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Smallwood Landscaping - Customer Privacy Policy


Who we are

Smallwood Landscaping is a provider of landscaping services, based in Sonning.

Our website address is:

What personal data do we collect from you?

The personal data that we may collect from you includes your name, address, email address, phone numbers, business and company information and trading history. We also retain records of your queries and correspondence, in the event you contact us.

We merely process such data on your behalf, subject to our Terms and Conditions.


What data do we store?

  • Contact details

  • Project details

  • Email

  • Other correspondence

We do not store any payment information such as bank account details or credit card numbers.

How do we use your data?

We use information about you in the following ways:

  • To process orders that you have submitted to us

  • To provide you with services

  • To comply with any contractual obligations, we may have with you

  • To help us identify you and any projects we are working on or have completed for you

  • To enable us to review develop and improve our services

  • To provide customer care including responding to your requests if you contact us with a query

  • To administer accounts, process payments and keep track of billing and payments

  • To detect fraud and to make sure what you have told us in correct

  • To carry out marketing and statistical analysis

  • To notify you about changes to or services

  • To provide you with information about products or serves that you request from us or which we feel may interest you based upon the work we have completed for you

  • To inform you of service and price changes

Due to the nature of the services we offer and the relationship that we have with our customers, we will assume that you are still a customer until you tell us that you no longer want to be considered as a customer.

Retention periods

We will keep your personal data for the duration of the period you are a customer of Smallwood Landscaping.

Due to the nature of the services we offer and the relationship that we have with or customers, we will assume that you are still a customer until you tell us that you no longer want to be considered as a customer.

If you let us know that you are no longer a customer, we will delete all unnecessary electronic data and destroy all unnecessary hard cop y data that we hold.

We shall retain any project data that is required to safeguard our legal liability following the completion of any project.


Who has access to your personal data?

For the avoidance of doubt, we do not and never shall sell your personal data to third parties for marketing or advertising purposes.

We may pass your personal data to third parties for the provision of services on our behalf, but we will only ever share information about you that is necessary to provide the service. For example, if we need to use a provide of specialist equipment or services as part of the work that we are doing for you.

We may share your information if we are acquired by a third party and therefore your data will be deemed an asset of the business. In these circumstances, we may disclose your personal data to the prospective buyer of our business, subject to both parties entering appropriate confidentiality undertakings.

We may share your personal data if we are under a duty to disclose date in order to comply with any legal obligation or to protect the rights, property, or safety of Smallwood Landscaping, our customers, or others. This included but is not limited to exchanging information with other companies and organisations for the purposes of fraud protection, credit risk reduction and dispute policies. However, we will take steps with the aim of ensuring that your privacy rights continue to be protected.

Your rights

You have the right to object to our use of your personal data, or ask us to delete, remove or stop using it if there is no need for us to keep it. This is known as your right to be forgotten.

There are legal and accountancy reasons why we will need to keep your data, but please do inform us if you think we are retaining or using your personal data incorrectly.

In preventing the use or processing of your personal data, it may delay or prevent us from fulling our contractual obligations to you It may also mean that we shall be unable to provide our services or process the cancellation of your service.

Our Privacy Notice shall be made clear to you at the point of collection of your personal data.

Keeping customers up to date is part of our service and we consider updating to include making you aware of new solutions to topical issues. The solution may be a new or improved service. You have the right to ask us not to process our personal data for marketing purposes. If you choose not to receive marketing communications from us about our products and services, please let us know.


Where we store your personal data

All information you provide to us is stored on our secure network.

Email is held on the storage provided by Microsoft Outlook.

Project documents including photographs are stored on our Google Drive and secure network system.

Please refer to the information published by these companies in relation to encryption and security. We are comfortable that they provide a very secure storage solution.

Our IT equipment is protected by Bitdefender and inbuilt firewall protection.

Email and project documents are backed-up regularly onto Microsoft One Drive



We agree to take reasonable measures to protect your data in accordance with applicable laws and in accordance with our Terms and Conditions.

In the event of a data breach, we shall ensure that our obligations under application data protection laws are complied with where necessary.


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