Legal
Privacy policy
Last updated: 18 August 2026
1. Who we are
HD Landscape Gardeners Ltd ("we", "us", "our") is the data controller for the personal information described in this policy. We are registered in England and Wales, company number 16341642.
Registered office: The Rear Barn, The Manor Farm, 124 Manor Road North, Thames Ditton, Surrey, KT7 0BH, United Kingdom
Address: The Rear Barn, The Manor Farm, 124 Manor Road North, Thames Ditton, Surrey, KT7 0BH
Telephone: 0208 0590 515
Email: office@hdlg.co.uk
This policy explains what we collect, why we collect it, how long we keep it, and what rights you have. If anything here is unclear, contact us and we will explain it.
2. Information we collect
When you enquire about work
- Your name, telephone number and email address
- The address or postcode of the property
- Details of the work you are interested in, including any photographs of your garden or property you choose to send
- Any budget or timescale you tell us about
When you call us
- Your telephone number
- A recording of the call, where you have called the number shown on this website (see section 4)
When you message us
- Your name, number and the content of your messages, including WhatsApp
When we carry out work for you
- Site details, measurements, plans and photographs
- Invoicing and payment records
When you use our website
- Pages visited, approximate location, device and browser type, and how you arrived at the site
We do not ask for information about health, ethnicity, religion or other special categories. If you volunteer something of that nature, for example an accessibility requirement affecting the garden design, we store it only as part of your enquiry and use it only to carry out the work.
3. Why we use it, and our legal basis
| What we do | Why | Legal basis |
|---|---|---|
| Respond to your enquiry and prepare a quote | To answer you and price the work | Legitimate interests, and steps taken at your request before entering a contract |
| Carry out and manage work you have booked | To deliver what you have asked for | Performance of a contract |
| Record calls to our website number | To keep an accurate record of what was discussed, resolve any disagreement about what was agreed, and understand where enquiries come from | Legitimate interests |
| Follow up on an enquiry you did not proceed with | To check whether you still want the work | Legitimate interests |
| Send marketing, if you have asked for it | To tell you about our services | Consent |
| Keep invoicing and accounting records | Legal requirement | Legal obligation |
| Measure how our website performs | To understand which pages are useful and improve them | Consent, given through the cookie banner |
Where we rely on legitimate interests, we have considered whether it is fair to you. You can object at any time. See section 8.
4. Call recording
Calls to the telephone number shown on this website are recorded.
You will hear an automated message telling you this at the start of the call, before any conversation begins. If you would rather not be recorded, hang up and call us on 0208 0590 515 instead, or email office@hdlg.co.uk.
Why we record
Garden projects are discussed over several conversations and often involve figures, materials and dates agreed verbally. A recording means there is an accurate record for both of us. It also lets us see which of our marketing is producing enquiries, so we are not spending money on things that do not work.
Who can hear recordings
Our own staff, and Invictus Digital, who manage our website and enquiry system on our behalf. See section 5. Recordings are not shared with anyone else and are never sold.
How long we keep them
Twelve months, after which they are deleted.
If you object
Tell us and we will delete the recording of your call. Contact office@hdlg.co.uk.
5. Who we share information with
We do not sell, rent or trade your personal information to anyone.
We share it only with organisations that help us run the business, and only so far as they need it.
| Who | What they do | Where |
|---|---|---|
| Invictus Digital | Manages our website, enquiry capture and follow-up on our behalf. Acts only on our instructions under a written data processing agreement. | United Kingdom |
| GoHighLevel | The system that holds enquiries, messages and call recordings | United States |
| Website analytics, Search Console, and our Google Business Profile | United States | |
| Meta Platforms | WhatsApp Business messaging, where you contact us that way | United States and Ireland |
| Our hosting and delivery providers | Keeping the website online and secure | EU and United States |
| Our accountant, and HMRC | Accounting and tax | United Kingdom |
Some of these are outside the UK. Where personal information is transferred abroad we rely on a lawful transfer mechanism: the UK Addendum to the EU Standard Contractual Clauses, the UK Extension to the EU to US Data Privacy Framework, or an adequacy decision. We can tell you which applies to a particular provider on request.
We may also disclose information where we are legally required to do so.
6. How long we keep things
| Information | Kept for |
|---|---|
| Enquiries that did not lead to work | 24 months from your last contact with us |
| Customer records for completed work | 6 years after the work is finished, for accounting, warranty and insurance purposes |
| Call recordings | 12 months |
| Website analytics | 14 months |
| Marketing consent records | Until you withdraw consent, then 24 months as a record that you did |
7. Security
Information is held in password-protected systems with two-factor authentication where the platform supports it, and is encrypted in transit. Access is limited to people who need it to do their job. Anyone working with us on our behalf is bound by written confidentiality obligations.
8. Your rights
Under UK data protection law you have the right to:
- Be told what we hold about you and get a copy of it
- Have it corrected if it is wrong
- Have it deleted, where we no longer need it
- Restrict how we use it while a query is resolved
- Object to our use of it where we rely on legitimate interests, including call recording
- Withdraw consent at any time, where consent is what we relied on
- Receive your information in a portable format
To exercise any of these, email office@hdlg.co.uk. We will respond within one month.
If you are unhappy with how we have handled your information you can complain to the Information Commissioner's Office at ico.org.uk, on 0303 123 1113, or at Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF. We would rather you came to us first so we can put it right.
9. Cookies
Our website uses cookies. Some are necessary for the site to work. Others help us understand how the site is used. Non-essential cookies are only set if you agree through the cookie banner, and you can change your mind at any time through the banner or your browser settings.
10. Children
Our services are aimed at homeowners and we do not knowingly collect information about children. If you believe we hold information about a child, contact us and we will delete it.
11. Changes to this policy
We update this policy when the way we handle information changes. The date at the top shows when it was last revised. Material changes will be flagged on this page.