Contact Us

Privacy Policy

Highland Green Ltd, trading as Highland Green Lawns & Gardens
Last updated: 09.10.26

1. Introduction

This privacy policy explains how Highland Green Ltd (“we”, “us”, “our”) collects, uses, stores and protects personal information about our customers, people who make enquiries, and visitors to our website, highlandgreen.co.uk. It also sets out your rights under the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and the Privacy and Electronic Communications Regulations 2003 (PECR).

2. Who we are

Highland Green Ltd is the data controller responsible for your personal information. This means we decide how and why your information is used.
  • Company name: Highland Green Ltd, trading as Highland Green Lawns & Gardens
  • Registered in: Scotland
  • Company number: SC834272
  • Registered office: Hopes & Co. Accounting, 14 Chanonry Road South, Elgin, Moray IV30 6NG
  • Trading address: Toll House, Mosstodloch, Fochabers, Moray IV32 7JA
  • Telephone: 01343 811114
  • ICO registration number: [number]
We have not appointed a Data Protection Officer, as the law does not require one for an organisation of our size and type. Please send all data protection questions to the contact details above.

3. The information we collect

Information you give us

When you make an enquiry through our website form, by phone, by email, by WhatsApp or through our social media pages, we may collect:
  • Your name
  • Your telephone number
  • Your postal address, including the address of the property where work is to be carried out
  • Your email address, if you contact us by email
  • Photographs of your lawn or garden that you choose to send us
  • Any other details you give us about the work you need
When you become a customer, we also collect:
  • Records of the work we carry out, our visits, quotes, invoices and payments
  • Payment information. If you pay by bank transfer, we receive the name and account details shown on your payment by our bank. If you pay by card through a Stripe payment link, your card details are entered directly into Stripe’s secure system, and we do not see or store your full card number.

Information we collect ourselves

  • Photographs of lawns and gardens we work on, taken by our staff before, during and after the work
  • Notes about your property relevant to the work, such as access arrangements

Information collected when you use our website

If you agree to analytics cookies, Google Analytics collects information about how you use our website. This includes the pages you visit, how long you spend on them, how you arrived at our website, your approximate location, and the type of device and browser you use. See section 11 for more about cookies.

Special category information and children

We do not ask for or intend to collect special category information, such as details about health, ethnicity, religion or political views. Please do not include this kind of information in messages or photographs you send us. Our services are for adults, and we do not knowingly collect personal information from anyone under the age of 16.

4. How we use your information and our lawful basis

Data protection law requires us to have a lawful basis for each way we use your personal information. We rely on the following.

Contract

We use your information to respond to your enquiry, visit your property, give you a quote, arrange and carry out the work you have agreed to, and take payment. We need to do this to take steps you have asked for before entering a contract with us, or to fulfil our contract with you. If you do not give us the information we need, we may be unable to quote for or carry out the work.

Legal obligation

We keep financial records, such as invoices and payment records, because company and tax law requires us to. We may also disclose information where the law requires it.

Legitimate interests

We rely on our legitimate interests to:
  • Send our existing customers, and people who have asked us for a quote, appointment reminders and seasonal lawn and garden advice and offers about our own similar services (see section 5)
  • Publish photographs of our work on our website and social media to show the quality of our services (see section 6)
  • Keep the business running properly, including keeping records, protecting our legal rights and dealing with disputes
Where we rely on legitimate interests, we have weighed our interests against your rights and freedoms, and we have taken steps to make sure the use is fair and expected. You have the right to object at any time (see section 10).

Consent

We only use Google Analytics cookies on our website if you give your consent through our cookie banner. You can withdraw your consent at any time.

5. Marketing messages

We send messages, usually by WhatsApp, to our customers and to people who have asked us for a quote. These include appointment reminders and seasonal advice and offers about our own lawn and garden services. We only send marketing messages where you have not opted out, and you will be given a simple way to opt out when we collect your details and in every marketing message we send.
To stop marketing messages at any time, reply as instructed in the message, call us on 01343 811114 or email info@highlandgreen.co.uk. Stopping marketing messages will not affect any work you have booked. We may still contact you about appointments and work you have arranged with us, as these are service messages rather than marketing.
We never sell your contact details or share them with other organisations for their own marketing.

6. Photographs

Our staff may photograph lawns and gardens we work on, and we may publish some of these photographs on our website and social media. We take care to avoid including people, house numbers, vehicle registration plates or anything else that could identify you or your property.
If you would like a photograph of your property removed from our website or social media, please contact us and we will remove it promptly.
Photographs you send us with an enquiry are only used to help us assess the work and prepare a quote. We will not publish them.

7. Who we share your information with

We do not sell your personal information. Your personal information is only accessed by Highland Green staff and by the following service providers, who process it on our behalf and only on our instructions. These providers are known as processors and are bound by contract to keep your information secure and confidential.
  • Cadmus Copy, our website developer, who maintains our website and has access to enquiry form submissions
  • IONOS Cloud Ltd, who host our website and store enquiry form submissions
  • Google, who provide our email service through Google Workspace and, where you have consented to analytics cookies, Google Analytics
  • Hopes & Co. Accounting, our accountants, who have access to our financial records
  • CookieYes Limited, who provide our cookie consent banner and keep a record of the cookie choices made by visitors to our website
The following organisations also handle your information when you choose to use their services to contact us or pay us. They also act as data controllers for some of that information in their own right, under their own privacy policies:
  • WhatsApp LLC, if you message us or we message you by WhatsApp. WhatsApp messages are end-to-end encrypted, but WhatsApp processes information such as phone numbers and account details under its own privacy policy.
  • Stripe (Stripe Payments Europe, Limited and Stripe Payments UK, Ltd), if you pay by card through a Stripe payment link. Stripe also uses payment information for purposes such as fraud prevention and meeting its own legal obligations, under its own privacy policy.
  • Our bank, if you pay by bank transfer
We may also disclose your information where we are legally required to, for example to HM Revenue & Customs, or to the police or a court. We may also do so where necessary to establish, exercise or defend legal claims.

