Privacy Policy

Effective date: 02/02/2024

Last updated: 21/09/2025

1. Who we are

Evergreen Grounds (“we”, “us”, “our”) provides landscaping, fencing, gardening, tree surgery and grounds maintenance services in the UK. We are the data controller for the personal information described in this notice.

Contact: info@evergreengrounds.co.uk • 07802367197 • evergreengrounds.co.uk

2. Personal data we collect

- Contact details: name, email, telephone number, postal address.

- Service and transaction data: enquiries, quotes, bookings, work records, invoices, payments.

- Communications: emails, messages, call notes.

- Technical data (website): IP address, device/browser information, pages viewed, cookies (see section 11).

3. How we use your data (purposes)

- Respond to enquiries and provide quotes.

- Deliver services, manage jobs and customer relationships.

- Issue invoices, take payments and manage accounts.

- Improve our website and services (analytics).

- Meet legal and regulatory obligations (e.g. tax records).

4. Lawful bases for processing (UK GDPR)

- Contract – to take steps at your request (quotes) and perform a contract (agreed works).

- Legitimate interests – to operate and improve our business, handle enquiries and prevent fraud (balanced against your rights).

- Legal obligation – to keep records required by law (e.g. HMRC).

- Consent – for optional activities such as certain marketing; you may withdraw consent at any time.

5. Sharing your data

We do not sell or rent personal data. We may share limited data with:

- Service providers/processors (e.g. payment processors, IT/hosting/email, vetted subcontractors, waste carriers) strictly as needed to deliver services.

- Professional advisers (accountants, legal).

- Authorities if required by law.

All processors are bound by confidentiality and data protection obligations.

6. International transfers

Our core systems are UK/EU based. If personal data is transferred outside the UK (for example by a cloud provider), we use lawful safeguards such as the UK International Data Transfer Agreement or Standard Contractual Clauses.

7. Retention

We keep personal data only as long as necessary:

- Quotes/enquiry records: typically up to 2 years.

- Contracts, job and invoice records: typically 6 years for tax/accounting.

- Emails/communications: in line with the above timelines.

Data is securely deleted or anonymised when no longer needed.

8. Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, alteration, disclosure or loss. Access is limited to personnel who need it to perform their role.

9. Your rights

You have the right to access, rectify or erase your data; to restrict or object to processing; and (where applicable) to data portability. Where we rely on consent, you may withdraw consent at any time.

To exercise your rights, contact info@evergreengrounds.co.uk. We will respond within one month.

10. Marketing

We may send service updates or marketing where lawful (our legitimate interests or your consent). You can opt out at any time via our emails or by contacting us.

11. Cookies and website analytics

Our website may use cookies and analytics to improve performance and understand usage. You can control cookies in your browser settings. For details, contact us or see any cookie notice provided on our site.

12. Children

Our services are not directed to children. We do not knowingly collect children’s data.

13. Complaints

Please contact us first at info@evergreengrounds.co.uk if you have concerns. You also have the right to complain to the Information Commissioner’s Office (ICO): ico.org.uk • 0303 123 1113.

14. Changes to this policy

We may update this notice from time to time. The latest version will be posted at evergreengrounds.co.uk with the “Last updated” date above.