Privacy Policy

1. Introduction

Ambiance Tree Farm ("we," "us," or "our") respects your privacy and is committed to protecting the personal information you share with us. This Privacy Policy describes how we collect, use, disclose, and safeguard personal information when you visit our website at ambiancetreefarm.co.ug, contact us, or otherwise engage with us as a client, contractor, supplier, or partner.

This policy is issued in accordance with the Data Protection and Privacy Act, 2019 of the Republic of Uganda and the Data Protection and Privacy Regulations, 2021, and reflects internationally accepted principles of data protection.

2. Who we are

Ambiance Tree Farm is a private limited company incorporated in Uganda and a subsidiary of Ambiance Group of Companies Uganda Limited. We operate a commercial forestry and wood-processing business, producing utility poles, timber, and construction wood from our plantations in the Greater Masaka, Butambala–Gomba, and Mukono–Buikwe regions.

Our main production plant is located in Kamutuuza, approximately 2 kilometres from Buwama trading centre along the Kampala–Masaka Highway, Bugonzi Parish, Bukulula Sub-County, Kalungu District.

For the purposes of this policy, Ambiance Tree Farm is the data controller of the personal information described below.

3. Information we collect

We collect only the information we need to conduct our business responsibly. This includes:

3.1 Information you provide directly

• Your name and the name of your organisation or business
• Your job title or role (for example, procurement officer, site manager, contractor)
• Your email address and telephone number
• Your postal, delivery, or site address
• Details of the enquiry, quotation request, order, or project you are discussing with us
• Payment-related information required to process invoices (for example, billing contact, organisation tax identification number)
• Any other information you choose to share with us in correspondence

3.2 Information collected automatically when you visit our website

• Your device's IP address and approximate location
• Browser type and version, operating system, and device information
• Pages you visit on our site, time spent, and referring website
• Cookie identifiers (see Section 12)

4. How we collect information

We collect personal information through the following channels:

• Direct contact — when you call us, email us, visit our offices, or meet with our team
• Our website — through contact forms, enquiry submissions, or browsing activity
• Business documents — purchase orders, contracts, delivery notes, and invoices exchanged with your organisation
• Referrals — when an existing client, partner, or supplier introduces you to us in a business context

5. How we use your information

We use personal information only for purposes directly connected to our business relationship with you. Specifically, we use information to:

• Respond to enquiries about our timber and wood products, pricing, and availability
• Prepare and send quotations, product specifications, and lead-time estimates
• Process, confirm, and fulfil orders
• Coordinate deliveries with site managers, logistics partners, and clients
• Issue invoices and track payments
• Maintain records of our business transactions as required by Ugandan law
• Follow up on meetings, site visits, and open quotations
• Improve our website, services, and customer experience
• Comply with our legal, tax, and regulatory obligations

We do not use your information for bulk marketing campaigns. We do not sell, rent, or trade your personal information to third parties under any circumstance.

6. Legal basis for processing

We process personal information on the following lawful bases recognised under the Data Protection and Privacy Act, 2019:

• Performance of a contract — to fulfil orders, issue invoices, and deliver goods
• Legitimate business interests — to respond to business enquiries, follow up on quotations, and maintain ongoing supplier and contractor relationships
• Legal obligation — to keep transactional records required by tax, accounting, and regulatory authorities in Uganda
• Consent — where you have explicitly agreed, for example when submitting an enquiry through our website

7. Sharing & third parties

We share personal information only when necessary, and only with parties who are bound by confidentiality or equivalent obligations. These may include:

• Service providers that support our operations, including our email delivery provider (Amazon Web Services — Amazon SES, hosted in the Europe/Ireland region), our website hosting provider, and accounting software providers
• Logistics and transport partners engaged to deliver timber products to your site
• Professional advisers such as auditors, accountants, or legal counsel, where disclosure is necessary
• Regulatory and government authorities where we are required by law to disclose information (for example, the Uganda Revenue Authority or a court order)
• Affiliated entities within the Ambiance Group of Companies Uganda Limited, strictly for internal business coordination

Some of our service providers (for example, Amazon Web Services) may process data outside Uganda. Where this occurs, we take reasonable steps to ensure that your personal information continues to be protected to a standard consistent with the Data Protection and Privacy Act, 2019.

8. Data security

We apply reasonable technical and organisational measures to protect personal information against unauthorised access, loss, misuse, alteration, or disclosure. These measures include:

• Access controls on our systems and business records
• Authenticated email sending using SPF, DKIM, and DMARC to protect the integrity of our correspondence
• Monitoring of our email delivery through Amazon CloudWatch
• Secure storage of physical business documents at our offices
• Staff awareness of confidentiality obligations

No method of transmission or storage can be guaranteed to be completely secure. If you believe your interaction with us is no longer secure, please contact us immediately using the details in Section 15.

9. Data retention

We retain personal information only for as long as necessary to fulfil the purposes for which it was collected, including:

• The duration of our active business relationship with you or your organisation
• Any additional period required by Ugandan tax, accounting, or commercial law (typically up to ten years for transactional records)
• A reasonable period thereafter to resolve disputes or enforce agreements

When personal information is no longer required, we securely delete or anonymise it.

10. Your rights

Under the Data Protection and Privacy Act, 2019, you have the following rights in relation to your personal information:

• Right of access — to request a copy of the personal information we hold about you
• Right of correction — to request that inaccurate or incomplete information be corrected
• Right to object — to object to our processing of your information in certain circumstances
• Right to erasure — to request deletion of your information, subject to our legal record-keeping obligations
• Right to withdraw consent — where we rely on consent as our legal basis, you may withdraw it at any time
• Right to lodge a complaint — with the Personal Data Protection Office (PDPO) under the National Information Technology Authority – Uganda (NITA-U)

To exercise any of these rights, please contact us using the details in Section 15. We will respond within the timelines required by law.

11. Email communications

The emails we send are strictly transactional and business-related — for example, quotations you have requested, order confirmations, delivery updates, and invoices. We do not send marketing campaigns or bulk promotional emails.

If at any time you no longer wish to receive emails from us, simply reply to any of our messages requesting to be removed, or write to us at the address in Section 15. Your request will be honoured within 24 hours and your email address will be added to our internal suppression list so that no further messages are sent to you.

12. Cookies

Our website may use a small number of cookies or similar technologies to function correctly, remember your preferences, and understand how visitors use the site. You can configure your browser to refuse cookies or alert you when cookies are being sent; however, some parts of the site may not function properly if cookies are disabled.

13. Children's privacy

Our services are directed at businesses and professional contacts. We do not knowingly collect personal information from children under the age of 18. If you believe a child has provided us with personal information, please contact us and we will take steps to delete it.

14. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in our operations, the services we offer, or applicable law. The "Last updated" date at the top of this page will indicate when changes were made. For material changes, we will take reasonable steps to notify you directly where appropriate.

15. Contact us

If you have questions about this Privacy Policy, wish to exercise any of your rights, or would like to raise a concern, please contact us:

If you are not satisfied with our response, you may lodge a complaint with the Personal Data Protection Office (PDPO) of Uganda, hosted under the National Information Technology Authority – Uganda (NITA-U).