Privacy policy

XYZ Gardening is a sole-trader gardening business operated by Xander Kitchener, based in Ledbury, Herefordshire. I provide garden maintenance services in Ledbury and surrounding villages, and in Bristol southwest.

Contact:

Xander Kitchener, XYZ Gardening

Phone: 07443 797 834

Email: info@xyzgardening.co.uk

When you contact me via the enquiry form, phone, email, or social media, I may collect:

• Your name

• Phone number

• Email address

• Postcode or address (to determine service area and provide quotes)

• Details about the garden services you are interested in

• Your preferred method of contact

• How you heard about XYZ Gardening

If you become a customer, I may also hold:

• Your full address (for service delivery)

• Records of work carried out and invoices

• Bank transfer references and payment receipts (XYZ Gardening does not accept card payments and does not store card details)

• Photographs of garden work (with your permission)

I process your personal data on the following lawful bases under UK GDPR:

• Consent: When you submit an enquiry form, you consent to me storing and using your information to respond to your enquiry.

• Contract: When you book a service, I process your data as necessary to perform that contract (scheduling, invoicing, payment).

• Legitimate interests: I may keep records of completed work for a reasonable period for business administration, to respond to any queries, and to comply with tax and legal obligations.

• Legal obligation: I retain invoices and financial records as required by HMRC (typically six years).

• To respond to your enquiry and arrange services

• To provide quotes and invoices

• To schedule and deliver garden maintenance services

• To communicate with you about your booking or account

• To request reviews after completed work (you can decline)

• To comply with legal and tax obligations

I will not use your information for marketing unless you have specifically opted in.

I do not sell your personal data. I may share limited data with:

• Resend (the transactional email provider XYZ Gardening uses to send you confirmations, quotes, and invoice notifications)

• Cloudflare (XYZ Gardening's hosting and edge-security provider — see "Security" below)

• The bank (to receive bank transfers from you — only the information that appears on a bank transfer is shared, e.g. payment reference and amount)

• HMRC (financial records, as required by law)

All third-party providers are based in the UK or comply with UK GDPR data protection standards.

• Enquiries that do not become bookings: deleted within 24 months of your last contact.

• Customer records and invoices: retained for six years from the date of the last transaction, as required by HMRC.

• Photographs: retained only while they serve a legitimate business purpose (e.g. gallery display with your consent). Removed promptly on request.

• Receipts and invoice records: stored in cloud storage (Cloudflare R2) alongside customer records, retained for the same six-year HMRC period.

Under UK GDPR, you have the right to:

• Access the personal data XYZ Gardening holds about you

• Correct any inaccurate or incomplete data

• Delete your data (subject to legal retention requirements)

• Restrict or object to processing of your data

• Data portability — receive your data in a structured, machine-readable format

• Withdraw consent at any time (this does not affect processing already carried out)

To exercise any of these rights, contact me at info@xyzgardening.co.uk or call 07443 797 834.

This website uses Cloudflare Web Analytics, which is a privacy-first, cookieless analytics service. It does not use cookies, does not track individual users, and does not collect personal data. See the cookies page for more detail.

I take reasonable steps to protect your personal data. The website is served over HTTPS. Enquiry data is stored securely. XYZ Gardening does not accept card payments and has no card data flowing through any system — payment is by bank transfer only.

The website and admin tools run on Cloudflare's UK edge; Cloudflare may process traffic at edge locations to provide bot detection and DDoS protection. See the cookies page for details on the strictly-necessary cookies they may set.

If you are unhappy with how XYZ Gardening handles your data, please get in touch first so I can try to resolve it. You also have the right to complain to the Information Commissioner's Office (ICO):

Information Commissioner's Office

ico.org.uk

Helpline: 0303 123 1113