Estate and Garden Management

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Estate and Garden Management

Privacy Policy for Estate & Field Management

Last updated: September 2025

1. Introduction

Welcome to Estate & Field Management (“we”, “us”, “our”). We are committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, store, share and protect your personal data when you visit our website, fill in our contact form, or otherwise engage with us.

By using our website or providing us with your personal data, you accept and consent to the practices described in this Privacy Policy.

2. Data We Collect

We may collect and process the following kinds of personal data:

Source Type of Data Purpose
Web forms / contact enquiries Name, email address, phone, address, message content, any other fields in the form To respond to your enquiry, contact you, provide services
Email / other direct communications The content of communications, your contact details To respond to your messages, maintain communications with you
Website usage IP address, browser type and version, pages visited, time & date, referral source, device & OS, “clickstream” data For analytics, to monitor, improve and secure our website
Cookies & tracking Analytics cookies (e.g. Google Analytics) and related data To monitor website traffic and behaviour, improve user experience
Third parties (if applicable) Any data you provide to third parties that is shared with us Only as necessary, e.g. referrals, shared leads

3. Legal Basis for Processing

Under UK GDPR, we must have a lawful basis to process your personal data. The legal bases we rely on include:

  • Contract / legitimate interest: to respond to your enquiry, manage our business relationship, provide services.

  • Consent: for marketing communications or use of cookies beyond strictly necessary ones.

  • Legal obligations: where we are required to retain information by law (e.g. accounting, regulatory compliance).

4. How We Use Your Personal Data

We use your personal data for the following purposes:

  • To respond to your enquiries or requests.

  • To contact you about our services, quotes, or proposals.

  • To send you marketing or promotional communications, where you have consented (or permitted by law).

  • To operate and maintain our website: debugging, analytics, improvements, security.

  • To comply with legal obligations (e.g. record keeping).

  • For fraud prevention, ensuring site security and enforcing our rights.

5. Sharing & Disclosure

We may share your information with third parties only in the following circumstances:

  • With service providers, contractors or sub-processors (e.g. IT hosting, email services, analytics providers) who help us operate our business.

  • If required by law, court order, or regulatory authority.

  • To enforce or defend legal rights, protect against fraud, or secure our site.

  • In the event of a business sale, merger or acquisition (only with appropriate safeguards).

In all cases, we require third parties to treat your data securely and only use it for permitted purposes.

6. Cookies & Analytics

We use cookies and similar tracking technologies to collect website usage data. We use Google Analytics (or similar) to gather anonymous statistics about visitor behaviour, page views, session durations, referral sources, etc.

  • We will provide a cookie notice or consent banner (as required by law) before non-essential cookies are placed.

  • You may disable or reject cookies via your browser settings, though this may affect site functionality.

  • The analytics data is anonymised as much as possible (e.g. IP anonymisation).

7. Data Retention

We will retain your personal data only for as long as necessary for the purposes for which it was collected (and to comply with any legal obligations). For example:

  • Contact enquiry data: retained until the matter is resolved plus a reasonable period (e.g. 1–3 years) in case of follow-ups.

  • Accounting / business records: retained according to statutory periods (e.g. up to 6–7 years).

  • Analytics raw logs: only for periods necessary for reporting (e.g. 24 months or less).

After the retention period, data will be securely deleted or anonymised.

8. Your Rights

Under UK data protection law, you have various rights, including:

  • Right of access – you can request copies of your personal data.

  • Right to rectification – you can ask to correct inaccurate or incomplete data.

  • Right to erasure (“right to be forgotten”) – ask us to delete your data in certain circumstances.

  • Right to restrict processing – ask us to limit how we use your data.

  • Right to data portability – ask us to transfer data you provided to another controller where feasible.

  • Right to object – object to our processing (e.g. marketing) in some cases.

  • Right to withdraw consent – where processing is based on consent, you can withdraw it.

  • Right to lodge a complaint – you can complain to the Information Commissioner’s Office (ICO) if you think your data has been misused.

To exercise any of these rights, contact us at the details below. We may request proof of identity before acting on requests.

9. Security

We have implemented appropriate technical and organisational measures to protect your data against unauthorised or unlawful processing, accidental loss, destruction or damage. This includes:

  • Secure servers, firewalls, encrypted connections (HTTPS).

  • Access controls (staff access only where needed).

  • Regular reviews, security audits, updates and staff training.

While we strive to protect your data, no system is 100% secure, so we cannot guarantee absolute security of data transmitted over the internet.

10. Changes to This Policy

We may update this Privacy Policy from time to time (e.g. to reflect changes in law or practices). The “Last updated” date will change accordingly. We encourage you to check this page regularly.

If we make significant changes, we may notify you via email or prominent notice on our site.

11. Contact Us

If you have questions, want to exercise your rights, or raise a concern, contact:

Estate & Field Management
Lodge Oast, Horns Lodge Lane, Tonbridge, Kent, TN11 9NJ
Email: enquires@estateandfield.co.uk
Phone: 01732 833976

You also have the right to raise a complaint with the Information Commissioner’s Office (ICO). Their website is: https://ico.org.uk