Privacy Policy

Privacy Policy — Hallam Garden Maintenance (trading as Hallam Landscaping)

Last updated: 12 November 2025

We respect your privacy and are committed to protecting your personal data. This notice explains what we collect, why we collect it, how we use and share it, and the choices you have. It applies to visitors to hallamlandscaping.co.uk, people who contact us (by website form, email, phone, or social media), and our customers across the East Midlands and sorrounding areas.

1) Who we are (data controller)

Hallam Garden Maintenance (trading as Hallam Landscaping)
Address: 7 Mappwells Road, Sutton-in-Ashfield, NG17 1HZ
Email: hallam.gm@icloud.com
Phone: 07777 509841

2) What personal data we collect

• Contact details: name, email, phone number, address, and preferred contact method.
  
  

• Enquiry details: what you ask us to quote for, site photos you send us, and any notes needed to provide our services.
  
  

• Service records: quotes, invoices, job notes, and before/after images where relevant.
  
  

• Payment information: payment method and transaction details (we do not store full card details).
  
  

• Website/technical data: IP address, device/browser info, pages viewed, and similar diagnostic logs.
  
  

• Cookies and similar tech: see Cookies section below.
  
  

3) How we collect it

• Directly from you: when you submit a form, call/text, email us, or speak to us in person.
  
  

• Automatically: limited technical data and cookies when you visit our website.
  
  

• From third parties: where you interact with our business pages on platforms such as Facebook/Instagram or local directories.
  
  

4) Why we use your data (purposes) and our lawful bases

We only use your data when the law allows. Under the UK GDPR, we rely on: Contract, Legitimate Interests, Legal Obligation, and Consent.

Purposes include:

• Providing quotes and delivering services you request — Contract / steps before entering a contract.

• Running and improving our website, keeping it secure, and measuring performance — Legitimate Interests (balanced against your rights).
  
  

• Accounting and tax records — Legal Obligation (e.g., under the Data Protection Act 2018 and related UK law).
  
  

• Marketing communications (e.g., replying to reviews or sending updates) — Consent where required; you can withdraw at any time.
  
  

Cookies and similar technologies

For non-essential cookies (e.g., analytics/advertising), UK rules require that we inform you and obtain your consent before setting them. You can change your preferences at any time via our cookie banner (when present) or your browser settings. Essential cookies that make the site work do not require consent, but we still tell you about them. 

5) Sharing your data

We share personal data only when necessary:

• Service providers/“processors”: website hosting/IT support, email and cloud providers, analytics or cookie-consent tools, payment processors.
  
  

• Professional advisers: accountants, insurers, or legal advisers.
  
  

• Authorities: where required by law or to protect our rights, users, or the public.
  
  

6) How long we keep your data

• Enquiries/quotes: typically up to 12 months after last contact.
  
  

• Customer and job records (including invoices): generally 7 years for tax/accounting.
  
  

• Website logs: usually up to 12 months for security/diagnostics.
  We may retain data longer if needed - When no longer required, we securely delete or anonymise it.
  
  

7) Your privacy rights

Under UK data protection law you have the right to: access, rectify, erase, restrict or object to processing, and data portability. You can also withdraw consent where we rely on it (this won’t affect processing before withdrawal). To exercise any right, contact us using the details above.

If you’re unhappy with how we handle your data, please contact us first so we can put it right. You also have the right to complain to the Information Commissioner’s Office (ICO) at ico.org.uk

8) Children

Our services are aimed at adults. We do not knowingly collect data from anyone under the age of 18. If you believe a child has provided us data, please contact us and we’ll delete it.

9) Security

We use reasonable technical and organisational measures appropriate to the nature of the data we hold (for example, limiting access, using secure systems, and training). No system is 100% secure, but we work to prevent unauthorised access, misuse, loss, or disclosure.

10) Direct marketing

We’ll only send marketing (such as offers or updates) where the law allows, and you can opt out at any time by following unsubscribe instructions or contacting us. Rules for electronic marketing and cookies are set by PECR and the UK GDPR; we follow ICO guidance.

11) Photography and project images

With your permission, we may take before/after photos of work we’ve carried out to document services and (optionally) showcase our work (e.g., on our website or social pages). Where images could identify you, your family, your house number, or your vehicles, we will seek consent or take steps to avoid identification.

12) Third-party links

Our website may link to other sites (e.g., social media or directories). We’re not responsible for their content or privacy practices. Please read their privacy notices.

13) Changes to this notice

We may update this policy to stay accurate and compliant with UK law (including any amendments to the UK GDPR, Data Protection Act 2018, and PECR). We’ll post the new version here with a new “Last updated” date. 

Quick contacts (for privacy requests)

• Email: hallam.gm@icloud.com

• Phone: 07777 509841.
  
  

Note: This policy explains our current practices and legal rights under UK law.