Privacy & Cookie Policy
How Bespoke Landscape Designs Ltd collects, uses and protects your personal information.
Privacy & Cookie Policy
How Bespoke Landscape Designs Ltd collects, uses and protects your personal information.
This policy explains how Bespoke Landscape Designs Ltd collects, uses, stores and protects personal information relating to customers, prospective customers, website visitors and people recorded within our project, reporting and promotional systems.
Who We Are
Bespoke Landscape Designs Ltd is the data controller responsible for the personal information described in this policy.
Information We May Collect
Customer and enquiry information
- Name, email address and telephone number.
- Address, postcode and project location.
- Garden, property and project requirements.
- Enquiry messages and communications.
- Property, garden and inspiration photographs.
- Site-survey notes, measurements and access information.
- Quotations, contracts, invoices and payment records.
Project and operational information
- Daily project reports and work completed.
- Progress photographs, video and site-condition records.
- Customer instructions, variations and approvals.
- Equipment, materials and vehicle information.
- Site attendance, working hours and staff names.
- Location information recorded within operational reports.
- Quality-control and completion records.
Safety and incident information
- Risk assessments and health-and-safety checks.
- Accident, incident and near-miss reports.
- Injuries or health information where relevant.
- Witness details and incident photographs or footage.
- Corrective actions and safety observations.
Media and website information
- Project photography, video, audio and drone footage where used.
- Images of completed work, staff, customers and site activity.
- IP address, device and browser information.
- Pages visited and general website activity.
- Cookie choices and technical security information.
Please avoid submitting unnecessary sensitive information or including people, documents, vehicle registrations or neighbouring properties in photographs unless relevant to the project.
How We Collect Information
- Directly from you through our Jotform quotation form.
- During telephone, email, social-media or in-person discussions.
- During consultations, surveys and project delivery.
- Through Jotform daily project and operational reports.
- From staff completing attendance, safety and progress reports.
- Through photography, video and audio recorded at project sites.
- From another person authorised to provide information on your behalf.
- Automatically through Squarespace, cookies and website technology.
If required information is not provided, we may be unable to assess an enquiry, prepare a quotation, deliver an agreed service or meet our legal and safety responsibilities.
How and Why We Use Information
Enquiries and consultations
Reviewing requirements, responding to enquiries and arranging consultations.
Steps before entering a contractQuotations
Assessing photographs, surveys, measurements and project details to prepare a quotation.
Steps before entering a contractProject delivery
Planning, managing, documenting and delivering agreed landscaping and maintenance services.
Performance of a contractDaily operational reporting
Recording attendance, progress, materials, equipment, site issues and customer instructions.
Contract and legitimate interestsHealth and safety
Managing risks, investigating incidents, maintaining records and protecting staff, customers and the public.
Legal obligation and legitimate interestsStaff administration
Recording attendance, working hours, responsibilities, training and operational activity.
Contract, legal obligation and legitimate interestsFinancial administration
Issuing invoices, maintaining accounts and complying with tax and financial obligations.
Contract and legal obligationBusiness protection
Resolving complaints, managing disputes, establishing legal claims and protecting our systems.
Legal obligation and legitimate interestsWebsite operation
Operating, securing and improving the website and understanding general website usage.
Legitimate interests and consent where requiredPortfolio and promotion
Displaying completed work on our website, portfolio, social channels, promotional materials and advertising.
Consent where people or identifying information appear; legitimate interests for non-identifying project content where appropriateOur legitimate interests include operating and protecting our business, managing projects efficiently, maintaining accurate records, ensuring quality and safety and promoting our completed work. We balance these interests against the rights of the people concerned.
Health, Safety and Special-Category Information
Accident, incident or workplace reports may contain health information, which receives additional protection under data protection law. We only collect this information where it is relevant and necessary.
Where special-category information is processed, we rely on an appropriate additional legal condition. Depending on the circumstances, this may include obligations and rights connected with employment, social protection and health-and-safety law, protecting vital interests, establishing or defending legal claims, or explicit consent where genuinely appropriate.
Access to sensitive reports is limited to authorised staff and relevant professional, regulatory, insurance or emergency organisations where disclosure is necessary.
Jotform, Tradify and Daily Reporting
Initial enquiry
Customer details, requirements and photographs are submitted and stored through Jotform.
Quotation
Once a quotation is generated, relevant customer and project information is transferred into Tradify.
Project delivery
Tradify is used for quotation, customer and project administration throughout the relationship.
Daily reporting
Jotform continues to be used for progress, attendance, safety, equipment, media and operational reporting.
Information is used only where relevant to the enquiry, quotation, project, employment relationship, safety responsibility or business record concerned. Access is limited to authorised staff with a genuine operational need.
Staff, workers and contractors should also receive separate workforce-specific privacy information covering employment, attendance, payroll, performance, location, media and health-and-safety processing. This public policy does not replace that internal notice.
