Privacy Policy

Last updated: 02/12/2025

This Privacy Policy explains how Gaia Crafted Landscapes [Ltd] (“we”, “us”, “our”) collects, uses and protects your personal data when you visit our website, contact us, or use our services.

We are committed to protecting your privacy and handling your personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who we are

Gaia Crafted Landscapes [Ltd]
85 St Martins Road, Caerphilly, CF83 1EH

Email: [email protected]
Telephone: 07903 533979

For the purposes of data protection law, we are the data controller of the personal data we hold about you.

2. Personal data we collect

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

a) Information you provide to us directly

  • Name

  • Email address

  • Telephone number

  • Postal address

  • Details about your property or garden

  • Any information you include in messages, emails, forms, or during phone calls

  • Photos or videos you send us of your garden or outdoor space

b) Information collected automatically when you use our website

  • IP address

  • Browser type and version

  • Device information

  • Pages you visit and how you interact with the site

  • Referring website (if you clicked through from another site)

This information may be collected through cookies and similar technologies (see the Cookies section below).

c) Information from third parties
We may receive information about you from:

  • Website analytics providers

  • Social media platforms (if you contact us through them)

  • Referrals from existing customers or suppliers

3. How we use your personal data and legal bases

We process your personal data for the following purposes and legal bases:

To respond to enquiries and provide quotes

  • To answer your questions, provide garden design and landscaping quotes, and communicate with you about potential or ongoing work.

  • Legal basis: Performance of a contract or steps taken at your request before entering into a contract.

To deliver our services

  • To plan, manage and complete landscaping projects and any aftercare or snagging.

  • Legal basis: Performance of a contract.

To manage our business and records

  • For invoicing, accounting, and tax purposes.

  • Legal basis: Legal obligation and our legitimate interests in running and developing our business.

For marketing and updates (if you choose to receive them)

  • To send you information about our services, seasonal offers, or updates you have opted in to receive.

  • Legal basis: Your consent. You can withdraw your consent at any time by contacting us.

To improve our website and services

  • To understand how visitors use our website so we can improve layout, content and user experience.

  • Legal basis: Our legitimate interests in developing and improving our website and services.

To use project photos for our portfolio and marketing

  • To showcase our work on our website, social media and marketing materials.

  • We will not use images that clearly identify individuals without your explicit permission.

  • Legal basis: Our legitimate interests in promoting our business, or your consent where required.

4. Who we share your data with

We may share your personal data with:

  • Service providers who help us run our business (for example: website hosting, email provider, cloud storage, analytics tools, and IT support).

  • Subcontractors or suppliers we work with to deliver your project (for example, specialist trades or material suppliers) – only where necessary to provide the service.

  • Professional advisers such as accountants or legal advisers.

  • Regulators, law enforcement or authorities where we are legally required to do so.

We only share the minimum information necessary and ensure that any third party receiving your data is required to keep it secure and use it only for the agreed purpose.

5. International transfers

Some of our service providers may operate outside the UK. Where this is the case, we will ensure appropriate safeguards are in place (for example, contracts based on UK-approved standard contractual clauses) to protect your personal data in line with UK GDPR requirements.

6. How long we keep your data

We keep personal data only for as long as necessary for the purposes described in this policy, including to meet legal, accounting or reporting requirements. In general:

  • Enquiry and quote information: up to 2 years after our last contact if no work proceeds.

  • Customer records and project information: up to 7 years after completion, to comply with tax and accounting rules and to manage any queries or disputes.

  • Marketing information (where you have consented): until you withdraw your consent or ask us to delete it.

  • Website analytics data: kept in accordance with the retention settings of our analytics tools.

We will securely delete or anonymise your data when it is no longer needed.

7. Your rights

Under UK data protection law, you have the following rights:

  • Right of access – to request a copy of the personal data we hold about you.

  • Right to rectification – to have inaccurate or incomplete data corrected.

  • Right to erasure – to ask us to delete your data in certain circumstances.

  • Right to restrict processing – to limit how we use your data in certain situations.

  • Right to data portability – to request your data in a structured, commonly used format in some circumstances.

  • Right to object – to object to processing based on our legitimate interests, including direct marketing.

  • Right to withdraw consent – where we rely on consent (for example, email marketing), you can withdraw it at any time.

To exercise any of these rights, please contact us using the details in the Contact us section below. We may need to verify your identity before processing your request.

8. Cookies and similar technologies

Our website may use cookies and similar technologies to:

  • Make the website function properly

  • Remember your preferences

  • Analyse how visitors use the site

  • Enable certain third-party features (such as embedded maps or videos)

Some cookies are essential for the site to work, while others (such as analytics or advertising cookies) require your consent.

You can manage your cookie preferences via our cookie banner and through your browser settings. For more detailed information, please see our Cookie Policy.

9. How we protect your data

We take appropriate technical and organisational measures to keep your personal data secure, including:

  • Using secure, password-protected systems and devices

  • Restricting access to personal data to those who need it

  • Using reputable hosting and email providers with strong security practices

  • Regularly updating software and security settings

However, no method of transmission or storage is 100% secure, and we cannot guarantee absolute security.

10. Contact us

If you have any questions about this Privacy Policy or how we handle your personal data, please contact:

Gaia Crafted Landscapes [Ltd]
Email: [email protected]
Telephone: 07903 533879
Postal address: 85 St Martins Road, Caerphilly,CF83 1EH 

11. Complaints

If you are unhappy with how we have used your personal data, please contact us first so we can try to resolve the issue.

You also have the right to lodge a complaint with the UK supervisory authority:

Information Commissioner’s Office (ICO)
Website: www.ico.org.uk
Telephone: 0303 123 1113

Changes to this Privacy Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated “Last updated” date. We encourage you to review this page periodically.