Privacy Policy
Privacy Policy
Last Updated: 28 March 2025
1. Introduction, Data Controller, and Contact Details
Welcome to the Privacy Policy for Terrain Masters Ltd (“Terrain Masters”, “we”, “us” or “our”). Terrain Masters Ltd is a company registered in England and Wales (Company No. 16328214) with its registered office at 128 City Road, London, EC1V 2NX, United Kingdom. We are the “data controller” of your personal data, which means we determine how and why your personal information is used.
This Privacy Policy explains how we collect, use, and protect your personal data when you visit our website terrainmasters.co.uk (the “Site”) or use our landscaping, maintenance, and consultancy services (collectively, the “Services”). It also outlines your rights under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
If you have any questions about this Privacy Policy or about how Terrain Masters handles your data, please contact us using the details below.
Contact Details:
Data Controller: Terrain Masters Ltd
Postal Address: 128 City Road, London, EC1V 2NX, United Kingdom
Email: info@terrainmasters.co.uk
Telephone: +44 20 3287 2079
Children’s Privacy: Our website and services are intended for adults. We do not knowingly collect personal data from children under 13 years of age. If you are under 13, please do not provide your personal information without verifiable parental consent.
2. What Data We Collect
We may collect and process various types of personal data about you, depending on your interactions with us. The personal data we collect includes:
Identity and Contact Information: Name, address, telephone number, email address, and other contact details.
Inquiry and Service Details: Information provided when requesting a quote or consultation, such as project details.
Transactional Information: Records of services provided, invoicing details, and payment records. We do not store sensitive payment card details.
Usage Data: Information about how you use our Site, including IP address, browser type, and browsing behavior.
Cookies Data: Information collected via cookies and similar technologies to improve website performance and user experience.
Marketing Preferences: Preferences regarding promotional communications.
We collect only the necessary data required for the purposes outlined in this policy.
3. How We Collect Your Data
We collect personal data in the following ways:
Directly from You: When you fill out forms, contact us, request a quote, or book a service.
Automatically through Our Website: Via cookies, analytics tools, and server logs.
From Third Parties: Social media interactions, payment confirmations, and partner referrals.
If certain information is not provided, we may be unable to fulfill your request or provide services.
4. How We Use Your Data
We process your personal data for the following purposes:
Providing and Managing Services: To fulfill contracts and deliver our landscaping and consultancy services.
Communication: Responding to inquiries, scheduling appointments, and providing support.
Internal Operations: Maintaining business records, invoices, and client management.
Website Improvement: Analyzing usage data to enhance our Site and services.
Marketing (with Consent): Sending newsletters, promotional materials, and offers if you have opted in.
Legitimate Business Communications: Service-related updates, appointment reminders, and follow-ups.
Payments and Finance: Processing invoices and payments securely.
Security and Fraud Prevention: Detecting and preventing fraudulent activity and ensuring data security.
Legal Compliance: Retaining necessary records to comply with UK regulations.
5. Legal Basis for Processing
Under UK GDPR, we must have a valid legal basis to process your personal data. Depending on the specific purpose, one or more of the following bases will apply:
Consent: We will obtain your consent in specific situations, such as sending marketing emails or using cookies and analytics tools where legally required. You have the right to withdraw consent at any time, though this will not affect prior lawful processing.
Contractual Necessity: When processing is required to enter into or perform a contract with you. For example, if you hire us for a landscaping project, we will process your contact details, project information, and payment details to fulfill our obligations.
Legal Obligation: We must process certain data to comply with UK laws and regulations, such as retaining payment records for tax purposes or responding to lawful requests from authorities.
Legitimate Interests: We may process your data for legitimate business purposes, ensuring these do not override your rights. Examples include:
Communicating with you regarding inquiries or service updates.
Improving our website and services based on user interactions.
Ensuring IT security and fraud prevention.
Sending service-related information to existing customers, with an opt-out option.
Internal analytics and record consolidation.
Special Category Data: We do not typically collect sensitive personal data (e.g., health, race, religion). However, if such data is provided for service-specific needs (e.g., mobility accommodations), we will process it only with consent or where lawfully required.
If we need to rely on a legal basis not listed above, we will notify you and seek consent where necessary.
6. Sharing Data With Third Parties
We respect your privacy and do not sell personal data. However, we may share data with trusted third parties for service delivery and business operations. Appropriate safeguards are in place to ensure data protection. Categories of third parties include:
Service Providers and Business Partners: These include:
Website Hosting & IT Services: Providers that store website data and manage IT infrastructure.
