Privacy Policy

Data Controller and Contact Details

The data controller responsible for your personal data is Xakriondchalvorn. We are the entity that determines the purposes and means of the processing of your personal data. Our registered or principal place of business is 27 St Peters Cl, Birmingham B28 0EF, United Kingdom. You can reach us by post at this address or using the contact details published on our website (contact page), including our telephone number and email. For any privacy-related enquiries, including requests to exercise your data protection rights, we encourage you to contact us in the first instance so that we can address your concerns promptly.

Scope and Applicability

This Privacy Policy applies to all personal data that we collect and process in the context of our business activities. This includes data collected through our website xakriondchalvorn.world, data provided when you enquire about or book our shrub trimming, tree shaping or full garden care services, data collected when you communicate with us by email, phone or in person, and any other data we may collect in connection with the services we offer. It applies to visitors to our website, customers who have engaged our services, and individuals who have requested information or quotes from us. If you are providing personal data on behalf of another person (for example, as an employee or agent of a property owner), you confirm that you have the authority to do so and that the relevant individual has been informed of this policy.

Personal Data We Collect

We may collect and process the following categories of personal data in connection with our website and our shrub trimming and tree care services.

Identity and Contact Data

This includes your full name, title (if provided), email address, telephone number and postal address. We collect this data when you submit our contact form, send us an email, call us, or when we agree a booking with you. We use this information to respond to your enquiries, provide quotes for shrub trimming, tree shaping or full garden care, schedule and manage visits to your property, and communicate with you about your bookings and our services.

Property and Service-Related Data

We may collect the address of the property where work is to be carried out, details about your garden such as the type and approximate number of shrubs, hedges or trees, access arrangements (e.g. side gate, keys), and any special instructions or preferences you provide. This information is necessary for us to deliver our services safely and effectively, to provide accurate pricing, and to plan our team’s time and equipment. We may also record notes about the work performed, pre- and post-visit observations, and any follow-up recommendations.

Communication and Correspondence

We keep records of communications between you and us, including emails, contact form submissions, and notes of telephone conversations where relevant. This helps us maintain an accurate history of your requests and bookings, resolve any disputes, and provide a consistent level of service across repeat visits.

Payment and Financial Data

Where you pay for our services, we may process payment-related information such as billing address, payment method and transaction references. We do not store full card numbers on our systems; card payments may be processed by third-party payment providers who have their own privacy and security measures. We retain financial records as required for accounting, tax and legal compliance.

Technical and Usage Data

When you use our website, we may automatically collect certain technical data such as your IP address, browser type and version, device type, time zone, and information about how you use our site (e.g. pages visited, time spent). This may be collected through cookies and similar technologies as further described in our Cookies policy. We use this data to operate and improve our website, analyse trends and ensure security.

We only collect personal data that is relevant and necessary for the purposes described in this policy. We do not collect sensitive personal data (such as health data) unless you voluntarily provide it and we have a lawful basis to process it.

How We Use Your Personal Data

We use the personal data we collect for the following purposes, in each case where we have a lawful basis to do so.

Providing Our Services

We use your identity, contact and property data to respond to your enquiries, prepare and send quotes for shrub trimming, tree shaping, hedge cutting and full garden care, schedule visits, perform the agreed work at your property, and communicate with you before, during and after the visit. This includes sending booking confirmations, reminders and any follow-up correspondence related to the service.

Contract Performance and Administration

Where you have entered into a contract with us (for example, by accepting a quote and confirming a booking), we process your data as necessary to perform that contract. This includes managing your account, processing payments, maintaining service records and handling any complaints or follow-up work.

Legal and Regulatory Compliance

We may process your data where necessary to comply with applicable laws and regulations in the United Kingdom, including tax, accounting and health and safety requirements. This may involve retaining certain records for specified periods even after our business relationship has ended.

Legitimate Business Interests

We may process your data for our legitimate business interests, such as improving our services, training our team, conducting internal analyses, protecting our business and assets, and defending or bringing legal claims. We ensure that these interests are balanced against your rights and freedoms and that we do not use your data in ways you would not reasonably expect.

Marketing and Communications

We will only send you marketing communications (for example, newsletters or promotional offers about our shrub trimming and tree care services) if you have given us your consent or where we are otherwise permitted by law. You can withdraw consent or opt out at any time by contacting us or using the unsubscribe option in any marketing email. Service-related messages (such as booking confirmations) are not marketing and may be sent without separate consent where necessary for the performance of our contract with you.

Legal Basis for Processing

Under UK data protection law, we must have a lawful basis for each processing activity. We rely on the following bases.

• Contract: Processing is necessary for the performance of a contract with you (e.g. to provide shrub trimming or tree shaping services you have booked) or to take steps at your request before entering into a contract (e.g. to provide a quote).
• Legitimate interests: Processing is necessary for our legitimate interests (or those of a third party), such as operating our business, communicating with you, improving our services and website, and ensuring security, except where such interests are overridden by your interests or fundamental rights.
• Consent: You have given clear consent for us to process your personal data for a specific purpose (e.g. non-essential cookies or marketing). You may withdraw consent at any time.
• Legal obligation: Processing is necessary for compliance with a legal obligation to which we are subject (e.g. retaining records for tax or regulatory purposes).

Where we rely on legitimate interests, we have considered the impact on you and have concluded that our interests are not overridden by your rights. You have the right to object to processing based on legitimate interests in certain circumstances; see the section on Your Rights below.

