Privacy Policy - Woodland Mills
Last Updated: October 23rd, 2026
At Woodland Mills, we are committed to protecting your privacy and handling your personal information in a transparent, secure, and responsible manner. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information when you interact with us through our websites, customer support channels, or other business operations.
We operate in both Canada and the United States, and our privacy practices are designed to comply with applicable privacy, consumer protection, and data security laws in the jurisdictions where we conduct business. We are committed to ensuring that your personal information is managed in accordance with these legal requirements, including principles of accountability, transparency, and purpose limitation. As part of this commitment, Woodland Mills has designated a person responsible for the protection of personal information, whose contact information is provided below.
Information We Collect
We collect information you provide directly to us, as well as information generated through your interactions with our website and customer support channels.
This may include:
- Contact details such as your name, email address, phone number, and shipping or billing address.
- Order and transaction details, including purchase history.
- Information shared when contacting our sales or support teams.
- Information you provide when requesting a quote, product information, financing information, or other assistance from our sales team.
- Technical support and product-related information (such as equipment details or service history).
- Call recordings, transcripts, and related summaries from phone interactions.
- Information about how you interact with our websites, advertisements, email communications, and online tools, including through cookies, pixels, analytics tools, and similar technologies.
How We Use Your Information
We use your information to deliver a seamless and reliable experience, including to:
- Process and fulfill your orders.
- Communicate with you about purchases, inquiries, or support requests.
- Provide technical assistance and warranty support.
- Improve our products, services, and overall customer experience.
- Maintain accurate records of customer interactions.
We also use information collected through recorded telephone interactions, transcripts, and AI-generated summaries to support customer service, quality assurance, team training, and operational improvement.
Where required, your information is used with your knowledge and consent.
Call Recording, Transcripts, and AI Processing
To maintain a high standard of customer service, calls with our team may be recorded. You will be notified at the beginning of the call where required by law.
These recordings may be transcribed and securely stored within our systems. We use this information to ensure accuracy, support our team, and provide a consistent and informed customer experience.
We may use automated tools, including artificial intelligence, to generate summaries and insights from customer interactions. These tools support our internal operations by improving response times, enhancing service quality, and identifying opportunities to improve our products and customer experience.
These tools are used to support our team and do not make automated decisions that have legal or similarly significant effects on customers. All outputs are reviewed and used in the context of human decision-making.
All use of this information is limited to Woodland Mills’ internal operations. We do not use identifiable call data for external AI training or unrelated purposes.
Cookies and Website Technologies
We use cookies, pixels, tags, and similar technologies to enhance your browsing experience, remember preferences, and better understand how our website is used.
These tools help us:
- Improve website performance, functionality, and user experience.
- Personalize your experience and support relevant content and marketing efforts.
- Measure the effectiveness of our marketing activities.
- Analyze website traffic and visitor behaviour.
- Better understand customer interests and purchasing behaviour.
Certain technologies may be used to understand website usage, measure advertising performance, recognize returning visitors, personalize content, and support marketing efforts.
These technologies may collect information such as:
- Pages viewed.
- Clicks, scrolls, and navigation patterns.
- Time spent on pages.
- Conversion activities, such as quote requests, purchases, or form submissions.
- Website performance and error reporting.
Where permitted by applicable law, these technologies may also be used to recognize visitors across websites, devices, and browsing sessions.
Cookie Consent and Choices
Where required by applicable law, we provide information about our use of cookies and similar technologies and may provide options for managing certain technologies. The choices available to you may vary depending on your location and applicable legal requirements.
You may also be able to manage or limit cookies through your browser or device settings. Please note that disabling certain cookies may affect the functionality or performance of some parts of our website.
Third-Party Service Providers
We may work with third-party providers that support website operations, customer relationship management, call handling, analytics, advertising, communications, customer experience monitoring, and website optimization. These providers may process information on our behalf in accordance with applicable privacy laws and contractual obligations.
Examples may include:
- Google Analytics
- Google Ads
- Meta (Facebook and Instagram) Pixel
- Microsoft Clarity
- Other website analytics and advertising partners
Sharing Your Information
We share personal information only where necessary to operate our business and serve you effectively. This may include service providers that support:
- Payment processing.
- Order fulfillment and shipping.
- Website hosting and analytics.
- Customer support and communications.
- Marketing and advertising.
- Business systems and technology providers that support customer relationship management, call handling, website operations, analytics, and communications.
These partners are required to handle your information securely and only for the purposes outlined above.
We may also disclose information where required to comply with legal obligations or protect our rights and safety.
Cross-Border Data Use
Your information may be processed or stored in Canada, the United States, or other jurisdictions where our service providers operate.
When this occurs, your information may be subject to the laws of those jurisdictions.
Data Retention
We retain personal information for as long as it is needed to support our business operations and meet legal and regulatory obligations.
Retention periods vary depending on the nature of the interaction. For example:
- Order and warranty records may be retained longer to support customer service and compliance.
- Call recordings may be retained for shorter periods for quality assurance and training.
- Summarized or structured data may be retained longer where it supports ongoing operations.
When information is no longer required, it is securely deleted or anonymized.
Protecting Your Information
We use a combination of physical, technical, and organizational safeguards to protect your information from unauthorized access, disclosure, or misuse.
Access to personal information is restricted to authorized personnel who require it to perform their responsibilities.
Your Choices and Rights
Depending on your location, you may have privacy rights under applicable Canadian or U.S. laws, including the right to access, correct, delete, or request information about personal information, including the ability to:
- Access your information.
- Request corrections.
- Withdraw consent where applicable.
- Opt out of certain communications.
You can unsubscribe from marketing emails at any time using the link included in those messages.
Children’s Privacy
Our websites, products, and services are not directed to children under the age of 13, and we do not knowingly collect personal information directly from children under 13 through the website.
If you believe that a child has provided us with personal information inappropriately, please contact us so that we can investigate and take appropriate steps.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our products, services, technologies, legal requirements, or privacy practices. When we make material changes, we will update the “Last Updated” date and, where appropriate, provide additional notice.
Privacy Contact
Woodland Mills has designated a person responsible for the protection of personal information.
If you have questions about this Privacy Policy, wish to access or correct your personal information, withdraw consent where applicable, or request information about how we handle personal information, please contact us:
Woodland Mills
1431 Scugog Line 6
Port Perry, Ontario L9L 0C3
Canada