Privacy Policy
Effective Date: 12/12/2024
A&C Groundworks Ltd respects your privacy and is committed to protecting your personal data.
This Privacy Policy explains how we collect, use, store and protect personal information when you contact us, use our website, request a quote or instruct us to carry out works.
A&C Groundworks Ltd is the data controller for the personal data we collect.
1. Information We Collect
We may collect the following information:
Name
Email address
Phone number
Site or project address
Project details, photos, drawings or messages you send to us
Billing and payment information
Communication history, including email, phone, WhatsApp or website enquiries
Website usage information, such as IP address, browser type and basic analytics data where collected by our website platform
We only collect information that is relevant to handling enquiries, preparing quotations, managing works, issuing invoices, meeting legal obligations and improving our services.
2. How We Use Your Data
We use personal data to:
Respond to enquiries
Prepare quotations
Arrange site visits
Manage and deliver agreed works
Communicate about scope, access, programme, materials and payment
Issue invoices and process payments
Keep business, tax and accounting records
Handle disputes, queries or complaints
Improve our website and services
Meet legal, insurance and regulatory obligations
3. Lawful Basis for Processing
We process personal data under one or more of the following lawful bases:
Contract
Where processing is needed to provide a quote, arrange works, deliver agreed services, issue invoices or manage the client relationship.
Legitimate interests
Where processing is needed for business administration, client communication, record keeping, service improvement, debt recovery, insurance matters or protecting our legal position.
Legal obligation
Where we need to keep records for tax, accounting, legal or regulatory purposes.
Consent
Where you have chosen to receive optional updates or marketing communications. You can withdraw consent at any time.
4. Who We Share Your Data With
We do not sell personal data. We may share relevant information with:
Employees, workers or subcontractors involved in your project
Suppliers or delivery companies where needed for materials or site delivery
Accountants, bookkeepers or payment providers
Insurance providers or legal advisers where necessary
Website, email, hosting or IT service providers
Public authorities, regulators or HMRC where required by law
We only share information where necessary and appropriate for the purpose involved.
5. Data Retention
We keep personal data only for as long as reasonably necessary.
Invoices, accounting records and related business communications are usually retained for up to 6 years for tax, accounting and legal purposes.
Project records, quotations, site communications and related documents may be kept for as long as needed for contract management, insurance, legal, dispute or record keeping purposes. Where information is no longer needed, we will delete it securely or keep it in a form that no longer identifies you where possible.
6. Your Rights
Under UK data protection law, you may have the right to:
Access your personal data
Ask for incorrect data to be corrected
Ask for data to be deleted where applicable
Ask us to restrict how we use your data
Object to certain uses of your data
Ask for your data to be transferred where applicable
Withdraw consent where processing is based on consent
To exercise your rights, contact us at: [email protected]
You also have the right to complain to the Information Commissioner’s Office if you are unhappy with how your data is handled. The ICO recommends privacy notices tell people how they can complain if they have concerns.
7. Cookies and Tracking
Our website may use cookies or similar technologies through our website platform and related tools. These may help the website function, understand basic website usage, improve performance or process enquiries.
We do not currently use targeted advertising trackers. You can manage cookies through your browser settings. Cookies and similar technologies in the UK are also subject to the Privacy and Electronic Communications Regulations, known as PECR.
8. Security
We take reasonable steps to protect personal data from loss, misuse, unauthorised access, disclosure or alteration. Access to personal data is limited to those who need it for legitimate business purposes.
No method of transmission or storage is completely secure, but we take reasonable and proportionate measures to protect the information we hold.
Our website may contain links to third party websites or platforms. We are not responsible for the privacy practices or content of those third party websites. Please review their privacy policies separately.
9. Contact Us
If you have any questions, contact:
Email: [email protected]
10. Changes to This Policy
We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated effective date.