Privacy Policy

At Vivid Gardens, we are committed to protecting your personal data. This Privacy Policy explains why, when, and how we collect your data, the conditions under which we may share it with others, and your choices regarding your data. This policy applies to our website (www.vividgardens.co.uk), services, and other communication platforms. By using our website, you agree to this policy. We may update this policy from time to time, so please check it regularly. If you are unhappy with any changes, contact us via our contact page (www.vividgardens.co.uk/contact). For questions or complaints, please get in touch through the same page.

SUMMARY

This section provides a high-level overview of our Privacy Policy.

  1. Who are we? Vivid Gardens is a garden design, transformation, and maintenance company.

  2. How do we collect information from you? We collect information when you contact us about our services or use our website.

  3. What information do we collect & how is it used? We collect data to fulfil client obligations, respond to enquiries, and for internal marketing purposes, such as conversion tracking via Google Analytics.

  4. Controlling your information You have rights over your information as defined under the UK General Data Protection Regulation (UK GDPR).

  5. Use of ‘cookies’ Our website uses cookies, and browsing implies consent to their use as outlined in this policy. If you do not consent, you must disable cookies or refrain from using the website.

  6. Security We take the security of website visitors and customers seriously, with an internal Data Security Policy outlining safeguards for collected information.

  7. Data Breaches Our Data Security Policy includes a process for handling personal data breaches, with prompt notifications to users in case of unauthorised access where appropriate.

  8. Complaints You can contact us directly with complaints about personal information handling, which we will investigate. If unsatisfied, you can complain to the Information Commissioner’s Office (ICO) at https://ico.org.uk/.

1. WHO ARE WE?

Vivid Gardens is a garden design company specialising in outdoor and indoor spaces, including living walls, plant sourcing, and consultations across Bedfordshire, Buckinghamshire, Hertfordshire, Oxfordshire, Berkshire, and London.

2. HOW DO WE COLLECT INFORMATION FROM YOU?

We collect information when you contact us to enquire about our services. We also gather data through Google Analytics, Google Ads, and a phone call tracking system to improve our services and marketing communications.

3. WHAT INFORMATION DO WE COLLECT & HOW IS IT USED?

We collect information to fulfil our obligations to clients, respond to business enquiries, improve our services, and conduct internal online marketing for interested individuals (e.g., via Google Analytics). Section 3.3 details specific information collected, its purposes, third parties involved, and storage durations. Our policy complies with UK GDPR by limiting collection to necessary data and ensuring third-party compliance.

3.0. Sensitive Data

We do not collect sensitive personal data, such as health, genetic, or biometric data; racial or ethnic origins; political opinions; religious or philosophical beliefs; trade union membership; sexual orientation; or criminal convictions. We ask you not to provide such data.

3.1. Children’s Information

Our services are not aimed at children under 13. If a child under 13 provides personal information without consent, please contact us.

3.2. Third Parties

We do not sell or rent personal information to third parties. We may share it with third-party service providers to complete tasks and provide services on our behalf, disclosing only necessary information. Third-party services used to fulfil contractual obligations are UK GDPR compliant (or working towards compliance) and certified under appropriate frameworks if based outside the UK. We are not responsible for changes to third-party privacy policies after this policy is written.

3.3. Details

This section outlines specific personal data collected, its purposes, third parties involved, and storage durations:

  • Email & Invoicing: We use third parties for email communication and invoicing clients, prospective clients, suppliers, etc., to provide services. Email data is kept until a deletion request is made. Invoicing data is stored indefinitely for accounting purposes. Contact us to learn which third parties are used.

  • Analytics: We use third parties (e.g., Google Analytics) to track and analyse website visitor behaviour to improve marketing and services. Data may be used for retargeting on platforms like Facebook. You can request removal at any time.

  • Call Tracking: We use a third-party provider for tracking phone numbers to identify how website visitors found us (e.g., Google Ads vs. SEO). We collect and store the phone number used, call duration, and record calls for quality and training purposes. This data is not shared with other third parties, and you can request its removal. We prioritise the security and privacy of contact details.

  • Reviews System: We use a third party to manage, collect, and respond to customer reviews via an app on staff devices. We collect first name, last name, and email address, stored in the reviews platform to track served customers and identify improvements (e.g., contacting customers who leave low ratings). You can request removal of this information at any time via contact.

  • CRM Platform: We use a third-party CRM to store customer contact details and previous communications to provide services.

4. CONTROLLING YOUR INFORMATION

You have rights over your information as defined under the UK General Data Protection Regulation (UK GDPR). To exercise these rights, email us using the email address you provided, and we will discuss and resolve your request.

4.0. Requesting a Copy of Your Information

You may request a copy of the data we hold about you, which we will provide upon request, containing all personal data on record.

4.1. Updating or Correcting Your Information

Accuracy is important. If your information is inaccurate or outdated, contact us to correct it.

4.2. Deleting Your Information

You have the right to request deletion of your personal information. We will delete it unless there is a compelling reason to retain it (e.g., contractual or legal obligations).

4.3. Automated Decision Making

We do not use your personal information for automated decision making or profiling.

5. USE OF ‘COOKIES’

Our website uses cookies, which are small pieces of information stored on your device when you visit the site. Cookies include 'first-party' and 'third-party' types, often used to track behaviour across websites for targeted advertising. By browsing our site, you consent to cookies as outlined in this policy. If you do not consent, you must disable cookies or refrain from using the site. Most browsers allow this via the 'help' menu without restricting use. Specific uses include:

  • Google Analytics: Sets cookies to estimate visitor numbers and popular content, ensuring the website meets user needs.

  • Google Ads: Uses cookies for retargeting, tracking metrics, conversions, and advertising performance.

6. SECURITY

We take security seriously to protect your information from loss, misuse, unauthorised access, or disclosure. We have suitable physical, electronic, and managerial procedures in place, including:

  • Data minimisation

  • Password best practices

  • Security best practices for devices (PCs, laptops, mobile devices), online accounts, website hosting, physical access, and storage

  • Staff training and accountability on data protection

7. DATA BREACHES

Our Data Security Policy includes a clear process for handling personal data breaches. We will promptly notify you of unauthorised access where appropriate.

8. COMPLAINTS

You can contact us directly to raise complaints about how we handle your personal information, and we will investigate. If you are unsatisfied or believe our processing is unlawful, you can complain to the Information Commissioner’s Office (ICO) at https://ico.org.uk/.