partners, to deliver your order and manage returns;

• IT, hosting, and website service providers, who support the operation of the Website;

• professional advisers, such as our accountants, auditors, insurers, or legal advisers, where necessary;

• regulators, law enforcement, and government bodies, including HMRC, where we are legally required to do so; and

• an accredited Alternative Dispute Resolution provider, if you refer a complaint to one, see clause 17 of our Terms and Conditions.

We do not sell your personal data to third parties.

Where we share personal data with a third party, we take reasonable steps to ensure they only use it for the purposes we specify and that they have appropriate safeguards in place.

8. International Transfers

Some of our third-party providers may store or process personal data outside the UK. Where this happens, we take steps to ensure your data receives an equivalent level of protection, for example, by using providers based in countries the UK government has assessed as offering adequate protection, or by putting in place appropriate safeguards, such as the UK International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses.

9. How Long We Keep Your Data

We keep personal data only for as long as necessary for the purposes it was collected, including to satisfy any legal, accounting, or reporting requirements. In general:

• Order and transaction data is kept for as long as necessary to fulfil the Order and to meet our statutory obligations, including tax and accounting requirements, typically up to 6 years after the end of the relevant tax year.

• Account data is kept for as long as your account remains active. If your account has been inactive for 24 months, we will usually delete or anonymise it, though we will normally email you beforehand to give you the opportunity to keep it active.

• Marketing data is kept until you opt out or withdraw consent. Where you have not engaged with our marketing communications (for example, opening or clicking an email) for 24 months, we will usually stop sending them and remove you from our marketing list, even if you have not formally unsubscribed.

• Warranty and returns records, including product registrations, warranty claims and return records, are kept for the duration of the relevant warranty period plus a reasonable period afterwards, and in any event typically up to 6 years, to allow us to handle any related claim consistently with our order and transaction records.

• Complaint and correspondence records are kept for a period consistent with our obligations under the Limitation Act 1980, generally up to 6 years.

• Call recordings, where we record customer service calls, are typically kept for 90 days, unless a longer period is needed to investigate or resolve a complaint or incident.

For any category of personal data not listed above, we retain it only for as long as necessary for the purpose it was collected and delete or anonymise it once that purpose has been fulfilled.

10. How We Protect Your Data

We use appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, misuse, or alteration, including secure payment processing (we do not store full card details), access controls, and staff training. No method of transmission or storage is completely secure, but we take reasonable steps appropriate to the risk.

11. Your Rights

Under UK data protection law, you have the right to:

• be informed about how we use your personal data (which this policy sets out);

• access the personal data we hold about you;

• rectification of inaccurate or incomplete data;

• erasure of your personal data in certain circumstances ("the right to be forgotten");

• restrict our processing of your data in certain circumstances;

• data portability, to receive your data in a structured, commonly used format, or have it transferred to another organisation;

• object to our processing of your data, including for direct marketing purposes; and

• withdraw consent at any time, where we rely on consent as our legal basis, without affecting the lawfulness of processing carried out before withdrawal.

We do not use your personal data for any decision-making based solely on automated processing that produces legal or similarly significant effects on you.

To exercise any of these rights, contact us using the details in section 1. We will respond within one month, as required by law, though this may be extended by a further two months for complex requests, in which case we will explain why.

You will not normally have to pay a fee to exercise your rights. We may charge a reasonable fee, or refuse to act on a request, if it is clearly unfounded, repetitive, or excessive.

We may need to request specific information from you to confirm your identity before responding to a request, as a security measure to ensure personal data is not disclosed to anyone who has no right to receive it.

12. Complaints

If you have concerns about how we handle your personal data, please contact us in the first instance using the details in section 1, and see our Complaints Policy for our general complaints process.

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK's independent regulator for data protection:

• Website: https://ico.org.uk

• Helpline: 0303 123 1113

• Post: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

We would appreciate the opportunity to address your concerns before you approach the ICO, but this is not a requirement, and you are free to contact the ICO directly at any time.

13. Children

Our Website and products are intended for adults. In accordance with clause 3.1 of our Terms and Conditions, you must be at least 18 years old to place an Order with us. We do not knowingly collect personal data from children.

14. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or in the law. We will post any changes on this page, and, where the changes are significant, we will take reasonable steps to notify you.

15. Related Documents

This policy should be read alongside our:

• Terms and Conditions

• Cookie Policy

• Returns and Refunds Policy

• Complaints Policy