1. Introduction
Elias Gardens & Grounds ("we", "us", or "our") respects your privacy and is committed to protecting your personal data. This privacy policy explains how we collect, use, and safeguard your information when you visit our website, contact us, or use our services.
- Our website: www.eliasgardenservices.co.uk
- Our trading name: Elias Gardens & Grounds
- Registered business in the United Kingdom
2. Information We Collect
We may collect and process the following types of personal data:
a. Information you provide directly
- Your name, email address, and phone number (e.g. when requesting a quote or contacting us)
- Your property or service address
- Payment details (processed securely through our payment providers; we do not store card information)
- Feedback, reviews, or photos you choose to share with us
- Messages and enquiry details you choose to provide through our automated website chat
b. Information collected automatically
- IP address, browser type, and device information when you visit our website
- Optional analytics data, campaign parameters, and advertising click identifiers when you consent (see Section 8)
c. Information from third parties
- Information from partners such as Jobber, Google, or payment platforms used to manage bookings and payments
3. How We Use Your Information
We use your data to:
- Provide and manage our gardening and grounds maintenance services
- Respond to enquiries, provide quotes, and manage bookings
- Send invoices, receipts, and service reminders
- Improve our website, customer service, and communications
- Comply with legal and tax obligations
- With your consent, send occasional marketing updates or promotions
Automated website chat
Our chat uses OpenAI to generate replies. Messages you type and the enquiry details needed for the conversation are sent to OpenAI for processing. The assistant is automated and is not monitored by live staff. Please do not share payment details or property access codes.
You can check and correct your enquiry before choosing to send it. Confirmed enquiries are saved in Elias Field for our team to review and follow up. Sending an enquiry does not book a visit or confirm acceptance of work. You can also contact us using the form or telephone.
Optional chat analytics and advertising attribution follow your cookie preference. Rejecting optional tracking does not prevent you from using the chat. We do not include chat messages or contact details in browser analytics events.
4. Lawful Basis for Processing
We process your data under the following legal bases:
- Contract: To provide services you have requested
- Legitimate interests: To manage operations, improve services, and maintain records
- Consent: When you opt into marketing communications
- Legal obligation: For accounting or regulatory compliance
5. Data Sharing and Disclosure
We only share your information with trusted third parties when necessary, including:
- Service management platforms such as Jobber (for scheduling and invoicing)
- Payment processors (e.g., Stripe, SumUp, or GoCardless)
- Professional advisors (e.g., accountants or legal counsel)
- IT and hosting providers (e.g., Google Workspace)
- Google and Plausible Analytics, only where you accept optional analytics technologies
- OpenAI, to process messages and generate replies when you use the automated website chat
All third parties are required to keep your data secure and only process it in line with our instructions.
6. Data Retention
We keep personal data only as long as necessary for the purposes set out in this policy:
- Customer records are kept for up to 6 years after the end of the service relationship (for tax and legal purposes)
- Marketing data is retained until you withdraw consent
7. Your Rights
Under the UK GDPR, you have the right to:
- Access the personal data we hold about you
- Request correction or deletion of your data
- Withdraw consent for marketing at any time
- Restrict or object to processing in certain circumstances
- Request data portability
To exercise your rights, please contact us using the details below.
8. Cookies and Website Analytics
Our website uses essential browser storage for core functions. Optional analytics and advertising measurement technologies are disabled by default and only enabled when you choose “Accept analytics”.
- Essential storage remembers functional choices such as your cookie preference and supports secure form operation
- Google tags measure advert and enquiry performance using Consent Mode v2; advertising and analytics storage, advertising user data, and personalisation are denied until you consent
- Plausible Analytics helps us understand website usage and is loaded only after you consent
- Campaign attribution may include the page you arrived on, UTM campaign values, and advertising click identifiers such as GCLID
You can accept or reject optional analytics with equal prominence when first visiting. You can change your choice at any time using the “Cookie settings” button shown on the website, or remove stored data through your browser settings. Rejecting optional analytics does not prevent you from browsing the website or requesting a quote.
9. Data Security
We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, alteration, or loss. This includes encrypted storage, secure email systems, and restricted access.
10. Contact Us
If you have questions or wish to exercise your rights, please contact:
If you are not satisfied with our response, you can lodge a complaint with the Information Commissioner's Office (ICO).
11. Updates to This Policy
We may update this privacy policy from time to time. Any updates will be posted on this page with the revised date at the top.