Privacy Policy

This Privacy Policy explains how Northwood Landscape collects, uses, stores and shares personal data when you visit northwoodlandscape.com, contact us, request a quote, or use our services.

1. Who we are

Northwood Landscape is the data controller for the personal data described in this Privacy Policy.

Trading name: Northwood Landscape
Business type: Sole trader
Email: [email protected]
Phone: 07990 148186
Website: northwoodlandscape.com

If you have any questions about this Privacy Policy or want to exercise your data protection rights, please contact us at [email protected].

2. The personal data we collect

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

your name
email address
phone number
postal address
project details you provide in enquiry forms, emails, messages or calls
photographs or files you send to us
records of communications with you, including email, WhatsApp, text message, phone and social media contact
quote request information
call tracking and conversion data
IP address
device, browser and technical usage data
website analytics and performance data
cookie and advertising-related data where you have given the relevant consent

We do not intentionally collect special category personal data such as information about race or sexual orientation through our website or ordinary business enquiries.

3. How we collect personal data

We may collect personal data directly from you when you:

complete a contact or enquiry form on our website
call us
email us
send us a WhatsApp message or text message
request a quote
interact with us through social media
submit a review or respond to a review request
send us photographs, plans or other project information

We may also collect technical and usage data automatically through cookies, analytics tools, advertising technologies, call tracking systems and similar services used on our website. The ICO says organisations must tell people what privacy information applies when they collect personal data and explain how data is gathered and used.

4. How we use your personal data

We use personal data for the following purposes:

replying to enquiries
preparing and issuing quotations
arranging site visits
carrying out landscaping and related works
booking jobs and managing projects
invoicing and payment administration
customer service and aftercare
maintaining business records
improving website performance and usability
understanding how visitors use our website
measuring the performance of advertising and lead sources
call tracking and conversion attribution
fraud prevention, security and abuse prevention
asking existing customers for reviews by email or text where permitted

The ICO says privacy notices should explain the purposes for which personal data is used.

5. Our lawful bases for processing

We rely on the following lawful bases under the UK GDPR, depending on the purpose of the processing.

Contract

We process personal data where this is necessary to take steps at your request before entering into a contract, or to perform a contract with you. This includes:

responding to quote requests
arranging surveys and site visits
preparing quotations
booking and carrying out works
managing the project
invoicing and related administration

Legitimate interests

We process some personal data where it is necessary for our legitimate interests in running and improving our business, provided those interests are not overridden by your rights and interests. This may include:

handling routine customer communications
keeping business records
website administration and security
fraud prevention
internal reporting and market research
limited review follow-up and business improvement activity where lawful
analysing lead sources and service performance

The ICO notes that a lawful basis is needed for data sharing and processing, and consent is not always the right basis for ordinary business activity.

Legal obligation

We may process personal data where necessary to comply with legal obligations, including accounting, tax and record-keeping requirements.

Consent

We rely on consent where required, especially for non-essential cookies and similar technologies used for analytics, advertising and tracking. The ICO says cookies and similar technologies that are not strictly necessary generally require active consent, and PECR uses the UK GDPR standard of consent.

Where electronic marketing consent is required, consent is also generally the appropriate lawful basis under the UK GDPR.

6. Reviews and marketing communications

We may ask existing customers to leave a Google review by email or text message.

The ICO says electronic mail marketing is generally allowed only where you have consent or can rely on the “soft opt-in” for existing customers, provided the legal conditions are met and the customer had a clear chance to opt out when their details were collected and in each message sent.

We do not send general marketing emails or texts beyond this review-related follow-up unless stated otherwise and carried out lawfully.

7. Cookies, analytics and tracking

Our website uses cookies and similar technologies, including tools such as:

Google Analytics
Google Ads
Meta Pixel
third-party conversion tracking
call tracking services
Instagram feed integrations
Google reviews widgets
cookie consent tools

These tools may collect information such as IP address, device details, browser information, page views, on-site behaviour, referral sources and conversion activity.

The ICO says you must clearly explain what cookies and similar technologies do and, for non-essential uses, obtain active consent before using them.

More information is available in our Cookie Policy.

8. Who we share personal data with

We may share personal data with third parties where necessary for the purposes set out above, including:

website hosting and website service providers
analytics providers
advertising and remarketing platforms
call tracking and conversion tracking providers
contact form and communication service providers
email service providers
social media platforms
review widget or review management providers
payment, accounting or bookkeeping providers
professional advisers where necessary
service providers who help us operate, secure or improve the website and business

We only share personal data where there is an appropriate reason to do so. The ICO says privacy notices should explain who personal data is shared with.

9. International transfers

Some of our third-party providers may process or store personal data outside the UK.

Where personal data is transferred internationally, we take steps intended to ensure that an appropriate level of protection is in place, such as reliance on adequacy regulations or approved contractual safeguards where applicable.

The ICO says privacy notices should tell individuals about transfers outside the UK and the safeguards used where required.

10. How long we keep personal data

We generally retain personal data for 24 to 48 months, unless a longer period is required or justified for legal, tax, accounting, dispute-resolution or record-keeping purposes.

For example, we may keep:

enquiry data for follow-up and reference
quotation and project records for administration and business records
communication records where needed for customer service or dispute handling
technical and analytics data in line with the settings of the relevant service provider
financial records for longer where required by law

The ICO says privacy information should include retention periods, or the criteria used to determine them.

11. Data security

We take reasonable technical and organisational measures to protect personal data. Based on our current setup, these measures include:

secure hosting
limited access to systems and data
email account protection
encrypted systems and connections where applicable

No method of transmission or storage is completely secure, but we take appropriate steps to reduce the risk of unauthorised access, loss, misuse or disclosure.

12. Children’s data

Our website and services are not aimed at children, and we do not knowingly collect personal data from children through the website as part of our normal business operations.

13. Your rights

Under UK data protection law, individuals have a number of rights over their personal data. The ICO summarises these as including rights such as access, rectification, erasure, restriction, objection, data portability, and rights relating to automated decision-making where relevant.

Depending on the circumstances, you may have the right to:

request access to your personal data
request correction of inaccurate or incomplete data
request deletion of your data
request restriction of processing
object to certain types of processing
withdraw consent where processing is based on consent
complain to the Information Commissioner’s Office (ICO)

To exercise any of these rights, please contact [email protected].

If you are unhappy with how your personal data has been handled, you also have the right to complain to the ICO. The ICO says individuals must be informed of their right to complain.

14. Third-party websites

Our website may contain links to third-party websites or embedded third-party content. We are not responsible for the privacy practices of those third parties, and you should review their own privacy policies where relevant.

15. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, guidance, our services or the way we process personal data. Any updated version will be posted on this page with a revised effective date.

16. Contact

If you have any questions about this Privacy Policy or want to exercise your rights, please contact:

Northwood Landscape
Email: [email protected]
Phone: 07990 148186
Website: northwoodlandscape.com