Photography, Video and Social Media
We may photograph or record video and audio at project sites to document existing conditions, progress, work completed, quality, safety and the finished result. Content may include the property, garden, staff, customers, vehicles, equipment and activity taking place at the site.
Promotional use
With appropriate permission, photographs and footage may be edited and used on our website, project portfolio, Facebook, Instagram, TikTok, YouTube, other social-media channels, printed promotional materials and paid advertising.
Identifiable people and private information
Where customers, staff, voices, private documents, addresses, vehicle registrations or other identifying information may appear, we will seek appropriate permission or remove, crop, mute or obscure the information before publication where reasonably practicable.
Optional consent
Permission for promotional photography or filming is optional. Refusing permission will not affect a quotation, employment decision or the service provided. Staff media consent must be freely given and refusing it will not result in disadvantage.
Withdrawal
Where publication relies on consent, consent may be withdrawn for future use by contacting us. Withdrawal does not affect processing that was lawful before it was withdrawn. We will take reasonable steps to remove controlled copies, but may be unable to recover content already shared, downloaded, cached or republished by other social-media users or third parties.
We will not intentionally publish identifiable footage of a child without appropriate permission from a parent or person with parental responsibility. Additional care will be taken with vulnerable people.
Who We Share Information With
We do not sell or rent personal information. It may be shared where necessary with:
- Authorised members of our internal team.
- Squarespace, which hosts and operates our website.
- Jotform, which provides enquiry and daily reporting systems.
- Tradify, which provides quotation and project administration.
- Trusted IT, communication, accounting, insurance and professional advisers.
- Health-and-safety advisers, occupational-health providers or emergency services where necessary.
- Facebook and Instagram operated by Meta, TikTok, YouTube operated by Google, and other promotional platforms where media is published.
- The HSE, local authorities, ICO, courts, law enforcement or other regulators where legally required.
Service providers acting on our behalf must use information only for the agreed purpose and apply appropriate confidentiality and security measures. Social-media platforms may act as separate data controllers under their own privacy policies after content is published or a user interacts with their service.
International Data Processing
Technology and media providers including Squarespace, Jotform, Tradify, Meta, TikTok and Google may process or support information outside the United Kingdom.
Where an international transfer takes place, we take reasonable steps to ensure an appropriate legal safeguard applies. This may include UK adequacy regulations, approved contractual clauses, the UK International Data Transfer Agreement or the UK Addendum to approved contractual clauses.
You can contact us for further information about safeguards relevant to your information.
How Long We Keep Information
Includes enquiry details, communications and uploaded media.
Includes quotations, contracts, variations, communications and project records.
Includes progress, attendance, equipment, site, photo and video records.
Retained for accounting, tax and legal requirements.
Some records may legally require longer retention depending on their nature.
The period depends on the type of employment, payroll, attendance or safety record.
Longer where required for a project, dispute, investigation or legal claim.
Unless still required for editing, project records, safety or a legal purpose.
Identifiable content will be reviewed and removed from channels we control where required and reasonably practicable.
Information may be retained longer where reasonably necessary to comply with law, resolve a dispute or establish, exercise or defend a legal claim. It may be securely deleted or anonymised when no longer required.
Cookies and Website Analytics
Cookies are small files placed on your device. Some are necessary for website operation, security and cookie preferences. Others may help us understand general website performance.
We do not currently use Google Analytics or the Meta/Facebook Pixel. If this changes, this policy and our cookie controls will be updated.
Cookie choices can be reviewed through the Cookie Preferences link in the footer. Blocking essential cookies may affect functionality.
Security, Marketing and Automated Decisions
Security
We use reasonable technical and organisational measures designed to protect information. Access is limited to authorised people with a genuine business need.
Marketing communications
We do not send marketing emails or texts unless the recipient has agreed or another lawful basis clearly applies. Marketing consent can be withdrawn at any time.
Automated decisions
We do not use personal information to make solely automated decisions that produce legal or similarly significant effects.
Children
Our website and services are intended for adults. We do not knowingly collect information directly from children through the website.
Your Data Protection Rights
- Access your personal information.
- Correct inaccurate information.
- Request deletion in certain circumstances.
- Restrict processing in certain circumstances.
- Object to certain uses of your information.
- Request portability where applicable.
- Withdraw consent where processing relies on it.
- Complain to the ICO.
You have the right to object to processing based on legitimate interests and to direct marketing at any time.
Rights are not absolute and may depend on the circumstances. We may request information to verify identity. We do not normally charge a fee and will respond within the period required by law, usually one month.
Submit a request by emailing hello@teambespoke.co.uk .
Complaints, External Links and Updates
Please contact us if you are concerned about how we have handled your information. You may also complain directly to the Information Commissioner’s Office.
External websites and social platforms are responsible for their own privacy and cookie practices.
We may update this policy when our systems, suppliers, services or legal obligations change. The latest version will appear here with its updated date.
Contact Our Team
Contact us with a privacy question, to exercise a right or to withdraw permission for future promotional use of identifiable media.