Privacy Policy — HW Garden Services

1. Introduction

HW Garden Services is committed to protecting the privacy of all clients, nominees, and visitors to our website. This policy explains what personal information we collect, how we use it, and the rights you have under UK GDPR.

By using our website or contacting us, you agree to the terms of this Privacy Policy.

2. Information We Collect

Information you provide directly

We may collect the following information when you contact us, complete a nomination form, or request charity‑based garden support:

  • Your name and contact details

  • The name and contact details of the person being nominated

  • Information about the client’s ability to manage their garden

  • Any additional details you choose to share to support the nomination

  • Photos of garden areas (if voluntarily provided)

Information collected automatically

When you visit our website, Squarespace may automatically collect:

  • IP address

  • Browser type

  • Device information

  • Basic analytics (page views, time on site, etc.)

This data helps us understand how our website is used and improve your experience.

3. How We Use Your Information

We use personal information for:

  • Assessing eligibility for charity garden support

  • Contacting nominees and clients

  • Scheduling garden visits and communicating about services

  • Maintaining internal records

  • Improving our website and services

  • Ensuring safety and compliance with waste‑carrier regulations

We do not sell, trade, or share your information with third parties for marketing.

4. Legal Basis for Processing

Under UK GDPR, we process personal data based on:

  • Consent — when you submit a nomination or contact us

  • Legitimate interest — to operate and improve our services

  • Legal obligation — where required for licensing, insurance, or compliance

5. How We Store and Protect Your Data

We take data protection seriously. Your information is stored securely and only accessed by authorised personnel. We use secure digital systems and password‑protected devices to prevent unauthorised access, loss, or misuse.

6. How Long We Keep Your Information

We retain personal data only for as long as necessary:

  • Nomination details: up to 12 months

  • Service records: up to 3 years

  • Financial or legal records: as required by law

You may request deletion at any time.

7. Your Rights

Under UK GDPR, you have the right to:

  • Access the personal data we hold about you

  • Request corrections

  • Request deletion

  • Withdraw consent

  • Object to processing

  • Request data portability

To exercise any of these rights, contact us using the details below.

8. Cookies & Website Analytics

Our website is hosted on Squarespace, which uses cookies and analytics tools to improve site performance. You can manage or disable cookies through your browser settings.

9. Third‑Party Services

We may use trusted third‑party tools such as:

  • Squarespace (website hosting)

  • Email providers

  • Social media platforms (for communication only)

These services have their own privacy policies, which we encourage you to review.