Privacy Policy

Last updated: July 2025

1. About This Policy

Oakline Grounds Ltd ("we", "us", "our") is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, and protect your personal information when you use our website or services.

We are the data controller for the purposes of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Information We Collect

Information You Provide Directly

• Contact details (name, email address, telephone number, postal address)
• Property information for quotations and service delivery
• Communication preferences
• Enquiry details and service requirements
• Payment information (processed securely by third-party payment providers)

Information We Collect Automatically

• Website usage data through cookies and similar technologies
• IP address and browser information
• Pages visited and time spent on our website
• Referring website information

3. How We Use Your Information

We use your personal information for the following purposes:

• Providing grounds maintenance services and related communications
• Preparing quotations and managing service contracts
• Processing payments and maintaining financial records
• Responding to enquiries and providing customer support
• Improving our services and website functionality
• Sending service updates and important notices
• Marketing communications (with your consent)
• Complying with legal and regulatory requirements

4. Legal Basis for Processing

We process your personal information under the following legal bases:

• Contract performance: To provide our grounds maintenance services
• Legitimate interests: For business administration, service improvement, and direct marketing to existing customers
• Consent: For marketing communications to non-customers and non-essential cookies
• Legal obligation: For tax, accounting, and regulatory compliance

5. Sharing Your Information

We may share your information with:

• Trusted suppliers and subcontractors who assist in service delivery
• Payment processors for secure transaction handling
• Professional advisers (accountants, solicitors, insurers)
• Regulatory authorities when legally required
• Property management companies and estate managers (where relevant to service delivery)

We do not sell, rent, or trade your personal information to third parties for marketing purposes.

6. Data Security

We implement appropriate technical and organisational measures to protect your personal information against unauthorised access, alteration, disclosure, or destruction. These measures include:

• Secure data storage and transmission
• Regular security assessments
• Staff training on data protection
• Access controls and authentication procedures

7. Data Retention

We retain your personal information for as long as necessary to:

• Provide our services and maintain our business relationship
• Comply with legal and regulatory requirements
• Resolve disputes and enforce our agreements

Typically, we retain customer data for 7 years after the end of our business relationship for tax and legal compliance purposes.

8. Your Rights

Under UK data protection law, you have the following rights:

• Access: Request copies of your personal information
• Rectification: Request correction of inaccurate information
• Erasure: Request deletion of your personal information
• Restriction: Request limitation of processing
• Portability: Request transfer of your data
• Objection: Object to processing based on legitimate interests
• Withdraw consent: Withdraw consent for marketing communications

To exercise these rights, please contact us using the details below.

9. Cookies

Our website uses cookies to improve your browsing experience and analyse website usage. Essential cookies are necessary for website functionality, while optional cookies help us understand how visitors use our site.

You can control cookie settings through your browser preferences. Disabling certain cookies may affect website functionality.

10. Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices of these external sites. We recommend reviewing their privacy policies before providing personal information.

11. Changes to This Policy

We may update this Privacy Policy periodically to reflect changes in our practices or legal requirements. We will notify you of significant changes by posting the updated policy on our website with a revised date.

12. Contact Information