Privacy Policy

1. Introduction & Data Controller

Welcome to RW Landscaping Ltd (“we”, “us”, or “our”). We are committed to protecting your privacy and ensuring your personal data is handled securely, ethically, and transparently in full compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

RW Landscaping Ltd operates as the primary Data Controller responsible for personal data collected via this website (https://rwlandscaping.co.uk) and its associated landing pages.

For any questions regarding this Privacy Policy or our data protection practices, please contact us directly at: sales@rwlandscaping.co.uk.

2. Information We Collect

To provide high-quality tree surgery, landscaping services, and responsive customer care, we collect and process several categories of information:

• Direct Inquiries & Customer Communications: When you complete a quote form, contact request, send an email, call us, or use our website live chat widget (Zoho SalesIQ), we collect the information you choose to submit. This typically includes your full name, telephone number, email address, postal code, property/site address, the specific services requested (e.g., commercial or domestic tree surgery, winter gritting, site clearance), and any job details, descriptions, or project photos you provide.
• Technical, Behavioral & Diagnostic Data (Consent-Based): Subject to your prior opt-in consent for analytics cookies, our tools collect technical information about how you interact with our website. This includes your anonymised IP address, approximate geographic location (city/regional level), browser type and version, device model and screen resolution, operating system, referral sources, pages visited, time spent on each page, scroll depth, click telemetry, and aggregated session replays (via Google Analytics 4 and Microsoft Clarity).
• Advertising & Attribution Data (Consent-Based): Subject to your prior opt-in consent for marketing cookies, we collect data required to measure campaign effectiveness and prevent duplicate conversion reports. This includes ad click identifiers (such as Google Click IDs gclid and Meta Click IDs fbclid), ad campaign sources, and conversion milestones (such as landing on a form confirmation page).
• Server & Security Logs: Our web server (hosted via Hostinger) and security firewalls (Wordfence) automatically record technical connection data, including IP addresses, timestamps, HTTP status codes, and requested URLs. This data is collected under our legitimate interest to monitor website health, prevent malicious attacks, and block unauthorized intrusion attempts.

3. How We Use Your Information

We use your information exclusively for clear, lawful, and specific purposes:

• To evaluate your project requirements, prepare detailed quotations, schedule site surveys, and deliver requested landscaping or tree surgery services.
• To communicate with you regarding service inquiries, updates, appointments, or invoices.
• To analyse aggregated website usage, evaluate site performance, and improve user navigation (only where you have consented to Analytics).
• To track advertising return on investment and ensure marketing budgets are allocated efficiently (only where you have consented to Advertising).
• To protect our website infrastructure, prevent fraud, and comply with UK statutory accounting and tax obligations.

4. Cookies & Third-Party Tracking Technologies

Cookies are small data files placed on your device to make the website function, measure visitor engagement, or assist in advertising attribution. We categorize cookies into three groups:

5. Lawful Basis for Processing (UK GDPR)

Under the UK GDPR (Article 6), we rely on the following lawful bases to process your personal data:

• Contractual Necessity: Processing personal details provided in quote forms to assess job sites, provide pricing, and fulfill tree surgery or landscaping contracts.
• Explicit Consent: Setting non-essential analytics cookies, advertising attribution pixels, or sending optional direct marketing. Consent can be withdrawn at any time.
• Legitimate Interests: Operating and securing our business, maintaining website uptime, improving service offerings, preventing fraudulent inquiries, and defending against legal claims.
• Legal Obligation: Retaining financial and invoicing records to comply with UK tax, VAT, and accounting statutory rules.

6. Data Sharing, Processors & Marketing Partners

We do not sell, rent, or trade your personal data to any external broker or independent third party. However, in the course of operating our business and providing digital services, data may be shared with or accessed by the following authorized parties:

Other trusted technical service providers include:

• Hosting & Cloud Infrastructure: Hostinger International Ltd (servers located in secure UK and European data centers).
• Communications & Customer Support: Zoho Corporation (Zoho SalesIQ live chat platform).
• Analytics & Advertising Processors: Google Ireland Ltd, Microsoft Ireland Operations Ltd, and Meta Platforms Ireland Ltd, operating under approved Data Processing Agreements and standard contractual clauses.

Inquiry data is retained only for as long as necessary to fulfill your service requirements, maintain customer service records, and satisfy legal accounting requirements (typically up to 6 years for commercial transaction records).

7. Your Data Protection Rights

Under the UK GDPR, you hold full legal rights regarding your personal data:

• Right of Access: Request confirmation of processing and a copy of personal data held about you (Subject Access Request).
• Right to Rectification: Request correction of inaccurate, outdated, or incomplete personal data.
• Right to Erasure (“Right to be Forgotten”): Request deletion of your personal data where there is no overriding legal justification for continued retention.
• Right to Restrict Processing: Request temporary restriction of data processing during dispute resolution.
• Right to Data Portability: Obtain your personal data in a structured, machine-readable format.
• Right to Object: Object to processing based on legitimate interests or direct marketing.
• Right to Withdraw Consent: Withdraw cookie or marketing consent at any time with immediate effect.

You also have the right to lodge a complaint with the UK supervisory authority, the Information Commissioner’s Office (ICO), at ico.org.uk.

8. Contact Us & Data Requests

If you have any questions regarding this Privacy Policy, wish to exercise any of your data protection rights, or have questions about how data is shared with our partners, please contact: