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Privacy Policy


Last updated: 26th November 2025

This Privacy Policy explains how we collect, use, store and protect your personal information when you visit our website, make an enquiry, or engage our landscape architecture services. We are committed to complying with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and all relevant privacy legislation.

By using this website, you agree to the practices described in this policy.

1. Who We Are (Data Controller)

We are the data controller responsible for your personal data.

Christine Odell

South East Landscape Architect

Email: info@southeastlandscapea​rchitect.co.uk

Phone: 07818 566522

If you have any questions about this policy or how your data is handled, you can contact us using the details above.

2. What Personal Data We Collect

We collect information that helps us provide our services, respond to enquiries and improve our website.

2.1 Information you provide directly
  • Name
  • Email address
  • Telephone number
  • Postal address (if relevant to your project)
  • Details relating to your landscape or garden project
  • Any additional information submitted through forms, email, or during consultations
2.2 Information collected automatically

When you use our website, certain data is collected automatically:

  • IP address
  • Browser type and device information
  • Pages visited and time spent on the site
  • Cookies and tracking technologies (see section 10)
2.3 Project information

For clients, we may also collect:

  • Site photographs
  • Survey information
  • Project drawings
  • Contractor details
  • Planning application documentation
  • Otherwise confidential project details provided by you

3. How We Use Your Data

We use your personal information for:

3.1 Providing and managing services
  • Responding to enquiries
  • Preparing proposals and quotations
  • Delivering landscape design, technical drawings and reports
  • Coordinating with suppliers, ecologists, contractors and planning authorities
  • Managing project communication and updates
3.2 Legal requirements
  • Compliance with UK planning processes
  • Issuing invoices and maintaining financial records
  • Contractual obligations
3.3 Improving our services
  • Analysing website usage
  • Enhancing user experience
  • Reviewing performance and how clients engage with us
3.4 Marketing (minimal and optional)

We may send occasional updates about:

  • New services
  • Company news
  • Useful guidance or articles

We will only do this with your explicit consent and you can unsubscribe at any time.

4. Legal Basis for Processing

Under the UK GDPR, we process personal data based on:

  • Contractual necessity – when preparing or delivering a service
  • Legitimate interests – managing enquiries, improving our services, business administration
  • Legal obligation – maintaining tax records, complying with authorities
  • Consent – when you agree to marketing communications or optional cookies

5. Sharing Your Data

We only share data when necessary for the reasons listed below:

5.1 Professional collaborators
  • Ecologists
  • Structural engineers
  • Planning consultants
  • Contractors and suppliers
  • Surveyors

We only share the minimum required information.

5.2 Service providers
  • Website hosting
  • Email services
  • Secure cloud storage
  • Analytics providers (e.g., Google Analytics)

All service providers are GDPR-compliant and handle your data securely.

5.3 Legal or regulatory bodies

If required by law, we may share data with:

  • Local authorities
  • Planning departments
  • HMRC
  • Other legal bodies

We never sell your data to third parties.

6. How Long We Keep Your Data

We keep your information only for as long as necessary:

  • Enquiry data – typically 12 months
  • Client project files – up to 7 years (legal and contractual obligations)
  • Financial records – 7 years (HMRC requirement)
  • Marketing lists – until you unsubscribe

After this period, your data is securely deleted or anonymised.

7. How We Protect Your Data

We take appropriate technical and organisational measures, including:

  • Secure servers and encrypted storage
  • Restricted access to project files
  • Password-protected devices
  • Regular updates and security monitoring

However, no online system is 100% secure, so we cannot guarantee absolute security.

8. Your Rights Under UK GDPR

You have the right to:

  • Access your personal data
  • Rectify inaccuracies
  • Erase your data (“right to be forgotten”)
  • Restrict processing in certain circumstances
  • Object to processing based on legitimate interests
  • Withdraw consent (for marketing or cookies)
  • Data portability (request a copy of your information)

To exercise any of these rights, contact us at:

info@southeastlandscapearchitect.co.uk

9. International Transfers

Your data is primarily stored in the UK.

If we use cloud services outside the UK, we ensure:

  • Adequate protection (UK GDPR-approved safeguards), or
  • Standard Contractual Clauses (SCCs)

10. Cookies and Tracking Technologies

This website may use:

  • Essential cookies (site functionality)
  • Analytics cookies (anonymous site usage statistics)
  • Preference cookies

You can:

  • Accept or decline non-essential cookies
  • Disable cookies through your browser

A detailed Cookie Notice can be added if needed.

11. Links to External Websites

Our website may contain links to third-party websites.

We are not responsible for their privacy practices and encourage you to read their policies.

12. Children’s Privacy

We do not knowingly collect personal information from children.

If you believe data has been submitted, contact us and we will delete it.

13. Changes to This Privacy Policy

We may update this policy occasionally.

The latest version will always be available on this page with an updated revision date.

14. Contact Us

If you have any questions about this policy or your data:

Chris Odell - South East Landscape Architect

Email: info@southeastlandscapearchitect.co.uk

Phone: 07818 566522​