Policy updated: 21/08/2026
1. Introduction
1.1 Gould Landscapes Ltd (“we”, “us”, “our”) is committed to protecting the privacy of visitors to our website, gouldlandscapes.co.uk (the “website”), and of the people we deal with in the course of our business.
1.2 For the purposes of UK data protection law, including the UK GDPR and the Data Protection Act 2018, we are the data controller of the personal data described in this policy. This means we decide how and why that personal data is used.
1.3 Where we process personal data on behalf of a business customer under a contract for our services, we act as a data processor for that customer. This policy does not apply to that processing, which is governed by the contract between us and the customer.
1.4 This policy explains what personal data we collect, how we use it, who we share it with, how long we keep it, and your rights. It also explains how we use cookies and similar technologies.
1.5 Our contact details are set out in section 14. If you have any questions about this policy or about how we handle personal data, please contact us.
2. Personal data we collect and how we use it
2.1 Usage data. We may process data about your use of the website, including your IP address, approximate location, browser type and version, operating system, referral source, length of visit, pages viewed and navigation paths, and the timing and frequency of your visits. This data comes from our analytics service (see section 12). We use it to analyse and improve the website. The legal basis is our legitimate interests, namely monitoring and improving the website.
2.2 Enquiry data. We may process information in any enquiry you send us about our services, whether through the website contact form, by email, or by telephone. This may include your name, your contact details, your employer and the content of your enquiry. We use it to respond to you and to offer and provide relevant services. The legal basis is our legitimate interests, namely responding to enquiries and administering our business, and, where you ask us to take steps before entering into a contract, performing that contract.
2.3 Customer relationship data. We may process information relating to our customer relationships, including your name, employer, job title, contact details, and communications between us. This data comes from you or your employer. We use it to manage our customer relationships, communicate with customers, keep records and tell customers about our services. The legal basis is our legitimate interests, namely the proper management of our customer relationships, and the performance of a contract.
2.4 Recruitment data. We may process information contained in a job application, including your name, contact details, CV, employment history, qualifications and references. We use it to run our recruitment process. The legal basis is taking steps at your request before entering into a contract, our legitimate interests (namely recruiting suitable staff), and compliance with our legal obligations, such as checking your right to work in the UK. Job applications are treated as confidential.
2.5 Correspondence data. We may process information contained in or relating to any communication you send to us, including its content and associated metadata. We use it to communicate with you and for record keeping. The legal basis is our legitimate interests, namely administering our business and our communications.
2.6 Legal claims. We may process any personal data identified in this policy where necessary to establish, exercise, or defend legal claims, whether in court proceedings or in an administrative or out-of-court procedure. The legal basis is our legitimate interests, namely protecting and asserting our legal rights, your legal rights, and the legal rights of others.
2.7 Insurance and professional advice. We may process any personal data identified in this policy where necessary to obtain or maintain insurance cover, manage risks, or obtain professional advice. The legal basis is our legitimate interests, namely protecting our business against risks.
2.8 Compliance. We may also process personal data where necessary to comply with a legal obligation to which we are subject, or to protect your vital interests or the vital interests of another person.
2.9 Marketing. We may send business contacts information about our services. You can opt out at any time by using the unsubscribe link in any marketing email or by contacting us. We do not sell personal data, and we do not pass your details to third parties for their own marketing.
2.10 Please do not supply any other person’s personal data to us unless we ask you to do so.
2.11 Account data. Where we give you a login for the customer area of the website, we may process your account data, including your name, email address, username, password and records of your use of that area. We use it to operate the customer area, provide contract files and keep the website secure. The legal basis is the performance of a contract with you or your employer and our legitimate interests, namely administering our website and customer relationships. We keep account data for the duration of the customer relationship, after which section 5 applies.
3. Who we share personal data with
3.1 We may disclose personal data to any member of our group of companies insofar as reasonably necessary for the purposes, and on the legal bases, set out in this policy.
3.2 We may disclose personal data to our insurers and professional advisers insofar as reasonably necessary for obtaining or maintaining insurance cover, managing risks, obtaining advice or handling legal claims.
3.3 We may disclose personal data to our suppliers and subcontractors insofar as reasonably necessary to deliver our services.
3.4 We use third party providers to host the website and to run our email and business systems. Those providers process personal data on our behalf under contracts that protect it.
3.5 We may also disclose personal data where disclosure is necessary to comply with a legal obligation, to protect your vital interests or the vital interests of another person, or in connection with legal claims.
4. International transfers
4.1 We store and process personal data mainly in the United Kingdom. Some of our service providers may process personal data in the European Economic Area or in other countries.
4.2 Transfers to the EEA are permitted under UK adequacy regulations. Where personal data is transferred outside the UK to a country not covered by UK adequacy regulations, we make sure appropriate safeguards are in place, such as the Information Commissioner’s international data transfer agreement, the UK addendum to the European Commission’s standard contractual clauses, or, for transfers to the United States, the provider’s certification under the UK Extension to the EU-US Data Privacy Framework (the UK-US Data Bridge).
