The privacy policy, cookies, terms of website use, and the terms under which we look after your garden. Written in plain English so it actually reads.
For the avoidance of doubt, when we refer to "Suffolk Garden Maintenance", "we", "our" or "us" anywhere in this document, we mean the practice trading as Suffolk Garden Maintenance, [trading status to add, for example "owned and operated by Elliott Jackson as a sole trader" or "Suffolk Garden Maintenance Ltd.
Contact details for legal correspondence:
Email: contact@SuffolkGardenMaintenance.com
Telephone: +44 7377 374093
Address: 1 Ladyfield, Haughley, Stowmarket IP14 3PT
Privacy Policy
This Privacy Policy explains what personal information Suffolk Garden Maintenance collects, why we collect it, what we do with it and the rights you have over it. It is written under the UK General Data Protection Regulation and the Data Protection Act 2018.3.1.
The personal information we collect
When you fill in the enquiry form on this website, we collect:
Your name
Your email address
Your telephone number, if you choose to provide one
Your postcode or address
Whatever you write in the message field
The service of interest, if you select one
When you become a client, we additionally collect and store:
Your full address
Quote details, schedules and visit notes
Invoice and payment records
Any photographs of your garden taken to support quoting or work records
When you visit this website, we automatically collect:
Standard server log information (IP address, browser type, pages visited, time of visit). This is anonymised within thirty days.
Cookie data, covered in section 4 below.
3.2 Why we collect this information and the lawful basis
We use your personal information for the following purposes, on the following lawful bases:
To respond to your enquiry. Lawful basis: legitimate interests (replying to a person who has actively contacted us). This includes calling or emailing you back, arranging a site visit, and preparing a quote.
To provide the services you have engaged us for. Lawful basis: performance of a contract. This includes scheduling visits, carrying out the work, and updating you on progress.
To send invoices and process payment. Lawful basis: performance of a contract.
To keep records for tax and accounting purposes. Lawful basis: legal obligation. HMRC require business records to be kept for at least six years.
To improve the website and understand how it is used. Lawful basis: legitimate interests, balanced against your right to privacy. Anonymised analytics only.
We do not use your personal information for marketing without your specific consent, and we do not sell or rent your data to anyone.
3.3 Who we share your information with
We share personal information with the following:
Webflow Forms.
Xero which holds invoice and payment records.
HMRC, where legally required. Our insurance provider, in the event of an insurance claim relating to our work.
A solicitor or court, in the unlikely event of a dispute.
We do not share your information with third party marketers, advertisers or data brokers.
3.4 How long we keep your information
Enquiry data, where you do not become a client: up to twenty four months from the date of enquiry, after which it is deleted.
Client records and visit notes: for as long as you are an active client, and for six years after the end of our working relationship to comply with HMRC record keeping requirements.
Photographs of completed work: indefinitely, where you have given consent for portfolio use. Without consent, photos used purely for our own records are deleted at the end of the relationship.Server log data: anonymised after thirty days.
3.5 Where your data is storedAll data is stored within the UK or European Economic Area where possible. Some of our service providers (for example email and form software) may store data on servers in other jurisdictions. Where this is the case, we only use providers that comply with UK GDPR transfer requirements (such as standard contractual clauses or adequacy decisions).
3.6 Your rights
Under UK GDPR you have the right to:
Access the personal information we hold about you.
Rectify any information you believe is incorrect.
Erase your personal information, subject to our legal obligation to keep certain records.
Restrict how we process your information.
Object to our processing where it is based on legitimate interests.
Receive a portable copy of your information in a common format.
Withdraw consent at any time, where we are processing on the basis of your consent.
To exercise any of these rights, please contact us using the details in section 2. We will respond within one calendar month.
3.7 Children
This website and the services it describes are not directed at children. We do not knowingly collect personal information about anyone under the age of 16. If you become aware that we have done so by mistake, please let us know and we will delete it.
3.8 Complaints
If you are unhappy with how we have handled your personal information, please contact us first using the details in section 2. If you are not satisfied with our response, you have the right to complain to the Information Commissioner's Office.
ICO website: ico.org.uk
ICO helpline: 0303 123 11134.
Cookies
4.1 What cookies are
Cookies are small text files that a website places on your device when you visit. They are widely used to make websites work, to remember preferences and to provide information to the site owners. Cookies cannot harm your device.
4.2 The cookies this website uses
This website uses the following categories of cookies. The specific cookie names and purposes are listed when you first visit, in the cookie banner.
Essential cookies. Required for the website to function. These cannot be turned off. They include cookies that remember your cookie preferences and that allow the form to submit correctly.
Analytics cookies. Used to understand how visitors use the website, in anonymised form. We use [Google Analytics 4 / Webflow Analytics, to confirm], which sets cookies that record pages visited, time on page and similar information. No personal information is collected through these cookies.
4.3 Managing your cookie preferencesYou can change your cookie preferences at any time by clicking "Cookie Settings" in the website footer. You can also block or delete cookies through your browser settings, although this may affect how the website works for you.
For more general information about cookies, the ICO has a useful guide at ico.org.uk.
5. Terms of website use
By using this website, you agree to the following.
5.1 Permitted use
You may view this website, save pages for personal use, and print copies for your own non commercial reference.
You may not:
Copy, reproduce or republish substantial parts of the website for commercial purposes without written permission.
Use the website for any unlawful purpose, or in any way that could damage, disable, or impair the website or its servers.
Attempt to gain unauthorised access to any part of the website.
5.2 Intellectual property
All content on this website, including text, photographs, illustrations, logos and the Suffolk Garden Maintenance brand mark, is the property of Suffolk Garden Maintenance unless otherwise stated. You may not reuse it without written permission.5.3 Information on this website
The information on this website is provided as general guidance, in good faith. We try to keep it accurate and up to date, but we cannot guarantee it is complete, current or free of errors. The information should not be relied on as professional advice for your specific situation. For advice on a particular garden or project, please get in touch directly.
