Cotswold Garden Bros (“we”, “us”, “our”) respects your privacy and is committed to protecting your personal data.
This Privacy Policy explains how we collect, use, store and protect your personal data when you:
visit our website;
submit an enquiry through our contact form;
request a quote;
book or receive our gardening or outdoor services; or
communicate with us by phone, email, social media or otherwise.
It also explains your rights under UK data protection law.
1. Who we are
Cotswold Garden Bros is a gardening and outdoor services business based in the United Kingdom.
Business name: Cotswold Garden Bros
Address:
28 Ballards Close
Mickleton
Chipping Campden
Gloucestershire
GL55 6RS
Email: brett@cotswoldgardenbros.com
Telephone: 07423 417527
If you have any questions about this Privacy Policy or how we handle your personal data, please contact us using the details above.
2. What personal data we collect
Depending on how you interact with us, we may collect the following information:
Information you give us
Name
Email address
Phone number
Home or job address
Details about the work you want us to carry out
Photos or information you send about your garden or outdoor space
Payment and billing details
Any messages, emails or other correspondence you send us
Information we collect automatically from our website
IP address
Browser type and device information
Website usage data, including pages visited and time spent on the site
Cookie and similar technology data
3. How we collect your personal data
We collect personal data:
when you fill in a contact form on our website;
when you request a quote;
when you call, email or message us;
when you book our services;
when you make a payment;
when you subscribe to marketing updates, where offered; and
automatically through cookies and similar technologies when you use our website.
4. How we use your personal data
We use your personal data for the following purposes:
To respond to enquiries
If you contact us through our website, by email, phone or social media, we use your details to respond to your enquiry and communicate with you about the services you are interested in.
To provide quotes
If you request a quote, we use your information to assess your requirements, contact you, arrange site visits where needed, and prepare and send a quotation.
To provide our services
If you become a customer, we use your data to manage bookings, carry out the agreed work, communicate with you about appointments, and maintain customer records.
To take payment and keep records
We may use your data to issue invoices, process payments, keep accounting records, and meet our tax and legal obligations.
To improve our website and services
We may use website analytics and feedback to understand how people use our website and improve its content, usability and performance.
To send marketing communications
Where permitted by law, we may send occasional marketing communications about our services, seasonal availability, promotions or updates. You can opt out at any time.
5. Our lawful bases for processing
Under UK GDPR, we must have a lawful basis for using your personal data. Depending on the situation, we rely on the following:
Contract
We process your data where it is necessary to take steps at your request before entering into a contract, such as providing a quote, or to perform a contract with you once you book our services. ICO guidance specifically notes that providing a quote can fall under the contract basis where it is a step requested before entering into a contract. �
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Legitimate interests
We may process your data where it is necessary for our legitimate interests in running and improving our business, responding to enquiries, maintaining records, preventing misuse of our website, and communicating with customers, provided those interests are not overridden by your rights. ICO guidance says legitimate interests may be appropriate where the processing is necessary for your business purposes and you have considered the balancing test. �
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Legal obligation
We may process personal data where necessary to comply with legal obligations, such as tax, accounting or regulatory requirements. �
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Consent
We rely on consent where required, including for non-essential cookies and, in some cases, certain direct marketing activity. ICO guidance says non-essential cookies generally require consent under PECR, and individuals must also be told about their rights including withdrawal of consent where consent is your basis. �
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6. Contact forms and quote requests
When you complete a contact form or request a quote through our website, we may collect:
your name;
email address;
phone number;
address or postcode;
information about the gardening services you need; and
any photos, files or extra details you choose to send.
We use this information to:
respond to your enquiry;
prepare and send a quote;
arrange a site visit if needed; and
keep a record of communications.
Our lawful basis will usually be contract where you are asking us to take steps before a potential booking, and sometimes legitimate interests for handling business enquiries and record-keeping. �
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Please avoid sending unnecessary sensitive personal information through our forms.
7. Marketing communications
We may send you marketing by email, text or other electronic means only where we are allowed to do so by law.
This may include updates about:
our gardening and maintenance services;
seasonal offers;
availability; or
related business news.
You can unsubscribe or opt out at any time by:
clicking the unsubscribe link in an email, where available;
replying STOP to a text, where applicable; or
contacting us directly.
ICO guidance explains that direct marketing requires both a valid data protection lawful basis and compliance with PECR rules for electronic marketing. It also says that if a person objects to direct marketing, you must stop. �
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8. Who we share your data with
We may share personal data where necessary with trusted third parties such as:
payment processors;
accountants, bookkeepers and tax advisers;
website hosts, IT support providers and email providers;
subcontractors or service partners where needed to deliver services; and
legal, regulatory or government bodies where required by law.
We only share data where necessary and do not sell your personal data.
9. How long we keep your personal data
We keep personal data only for as long as necessary for the purposes for which it was collected, and to meet legal, accounting or reporting requirements. ICO guidance says your privacy notice should explain retention periods. �
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Suggested retention periods for a small service business are:
General enquiries that do not become customers: up to 12 months
Quotes and estimate records: up to 12 months
Customer job records, invoices and payment records: 6 years after the end of the relevant tax year, or longer if required for legal claims or accounting purposes
Marketing suppression records: as long as needed to ensure we respect your opt-out request
Analytics / cookie data: according to the settings of the relevant cookie or analytics provider
You should adapt these periods to fit your actual practices.
10. Cookies and similar technologies
Our website may use cookies and similar technologies to help it function, remember preferences, understand how visitors use the site, and improve performance.
These may include:
Strictly necessary cookies
These are required for the website to operate properly and do not usually require consent.
Analytics cookies
These help us understand how visitors use our website so we can improve it. If these are not strictly necessary, consent is generally required before setting them. �
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Preference or functionality cookies
These remember settings or choices you make on the website.
Marketing cookies
These may track browsing activity to help deliver more relevant advertising. These are non-essential and generally require consent. �
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You can manage cookies through your browser settings and, where applicable, through our cookie banner or preferences tool.
11. International transfers
We try to store and process personal data within the UK or countries with appropriate safeguards. If any of our service providers transfer personal data outside the UK, we will take reasonable steps to ensure appropriate protections are in place.
12. Data security
We take appropriate technical and organisational measures to protect personal data against accidental loss, unauthorised access, alteration, disclosure or destruction.
These measures may include secure devices, password protection, limited access to personal data, and use of reputable third-party service providers.
13. Your rights
Under UK data protection law, you may have the right to:
be informed about how your data is used;
request access to your personal data;
request correction of inaccurate or incomplete data;
request erasure of your data in some circumstances;
request restriction of processing;
object to processing in some circumstances, including direct marketing;
request transfer of your data in certain cases; and
withdraw consent at any time where we rely on consent.
You also have the right to complain to the Information Commissioner’s Office (ICO) if you believe your data has been handled unlawfully. ICO guidance says privacy notices should tell people about their rights and how they can complain. �
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14. Third-party websites
Our website may contain links to third-party websites, such as social media platforms or partner websites. We are not responsible for their privacy practices and recommend that you read their own privacy policies.
15. Changes to this Privacy Policy
We may update this Privacy Policy from time to time. Any changes will be posted on this page and the “last updated” date will be revised.
16. How to contact us
If you have any questions about this Privacy Policy or wish to exercise any of your rights, please contact:
Cotswold Garden Bros
Brett@cotswoldgardenbros.com
Copyright © 2026 Cotswold Garden Bros - All Rights Reserved.