5. How long we keep personal data
5.1 We do not keep personal data for longer than is necessary for the purposes for which it is processed.
5.2 As a general rule, we keep:
(a) enquiry data for 2 years from our last contact with you, unless you become a customer
(b) customer relationship and transaction records for the duration of our relationship with you or your employer, and then for up to 7 years, to meet legal, accounting and limitation requirements
(c) recruitment data for 12 months after the recruitment process ends, unless you agree that we may keep your details on file for future opportunities
5.3 Where we cannot set a period in advance, we decide how long to keep personal data by reference to the purpose for which it was collected and any legal obligations that apply.
5.4 We may retain personal data for longer where retention is necessary to comply with a legal obligation or to protect your vital interests or the vital interests of another person.
6. Security
6.1 We take appropriate technical and organisational measures to secure personal data and to prevent its loss, misuse or alteration.
6.2 Data passing between your browser and the website is encrypted in transit (HTTPS).
6.3 The transmission of information over the internet can never be completely secure, and we cannot guarantee the security of data sent to us electronically.
7. Your rights
7.1 Under UK data protection law you have the right to:
(a) access, that is, to ask us to confirm whether we are processing your personal data and to give you a copy of it
(b) rectification, that is, to have inaccurate personal data corrected and incomplete personal data completed
(c) erasure of your personal data, in some circumstances
(d) restriction of the processing of your personal data, in some circumstances
(e) object to processing based on our legitimate interests, and an absolute right to object to processing for direct marketing purposes
(f) data portability, that is, to receive certain personal data in a structured, commonly used and machine-readable format, in some circumstances
(g) withdraw consent at any time, where processing is based on your consent, without affecting the lawfulness of processing before the withdrawal
(h) complain, both to us and to the Information Commissioner’s Office (see section 8)
7.2 These rights are subject to conditions and exemptions under data protection law. You can exercise any of them by contacting us using the details in section 14. We will respond within one month. Where a request is complex, we may extend that period as the law allows, and we will tell you if we do. We will not normally charge a fee.
7.3 If you object to us processing your personal data for direct marketing purposes, we will stop.
8. Complaints
8.1 If you are unhappy with the way we have handled your personal data, you have the right to complain to us. You can do so using any of the contact details in section 14. We will acknowledge your complaint within 30 days of receiving it and will respond without undue delay.
8.2 You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) at: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF. Telephone: 0303 123 1113. Website: https://ico.org.uk. We would welcome the chance to resolve your concerns first, so please consider contacting us before approaching the ICO.
9. Third party websites
9.1 The website includes hyperlinks to, and details of, third party websites. We have no control over, and are not responsible for, the privacy policies and practices of third parties.
10. Children
10.1 The website is not aimed at children. If we become aware that we hold personal data about a person under the age of 18 collected through the website, we will delete it.
11. Keeping your details up to date
11.1 Please let us know if the personal data we hold about you needs to be corrected or updated.
12. Cookies and similar technologies
12.1 A cookie is a small file containing an identifier that a website sends to your browser, which stores it and sends it back to the website on later visits. Similar technologies store or access information on your device in comparable ways. Cookies can be “persistent”, remaining on your device until they expire or you delete them, or “session” cookies, which are deleted when you close your browser.
12.2 We use cookies and similar technologies in three ways:
(a) Strictly necessary. These are needed for the website to work and to keep it secure, including remembering your cookie choices. The law allows us to use these without your consent.
(b) Statistical. We use analytics cookies solely to collect statistical information about how the website is used, so that we can improve it. The law allows us to use these without your consent, provided we tell you about them and give you a simple way to object. You can object at any time using the cookie settings control on the website.
(c) Other. Any other cookies that are not strictly necessary are set only with your consent, which we ask for through the cookie banner when you first visit the website. You can withdraw your consent at any time using the cookie settings control.
12.3 We use Google Analytics to analyse the use of the website. Google Analytics gathers information about website use by means of cookies. Google’s privacy policy is available at https://policies.google.com/privacy.
12.4 You can also manage cookies through your browser, which will allow you to refuse or delete them. The method varies between browsers, so please check your browser’s help pages. Blocking all cookies may stop parts of the website from working properly.
13. Changes to this policy
13.1 We may update this policy from time to time by publishing a new version on the website. Please check this page occasionally to make sure you are happy with any changes.
14. Our details
14.1 The website is owned and operated by Gould Landscapes Ltd.
14.2 We are registered in England and Wales under company number 04814203. Our registered office is at 33 Riverside, Sir Thomas Longley Road, Medway City Estate, Rochester, England, ME2 4DP.
14.3 Our principal place of business is at the address above. We also operate from offices across the UK. For the complete list, please visit https://gouldlandscapes.co.uk/contact-us/.
14.4 You can contact us:
(a) by post, to the address above
(b) using the contact form at https://gouldlandscapes.co.uk/contact-us/
(c) by telephone, on the number published on the website
(d) by email, using the email address published on the website
14.5 We are registered with the Information Commissioner’s Office as a fee payer under registration number ZA353778.
