Privacy Policy

ROBINSON LANDSCAPES LIMITED | Privacy Policy
Last Updated: 3 May 2026

ROBINSON LANDSCAPES LIMITED respects your privacy and is committed to handling personal information responsibly.

This Privacy Policy explains what personal information we collect, how we use it, why we use it, how long we keep it, and your rights under UK data protection law. A privacy notice is required where a business collects personal data such as names, email addresses and enquiry details, and the ICO says it should clearly explain why data is collected, how it is used, how long it is kept, and whether it is shared with anyone else.

1. Who we are

ROBINSON LANDSCAPES LIMITED
Company No. 17145174
Registered Office: Belle Ame House, High Street, Tuddenham, Bury St Edmunds, IP28 6SQ

Contact details:
hello@robinsonlandscapes.co.uk
01638 718238
07909 352745

For the purposes of UK data protection law, ROBINSON LANDSCAPES LIMITED is the data controller for the personal information described in this Privacy Policy.

2. What information we collect

We may collect and use the following personal information:

  • name

  • email address

  • telephone number

  • postal address or site address

  • details of your enquiry

  • records of communications with you

  • photographs or site information you send to us

  • information needed to prepare quotations, arrange visits, carry out work, issue invoices, or respond to enquiries

If you contact us through the website, by email, by phone, through social media, or in person, we may keep a record of that contact so we can respond properly and manage the enquiry or job.

3. How we collect personal information

We collect personal information:

  • directly from you when you complete a contact form

  • when you email, call or message us

  • when you request a quote, site visit or further information

  • when you provide documents, images or site details

  • from normal business correspondence during the course of an enquiry or project

The ICO says privacy information should cover where the data came from, if it did not come directly from the individual, and should be easy to access and understand.

4. Why we use your information

We use personal information to:

  • respond to enquiries

  • arrange site visits

  • prepare and send quotations

  • communicate about works or services

  • carry out contracted work

  • manage customer relationships

  • keep records of visits, communications and works completed

  • issue invoices and administer payments

  • maintain basic business records

  • protect our business, customers, staff and subcontractors where necessary

  • comply with legal or regulatory obligations

5. Lawful bases for processing

Under UK GDPR, organisations must identify a lawful basis for collecting and using personal information. The ICO lists lawful bases such as contract, legal obligation, consent and legitimate interests, and says privacy notices should explain which basis applies.

For Robinson Landscapes Limited, the main lawful bases we rely on are:

Contract
Where processing is necessary to take steps at your request before entering into a contract, or to perform a contract with you, for example when preparing a quote, arranging a site visit, or carrying out agreed works.

Legal obligation
Where we need to process information to comply with legal obligations, including accounting, tax, insurance or other legal requirements.

Legitimate interests
Where it is necessary for our legitimate business interests, including responding to enquiries, managing works, keeping business records, protecting our position in relation to disputes or claims, and maintaining the safe and effective operation of the business, provided those interests are not overridden by your rights and freedoms.

Consent
Where consent is specifically required, we will rely on consent and you may withdraw it at any time. The ICO notes that where consent is the lawful basis, individuals have the right to withdraw it.

6. Who we share information with

We do not sell personal information.

We may share personal information where reasonably necessary with:

  • website hosting or form providers

  • email and IT service providers

  • accountants, insurers or professional advisers

  • payment or banking providers

  • subcontractors or specialist contractors where needed to support delivery of works

  • legal or regulatory authorities where required by law

Where third parties process information on our behalf, we expect them to handle it appropriately and only for the relevant business purpose.

The ICO says privacy notices should explain who data is shared with and why.

7. How long we keep information

The ICO says privacy information should explain how long information is kept, or the criteria used to decide retention periods.

We keep personal information only for as long as reasonably necessary for the purposes described above, including to:

  • respond to and manage enquiries

  • prepare and manage quotations

  • complete works

  • maintain business and accounting records

  • deal with complaints, disputes or claims

  • comply with legal, insurance, tax and record-keeping requirements

As a general guide:

  • enquiry information that does not lead to work may be kept for a reasonable period for follow-up, record keeping and business administration

  • quotation, project and customer records may be kept for longer where required for contractual, tax, insurance, legal or dispute-related reasons

When information is no longer needed, we will delete it or securely dispose of it where appropriate.

8. Website and cookies

If the website uses cookies, analytics or similar technologies, you should also publish a cookie notice or banner where required. The ICO says businesses should consider whether they need a cookie warning notice alongside the privacy notice.

If you are not yet using non-essential cookies or analytics, do not claim that you are.

9. Data security

We take reasonable steps to protect personal information against unauthorised access, loss, misuse, alteration or disclosure. However, no internet or email transmission is ever completely secure.

10. Your rights

The ICO says privacy notices should explain people’s data protection rights and how to exercise them.

Depending on the circumstances, you may have the right to:

  • ask for access to your personal information

  • ask for inaccurate personal information to be corrected

  • ask for your personal information to be erased

  • ask for processing to be restricted

  • object to certain processing

  • ask for transfer of certain information to you or another organisation

  • withdraw consent where consent is the lawful basis

If you wish to exercise any of these rights, please contact us using the details in this Privacy Policy.

11. Complaints

If you have concerns about how we use your personal information, please contact us first and we will try to resolve the issue.

You also have the right to complain to the Information Commissioner’s Office. The ICO says privacy notices should explain how people can complain and include the ICO’s contact details.

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Website: ico.org.uk
Telephone: 0303 123 1113

12. Changes to this policy

We may update this Privacy Policy from time to time to keep it accurate and up to date. The ICO says privacy notices should be kept under review and updated when necessary.

The latest version will always appear on this website.