Data Retention

We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected, including to satisfy any legal, accounting or reporting requirements. Retention periods depend on the type of data and the purpose of processing.

Contact and service records relating to shrub trimming, tree shaping and garden care bookings are typically retained for a period of several years after the last service or communication, to allow us to honour any follow-up arrangements, respond to enquiries and meet legal and tax obligations. After this period, we securely delete or anonymise the data so that it can no longer be associated with you.

Financial and accounting records may be retained for longer where required by UK law (for example, seven years for tax purposes). Technical and usage data may be retained for a shorter period unless we are required to keep it longer for legal or security reasons.

If you have asked us to delete your data or have objected to certain processing, we will comply with your request in accordance with applicable law, subject to any overriding need to retain data for legal or contractual purposes.

Sharing and Disclosure of Your Data

We do not sell, rent or trade your personal data to third parties. We may share your data only in the following circumstances.

Service Providers

We may share your data with trusted third-party service providers who assist us in operating our business and delivering our services. These may include website hosting providers, email service providers, payment processors, and cloud storage or backup providers. Such providers act on our instructions and are contractually bound to use your data only for the purposes we specify and to protect it in line with applicable data protection law. We carry out due diligence and only engage providers that meet appropriate security and confidentiality standards.

Professional Advisers

We may disclose your data to our professional advisers (such as lawyers, accountants or insurers) where necessary for the provision of advice, the handling of claims or the protection of our legal rights.

Legal and Regulatory

We may disclose your data to law enforcement agencies, courts, regulators or other public authorities where we are required or permitted to do so by law, or where we believe in good faith that disclosure is necessary to protect our rights, your safety or the safety of others, or to detect or prevent fraud or other wrongdoing.

International Transfers

Your data is stored and processed within the United Kingdom. We do not routinely transfer your personal data outside the UK or the European Economic Area (EEA). If we ever need to do so (for example, if we use a service provider based overseas), we will ensure that appropriate safeguards are in place, such as approved contractual clauses or an adequacy decision by the UK authorities, so that your data is protected to standards equivalent to those under UK law.

Security of Your Data

We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, alteration, disclosure or destruction. These measures include secure storage of data, access controls, encryption where appropriate, and training for anyone who handles personal data on our behalf. While we take security seriously, no method of transmission over the internet or electronic storage is completely secure; we cannot guarantee absolute security but we strive to protect your data to the best of our ability.

Your Rights Under UK Data Protection Law

Under the UK GDPR and the Data Protection Act 2018, you have the following rights in relation to your personal data. These rights are not absolute and may be subject to conditions or exceptions under law.

• Right of access: You have the right to obtain confirmation as to whether we process your personal data and, where that is the case, to access that data and certain information about how we process it (including the purposes, categories of data, recipients and retention periods).
• Right to rectification: You have the right to have inaccurate personal data corrected and, taking into account the purposes of processing, to have incomplete data completed.
• Right to erasure: In certain circumstances (for example, where the data is no longer necessary, where you withdraw consent, or where the data has been unlawfully processed), you have the right to request that we erase your personal data.
• Right to restrict processing: In certain circumstances, you have the right to request that we restrict the processing of your data (for example, while we verify the accuracy of data or where you have objected to processing and we are considering that objection).
• Right to data portability: Where we process your data by automated means and the processing is based on your consent or the performance of a contract, you may have the right to receive the data you have provided to us in a structured, commonly used and machine-readable format, and to transmit that data to another controller.
• Right to object: You have the right to object to processing based on legitimate interests or for direct marketing. Where you object, we will stop processing unless we can demonstrate compelling legitimate grounds that override your interests, or we need the data for the establishment, exercise or defence of legal claims.
• Right to withdraw consent: Where processing is based on your consent, you may withdraw that consent at any time. Withdrawal does not affect the lawfulness of processing before withdrawal.

To exercise any of these rights, please contact us using the details provided in this policy. We will respond to your request without undue delay and in any event within one month of receipt, unless the request is complex or we have received multiple requests, in which case we may extend the period by a further two months and will inform you of the extension. There is no fee for exercising your rights unless the request is manifestly unfounded or excessive, in which case we may charge a reasonable fee or refuse the request.

You also have the right to lodge a complaint with a supervisory authority. In the United Kingdom, the supervisory authority is the Information Commissioner’s Office (ICO). You can contact the ICO at Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF, or via their website ico.org.uk. We would, however, appreciate the opportunity to address your concerns before you approach the ICO, so please contact us first.

Cookies and Similar Technologies

Our website uses cookies and similar technologies (such as local storage) as described in our Cookies policy. Cookies help us to operate the site, remember your preferences (for example, that you have accepted our cookie notice), and understand how visitors use our pages. You can manage your cookie preferences through the cookie banner on the site and through your browser settings. For full details of the cookies we use, their purposes and how to control them, please see our Cookies policy.

Third-Party Links

Our website may contain links to third-party websites (for example, mapping services). This Privacy Policy does not apply to those sites. We are not responsible for the privacy practices or content of third parties. We encourage you to read the privacy policies of any third-party sites you visit.

Children

Our website and services are not directed at children under the age of 18. We do not knowingly collect personal data from children. If you believe we have inadvertently collected data relating to a child, please contact us and we will take steps to delete it.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, our services, legal requirements or for other operational reasons. The current version will always be available on this page. We will indicate the date of the last update at the bottom of the policy. If we make material changes that affect how we use your personal data, we may notify you by email or by a prominent notice on our website. We encourage you to review this policy periodically so that you remain informed about how we protect your data.

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