Privacy Policy

Introduction

Phantasic Lair Limited respects your privacy and is committed to protecting your personal data. This privacy policy explains how we handle information we collect when you visit our website or use our services.

This policy applies to all individuals who interact with our business, including website visitors, enquiry contacts, and clients.

Who We Are

Phantasic Lair Limited is a professional gardening and landscape design company registered in England and Wales under company number 09234567. Our registered office is located at 42 Greenwood Lane, Willow Park, Hampshire SO23 8DN, United Kingdom.

For privacy-related questions, you can contact us at [email protected].

Information We Collect

We collect and process different types of information depending on your interaction with us:

Contact Information

When you enquire about our services, we collect your name, email address, and property location. If you become a client, we also collect billing addresses and payment details necessary for service delivery and invoicing.

Property Information

For project quotations and service delivery, we collect information about your property including site measurements, photographs, soil conditions, and existing plantings. This information helps us design appropriate solutions and maintain accurate service records.

Communication Records

We keep records of email correspondence, consultation notes, and project discussions to ensure continuity of service and maintain accurate project documentation.

Website Usage Data

Our website collects basic technical information through cookies, including browser type, device information, and pages visited. This helps us understand how people use our website and identify technical issues.

How We Use Your Information

We use the information we collect for specific business purposes:

Service Delivery

Your contact and property information enables us to provide quotes, schedule site visits, plan garden designs, and deliver the services you've requested. We cannot provide our services without processing this information.

Client Communication

We use your contact details to respond to enquiries, provide project updates, send invoices, and maintain communication about ongoing maintenance schedules.

Business Administration

We maintain records for accounting purposes, legal compliance, and warranty obligations. This includes keeping project documentation and financial records for the periods required by law.

Website Improvement

Anonymous usage data helps us understand which information visitors find helpful and identify areas where our website could work better.

Legal Basis for Processing

We process personal data based on several legal grounds:

Contract performance allows us to process information necessary for delivering services you've requested. Legitimate business interests justify processing for client communication and business administration, balanced against your privacy rights. Legal obligations require us to maintain certain records for tax and regulatory purposes. When required, we obtain your explicit consent before processing data for purposes beyond core service delivery.

Information Sharing

We share information only when necessary for business operations and always with appropriate safeguards:

Service Suppliers

We occasionally share relevant project information with specialist plant nurseries or material suppliers when sourcing items for your garden. They receive only information necessary for fulfilling their part of the project.

Professional Advisors

Our accountants and legal advisors may access client records when providing professional services to our business.

Legal Requirements

We disclose information when legally required to do so, such as responding to court orders or regulatory investigations.

We do not sell, rent, or trade personal information to third parties for marketing purposes.

Data Security

We implement appropriate measures to protect information from unauthorized access, alteration, disclosure, or destruction.

Electronic records are stored on password-protected systems with encryption for sensitive data. Physical documents are kept in secure premises with restricted access. Our team receives training on data protection responsibilities and handles client information confidentially.

While we take security seriously, no method of transmission or storage is completely secure. We cannot guarantee absolute security but continuously review and improve our protective measures.

Information Retention

We retain information for as long as necessary to fulfill the purposes outlined in this policy:

Active client records are maintained for the duration of our service relationship. After service completion, we retain records for seven years to meet accounting and legal requirements. Enquiry information from non-clients is typically retained for two years in case you later decide to proceed.

Once retention periods expire, we securely delete or destroy information according to our data disposal procedures.

Your Rights

You have several rights regarding your personal information:

You can request access to information we hold about you, receiving a copy of your data in accessible format. You may request corrections to inaccurate or incomplete information. In certain circumstances, you can request deletion of your information, though we may need to retain some data for legal compliance.

You can object to processing based on legitimate interests or request restriction of processing in specific situations. Where we rely on consent, you can withdraw it at any time, though this won't affect processing already carried out.

To exercise these rights, contact us at [email protected]. We respond to requests within one month, though complex requests may require additional time.

Cookies and Website Technology

Our website uses cookies to function properly and improve user experience. Essential cookies enable core functionality like remembering your cookie preferences. Analytics cookies help us understand website usage patterns.

You can control cookie settings through your browser preferences. Disabling certain cookies may affect website functionality. For detailed information about cookies we use, see our separate Cookies Policy.

Third-Party Links

Our website may contain links to external websites for reference purposes. We are not responsible for the privacy practices of other sites and encourage you to review their privacy policies.

Changes to This Policy

We may update this privacy policy to reflect changes in our practices or legal requirements. The updated date at the top indicates when the policy was last revised. Significant changes will be communicated to active clients via email.

Contact and Complaints

For questions, concerns, or to exercise your privacy rights, contact us at [email protected] or write to Phantasic Lair Limited, 42 Greenwood Lane, Willow Park, Hampshire SO23 8DN.

If you're unsatisfied with our response, you have the right to lodge a complaint with the Information Commissioner's Office, the UK supervisory authority for data protection. Details available at ico.org.uk.