Analytics & Marketing Services: Platforms like Google Analytics and email marketing providers (e.g., Mailchimp) to track engagement and send communications.
Payment Processors: Secure payment providers (e.g., Stripe, PayPal) handling transactions in line with industry security standards.
Scheduling & CRM Systems: Tools managing client bookings and communications.
Subcontractors: When specialized partners (e.g., electricians, arborists) are needed for a project, we share only necessary details while ensuring confidentiality.
Legal & Professional Advisors: Accountants, auditors, insurers, and legal advisors may access personal data where necessary for compliance and professional services.
Authorities & Legal Requirements: We may disclose data if legally required by law enforcement, HMRC, regulators, or courts.
Business Transfers: In the event of a merger, acquisition, or asset sale, data may be transferred under confidentiality agreements.
With Your Consent: If data sharing falls outside the above categories, we will seek your explicit consent.
All third-party data recipients are obligated to adhere to data protection laws and our contractual requirements.
7. International Transfers
We primarily store data within the UK and the European Economic Area (EEA). However, some third-party services may process data outside these regions, including in the United States. When transferring data internationally, we ensure compliance with UK data protection laws through:
Adequacy Decisions: Data transfers to countries with recognized data protection standards (e.g., EEA countries) ensure similar protections as within the UK.
Standard Contractual Clauses (SCCs): For transfers to non-adequate countries, we use legally recognized agreements imposing data protection obligations on recipients.
Other Safeguards: In certain cases, explicit consent, contractual necessity, or other permitted mechanisms may justify transfers.
For EU/EEA clients engaging our services, personal data is transferred to the UK under equivalent protections. If you have concerns about international transfers, please contact us for further details.
8. Data Retention
We do not retain your personal data for longer than necessary for the purposes for which it was collected, unless a longer retention period is required or permitted by law. The duration of data retention depends on the type of information and the purpose for processing it. We use the following criteria to determine retention periods:
Active Client Data: If you are a customer of Terrain Masters, we retain your personal data for as long as our relationship remains active (e.g., while we are providing services or maintaining a contract). This ensures we can effectively manage your projects and any follow-up requirements.
Inquiry Data: If you contact us for a quote or information but do not use our services, we retain your correspondence and contact details for a limited period (typically 6–12 months) to accommodate follow-ups. You may request earlier deletion, which we will honor unless legally required to retain the data.
Contract and Transaction Records: For customers using our services, we retain contracts, invoices, payment records, and related communications as long as required for contractual and legal obligations. UK financial and tax regulations may require retention for at least six years after the financial year’s end, per HMRC guidelines.
Marketing Data: If you consent to receive marketing communications, we retain relevant data (e.g., email addresses) until you unsubscribe. If you opt out, your details may be placed on a suppression list to prevent future contact.
Website Usage Data: Data collected through cookies is retained per analytical needs (e.g., Google Analytics typically allows setting retention periods of 14 months or more). You can manage cookies on your device to control data retention.
Legal and Security Records: Logs and records containing personal data for security, fraud prevention, or compliance purposes may be retained for months or years, depending on investigation needs. Legal disputes may necessitate extended retention.
After the retention period, we securely delete or anonymize your data. If immediate deletion is not feasible (e.g., due to backups), we isolate and protect it until removal is possible.
9. Your Rights Under UK GDPR
Under the UK GDPR and the Data Protection Act 2018, you have several rights regarding your personal data:
Right to Be Informed: You have the right to clear, transparent information about how your personal data is used.
Right of Access: You may request access to your personal data and how it is processed. We provide this information within one month (free of charge, unless excessive or repetitive).
Right to Rectification: If your data is inaccurate or incomplete, you can request correction without undue delay.
Right to Erasure: You may request deletion of your personal data in certain circumstances. However, legal or contractual obligations may prevent immediate deletion.
Right to Restrict Processing: You can request temporary restriction of processing under specific conditions, such as accuracy disputes or pending legal claims.
Right to Data Portability: If applicable, you can request your data in a structured, machine-readable format or have it transferred to another provider.
Right to Object: You can object to data processing under legitimate interests or for direct marketing purposes. If objecting to marketing, we will cease communication immediately.
Right to Withdraw Consent: Where consent is the legal basis for processing, you may withdraw it at any time. Withdrawal does not affect prior lawful processing.
Rights Related to Automated Decision-Making: You have rights concerning automated processing that has significant effects on you. Terrain Masters does not currently engage in such processing.
