Privacy Policy

1. Who We Are

Heronwood is an estate records organisation service based in Chiang Mai, Thailand. Our registered address is 95 Singharat Road, Si Phum, Muang, Chiang Mai 50200. We act as data controller for all personal data collected through this website and in the course of delivering our services.

For data protection queries, contact us at: [email protected]

2. What Personal Data We Collect

Information you provide directly

• Name and contact details (email address, phone number) when you submit an enquiry via our contact form
• The content of messages you send us
• Information shared during programme sessions relating to household documents and records

Information collected automatically

• Basic website usage data (pages visited, browser type, approximate location) via analytics cookies if consented
• IP address and access timestamps held in standard server logs

Legal basis for processing

We process personal data on the following bases under the Thailand Personal Data Protection Act B.E. 2562 (2019) (PDPA): your consent (for marketing communications and non-essential cookies); the performance of a contract (to deliver our services to you); and our legitimate interests (for security, fraud prevention, and improving our services).

Retention periods

Contact enquiry data is held for up to 24 months. Session notes and programme materials are held for up to five years from the date the programme concludes, after which they are securely deleted. Server logs are retained for up to 90 days.

3. How We Use Personal Data

• To respond to your enquiries and arrange programme sessions
• To deliver the agreed programme and produce printed deliverables
• To send service-related communications (appointment confirmations, follow-up correspondence)
• To improve the quality and content of our website, using anonymised analytics data
• To comply with our legal obligations under Thai law

We do not use your personal data for automated decision-making or profiling. We do not sell personal data to third parties. If you have consented to marketing communications, you may withdraw that consent at any time by contacting us.

4. Data Sharing with Third Parties

We share personal data with third parties only when necessary and on a limited basis:

• Website hosting provider — our website is hosted on servers that process access data as part of standard operation
• Analytics services — if you consent to analytics cookies, anonymised usage data is shared with Google Analytics
• Professional referral contacts — we do not share your data with referral professionals without your explicit request and consent
• Legal authorities — where required by Thai law or a valid legal process

5. How We Protect Personal Data

• This website uses HTTPS encryption for all data in transit
• Access to session notes and client records is restricted to Heronwood staff directly involved in delivering programmes
• Physical printed programme materials are stored securely at our office and destroyed securely when retention periods expire
• We review our data handling practices periodically and update them as needed
• In the event of a personal data breach likely to affect your rights, we will notify you and the relevant supervisory authority without undue delay, as required under the PDPA

6. Cookies

Our website uses cookies. Essential cookies are necessary for basic functionality and are always active. Analytics and preference cookies are only placed with your consent, which you can give or withdraw via our cookie banner.

Full details of the cookies we use are in our Cookie Policy.

7. Your Rights Under the PDPA

Under the Thailand Personal Data Protection Act, you have the following rights in relation to personal data we hold about you:

• Right to access — you may request a copy of the personal data we hold about you
• Right to rectification — you may ask us to correct inaccurate or incomplete data
• Right to erasure — you may request deletion of your data where we no longer have a lawful basis for holding it
• Right to portability — you may request your data in a structured, machine-readable format
• Right to object — you may object to processing based on legitimate interests
• Right to withdraw consent — where processing is based on consent, you may withdraw it at any time
• Right to lodge a complaint — you may lodge a complaint with the Office of the Personal Data Protection Committee (PDPC) in Thailand

To exercise any of these rights, contact us at [email protected]. We will respond within 30 days.

8. Third-Party Links

Our website may include links to external websites — for example, official government sources or professional bodies we refer to. We are not responsible for the privacy practices of those sites and encourage you to review their own policies before providing personal information.

9. Children's Privacy

Our services are intended for adults aged 18 and over. We do not knowingly collect personal data from anyone under the age of 18. If you believe a minor has provided personal data to us, please contact us and we will delete it promptly.

10. Changes to This Policy

We may update this policy from time to time to reflect changes in our practices or in applicable law. The current version will always be published on this page with the date of the most recent revision. Continued use of our website following an update constitutes acceptance of the revised policy.

11. Contact for Data Matters

For any questions about this policy or about personal data we hold, please contact us:

• Email: [email protected]
• Post: Heronwood, 95 Singharat Road, Si Phum, Muang, Chiang Mai 50200, Thailand