8. Transfers outside the UK

Some of our service providers, including Google, WhatsApp and Stripe, may store or process personal information outside the UK, including in the United States. Where this happens, your information is protected in one of the ways that UK data protection law requires:
  • The transfer is to a country the UK Government has approved as providing an adequate level of protection, including the European Economic Area
  • The transfer is to a United States organisation certified under the UK Extension to the EU-US Data Privacy Framework (the UK-US data bridge)
  • The transfer is covered by the International Data Transfer Agreement issued by the Information Commissioner, or the International Data Transfer Addendum to the European Commission’s Standard Contractual Clauses
You can contact us for more information about the safeguards that apply to a particular transfer.

9. How long we keep your information

We keep personal information only for as long as we need it:
  • Enquiries that do not lead to work: 1 year from our last contact with you
  • Customer details and records of work: 1 year after you stop being a customer, apart from the financial records described below
  • Financial records, including invoices and payment records: 6 years from the end of the financial year they relate to, as required by law
  • Website enquiry form submissions: 1 year from receipt
  • WhatsApp messages: 1 year from our last contact with you, unless they form part of the financial records we must keep
  • Google Analytics data: 14 months
  • Marketing opt-out records: we keep a record of your opt-out so that we do not contact you again by mistake
  • Photographs published on our website or social media: until we stop using them or you ask us to remove them
We may keep information for longer if we need it to deal with a complaint, a dispute or a legal claim. When information is no longer needed, we delete it securely.

10. Your rights

Under data protection law you have the following rights:
  • Right to be informed: to be told how your personal information is used, which is the purpose of this policy
  • Right of access: to ask for a copy of the personal information we hold about you
  • Right to rectification: to ask us to correct information that is inaccurate or incomplete
  • Right to erasure: to ask us to delete your personal information, unless we have to keep it by law
  • Right to restrict processing: to ask us to limit how we use your information in certain circumstances
  • Right to object: to object to us using your information where we rely on legitimate interests. You have an absolute right to object to direct marketing, and we will stop as soon as you tell us.
  • Right to data portability: to ask us to transfer information you have given us to you or to another organisation, in a commonly used electronic format, where we rely on your consent or a contract
  • Right to withdraw consent: where we rely on your consent, you can withdraw it at any time. This does not affect anything we did before you withdrew it.
We do not make decisions about you based solely on automated processing, including profiling.
To exercise any of these rights, contact us using the details in section 2. You do not usually have to pay a fee. We may need to ask for proof of your identity before we act on your request. We will respond within one month of receiving your request. Where a request is complex, or you make several requests, we may extend this by up to two further months, and we will tell you if this applies.

11. Cookies

Cookies are small text files placed on your device when you visit a website. We use:
  • Strictly necessary cookies, which are needed for our website to work, including remembering your cookie preferences. These do not require consent.
  • Analytics cookies, set by Google Analytics, which help us understand how visitors use our website so that we can improve it. These are only set if you give your consent.
When you first visit our website, our cookie banner asks for your consent to analytics cookies. You can accept or reject them, and rejecting them will not affect your use of the website. You can change your choice at any time using the cookie settings link at the bottom of every page. The full list of cookies we use is shown in our cookie banner. You can also block or delete cookies using your browser settings.

12. How we protect your information

We use appropriate technical and organisational measures to protect your personal information against loss, misuse, unauthorised access, alteration and disclosure. Our website uses an encrypted connection (HTTPS). Access to personal information is limited to Highland Green staff and the service providers listed in section 7, and only to the extent they need it.
No method of sending information over the internet is completely secure. In the unlikely event of a personal data breach that is likely to put your rights and freedoms at risk, we will notify the Information Commissioner’s Office, and you where required, in line with the law.
We cannot be responsible for the security of information while it is being sent to us over the internet before it reaches our systems, or for the security of third-party services you choose to use to contact us, such as your own email or messaging accounts. This does not affect your rights under data protection law.

13. Links to other websites

Our website may contain links to other websites, including our social media pages and Stripe payment pages. We are not responsible for the privacy practices of those websites, and we recommend you read their privacy policies.

14. Complaints

If you are unhappy with how we have handled your personal information, you have the right to complain to us. You can make a complaint by email to info@highlandgreen.co.uk, by phone on 01343 811114, or in writing to Toll House, Mosstodloch, Fochabers, Moray IV32 7JA.
When we receive a complaint, we will:
  • Acknowledge it within 30 days of receipt
  • Investigate it without undue delay, making any enquiries needed
  • Keep you informed of our progress
  • Tell you the outcome without undue delay
You also have the right to complain to the Information Commissioner’s Office (ICO), the UK’s data protection regulator:
  • Helpline: 0303 123 1113
  • Post: Information Commissioner’s Office, 4th Floor, No.3 Circle Square, 5 Hawkshaw Street, Manchester M1 7BL
We would appreciate the chance to deal with your concerns before you approach the ICO.

15. Changes to this policy

We may update this privacy policy from time to time to reflect changes in the law or in how we handle personal information. The latest version will always be published on this page, and the date at the top shows when it was last updated.