To exercise any rights, contact us at info@terrainmasters.co.uk. Identity verification may be required to ensure data security. We aim to respond within one month, with possible extensions for complex requests. Generally, there is no fee, but excessive or unfounded requests may incur a reasonable charge.
If you believe we have not met data protection obligations, you can file a complaint with the UK Information Commissioner’s Office (ICO) at www.ico.org.uk. However, we encourage you to contact us first to resolve any concerns.
10. Security Measures
We implement technical and organizational security measures to protect your personal data against unauthorized access, loss, alteration, or disclosure. These measures include:
Secure Websites and Encryption: Our site uses HTTPS encryption for data transmission. Firewalls and security software protect our digital infrastructure.
Access Controls: Personal data is stored in secure systems with password protection, accessible only by authorized personnel. Staff undergo confidentiality and data protection training.
Regular Security Reviews: We periodically assess and update our security practices to address new risks and ensure compliance with data protection regulations.
We continuously strive to maintain high security standards to safeguard your personal information.
11. Use of Cookies and Analytics Tools
Like most websites, terrainmasters.co.uk uses cookies and similar technologies to provide and improve our Site and Services. This section explains what cookies are, how we use them, and how you can manage your preferences.
What Are Cookies?
Cookies are small text files placed on your computer or device when you visit a website. They allow the website to recognize your device and store information about your preferences or past actions. Cookies can be:
Session Cookies: Deleted when you close your browser.
Persistent Cookies: Remain on your device for a set period or until you delete them.
Similar Technologies: Include web beacons/pixels (tiny images or scripts that detect when a page is viewed or an email is opened) and local storage in your browser.
How We Use Cookies
Terrain Masters uses cookies for various functions:
Essential Cookies: Required for basic website functionality (e.g., maintaining session or remembering input in a contact form). These do not require consent.
Analytics Cookies: Used by tools like Google Analytics to collect data about website usage (e.g., pages visited, time spent on site, errors encountered). Data is aggregated and helps improve our services. Consent is obtained where required by law.
Functional Cookies: Remember user preferences (e.g., language settings, saved form details) to enhance experience.
Advertising/Marketing Cookies: Currently not in use, but we may introduce tools like Facebook Pixel or Google Ads in the future for targeted advertising. These would require consent and will be clearly communicated.
Third-Party Cookies: Some third-party services (e.g., YouTube, Google Maps) may place cookies on your device when you interact with embedded content. We only work with reputable partners.
Cookie Consent
When you first visit our website, you will see a cookie banner allowing you to accept or reject non-essential cookies. You can change your preferences later through our website settings or by adjusting your browser settings. Essential cookies cannot be opted out of.
Managing and Disabling Cookies
You have control over cookies and can manage them through:
Browser Settings: Adjust settings to block or delete cookies.
Analytics Opt-Out: Use tools like Google’s opt-out browser add-on to prevent Google Analytics tracking.
Advertising Choices: Manage ad cookies using platforms like YourOnlineChoices (EU) or aboutads.info (USA).
Do Not Track (DNT): Some browsers send DNT signals, but there is no universal standard. We treat them as a preference, but you should still set cookie choices on our site for full control.
By continuing to use our site with cookies enabled, you consent to our use of cookies. If you withdraw consent, adjust your settings accordingly. For a full list of cookies used, see our [Cookie Policy] or contact us.
12. Updates to the Policy
We may update this Privacy Policy periodically to reflect changes in practices or legal requirements. Updates will be posted on this page with a new “Last Updated” date. If changes are significant, we may notify users via email (if contact details are available) or through a website notice.
We encourage you to review this policy periodically. Continued use of our site or services after updates indicates acceptance of the new terms. Any material changes to how we use personal data will be communicated, and if required, we will obtain additional consent.
13. Contact Information
For any privacy-related inquiries, please contact us:
Email: info@terrainmasters.co.uk (Subject: Privacy Inquiry)
Postal Mail:
Privacy Officer
Terrain Masters Ltd
128 City Road, London, EC1V 2NX, United Kingdom
Telephone: +44 20 3287 2079
We aim to respond promptly and within legally required timeframes. If requesting data access or exercising rights, please provide relevant details to verify your identity.
Complaints: If you are dissatisfied with our response, you can lodge a complaint with the UK Information Commissioner’s Office (ICO) via www.ico.org.uk or your local data protection authority.
By using our website or services, you acknowledge that you have read and understood this Privacy Policy. We are committed to protecting your privacy and ensuring lawful data handling. Thank you for trusting Terrain Masters with your information.