5.4 Links to third party websites
Where we link out to third party websites (for example the ICO or specialist gardening resources), we do so for your convenience. We are not responsible for the content or practices of those sites.
5.5 Limitation of liabilityTo the fullest extent permitted by law, Suffolk Garden Maintenance will not be liable for any loss or damage arising from your use of this website. This does not affect any liability that cannot be excluded under English law, including liability for death or personal injury caused by negligence, or for fraud.
5.6 Changes to these termsWe may update these terms from time to time. The latest version will always be on this page, with the date last updated shown at the top.5.7 Governing law
These terms are governed by English law. Any dispute will be dealt with by the courts of England and Wales.
6. Service Terms and Conditions
These are the terms under which we provide gardening services to you. They apply to every quote and every visit, unless we have agreed something different in writing.
6.1 Quotes
Every job, whether a regular round or a one off visit, is quoted in writing in advance, by email or letter. The quote sets out the work to be carried out, the price, and the schedule of visits where relevant. Quotes are valid for thirty days unless stated otherwise.A quote becomes a contract between us when you confirm acceptance in writing (an email reply confirming acceptance is enough). Until then, the quote is an offer and is not binding.
6.2 Scope of work
We will carry out the work described in the accepted quote with reasonable skill and care. If during the work we identify additional work that would be useful (for example a hedge that needs more cutting back than originally thought, or a pond issue not visible during the initial visit), we will discuss it with you before doing it and quote separately for any extra cost.
6.3 Pricing and paymentPrices are as set out in the accepted quote, exclusive of VAT unless stated otherwise.
For regular Garden Care rounds, invoices are sent monthly in arrears. For one off jobs, invoices are sent on completion of the work.Payment is due within fourteen days of the invoice date, by bank transfer to the account details shown on the invoice.
Late payment may attract interest at the statutory rate under the Late Payment of Commercial Debts (Interest) Act 1998 where the client is a business, or at four per cent above the Bank of England base rate where the client is a consumer.
6.4 Cancellation and reschedulingYou may cancel an individual scheduled visit by giving us at least forty eight hours notice. Visits cancelled with less notice may be charged in full where we are unable to fill the slot.
You may end a regular Garden Care round at any time by giving us two weeks written notice. We will invoice for any visits already carried out and any agreed visits within the notice period.
We may cancel or reschedule a visit due to weather, illness, equipment failure or other circumstances outside our control. Where we cancel, we will rebook at the next available slot. We will not charge for visits we have cancelled.
6.5 Weather
Some work cannot be carried out safely or properly in heavy rain, frost, high wind or extreme heat. We will use our judgement on the day. Where weather makes the planned work impossible, we may carry out alternative work in the garden that is suitable for the conditions, or reschedule the visit. We will discuss with you where appropriate.
6.6 Access
You agree to provide us with reasonable access to the garden at the agreed visit times. This includes any keys, gate codes, or alarm details we need, and ensuring pets are kept clear of the working area where appropriate. We are not liable for visits we cannot complete due to access being unavailable on the day. Such visits may still be charged.
6.7 Damage and liabilityWe work carefully and treat your property with respect. We carry public liability insurance for accidental damage. If something is damaged during a visit, please tell us as soon as possible so we can address it. We will repair, replace or compensate for damage caused by our negligence. We are not liable for:
Damage to fragile items not flagged to us in advance (for example specific ornamental plants you regard as irreplaceable, garden ornaments not pointed out at the initial visit).
Pre existing issues with the garden, for example diseased plants, structural issues, or hidden defects in stonework.
Pests, weather damage, frost damage or wildlife related damage that occurs between visits.
Loss of or damage to property left in the working area without prior notice.
6.8 Insurance
Suffolk Garden Maintenance carries public liability insurance to a value of £1,000,000. A copy of the certificate is available on request.
6.9 Green waste
Unless agreed otherwise, all green waste generated by our work is removed from your property at the end of the visit and disposed of at a licensed composting site. Where you have asked for waste to remain on site (for example to your own compost area), we will leave it as agreed.
6.10 Photographs
We may take photographs of completed work for our own records, for use in quotes for similar future work, and (with your specific consent) for use on this website and on social media. We will not publish photographs that identify your property or address without your consent.
6.11 Complaints
If you are not happy with any aspect of our work, please tell us as soon as possible, ideally within seven days of the visit. We will arrange to look at the issue and put it right where it is reasonable to do so. If we cannot agree, we will work with you in good faith to find a fair resolution before escalating to formal proceedings.
6.12 Force majeure
We are not liable for delays or failure to provide services due to events outside our reasonable control, including severe weather, illness, supply shortages, acts of government, fire, flood, or industrial action.
6.13 Changes to these terms
We may update these terms from time to time. The latest version will always be on this page. Where you are an existing client, we will notify you of any material change in advance.
6.14 Governing law and jurisdiction
These terms are governed by English law. Any dispute will be dealt with by the courts of England and Wales.
7. Accessibility statement
We want everyone to be able to use this website. The site has been built with the following in mind:
Text is sized to remain readable when zoomed up to 200 per cent.
Colour contrast meets the WCAG 2.1 AA standard for body text.
All images carry descriptive alternative text.
Forms are labelled clearly and can be completed using a keyboard.The site works with common screen readers and assistive technology.
If you find a part of the site difficult to use, please let us know using the contact details in section 2 and we will fix it where we can.
8. Contact
For any questions about anything on this page, including data protection requests, complaints or comments on the website, please contact us.
