Tree Surgery • Landscaping • Hedge Cutting Rugby, Warwickshire and surrounding areas Call: 07511 208277

Home › Privacy Notice

Privacy Notice

Branchard Tree & Landscapes Services Ltd

Last updated: 24 October 2026

1. Who we are

Branchard Tree & Landscapes Services Ltd is a tree surgery and landscaping business based in Rugby. We are responsible for (the "controller" of) the personal information described in this notice.

For any question about your information, to use your rights or to make a complaint, contact us by email or phone. Jaydon Barnard, Director, is our main contact for privacy requests and complaints. Christopher Barnard, Director, can also help when needed. Either director can receive your request.

2. Customer enquiries and jobs

What we collect: your name, phone number, email address, the address or postcode of the job, a description of the work, any photos or videos you send us, our notes and quotes, and, if you go ahead, job details, invoices and payment records.

Website form: if you use our website contact form, we also collect the best time to call you and whether you can send photos (the form does not let you upload photos). To protect the form from spam and misuse, it also uses a scrambled (hashed) version of your device's IP address (see section 9 for how long this is kept).

Where it comes from: you, when you call, text, message us on WhatsApp, message our Facebook Page or Instagram account (we read these in Meta Business Suite), email us or use our website contact form (form messages arrive in our Gmail inbox). Our phone and WhatsApp number, 07511 208277, is on a director's mobile phone, so calls, texts, WhatsApp messages and any photos you send that way are held on that phone.

Why we use it, and our lawful basis:

We keep enquiry and job records in Gmail and Google Sheets, and we use AI-assisted software tools to help us manage them (see section 6A).

Messages sent through our website form are also saved in a private log on our Hostinger web hosting, which website visitors cannot access, for up to 60 days. We keep this as a backup in case an email goes missing and to help us deal with your enquiry.

3. Business contacts (introductions to organisations)

How we collect details: we sometimes introduce our services to organisations, such as property or facilities teams at limited companies and public bodies, whose sites may need tree or hedge work. We only use the organisation's name and business contact details, preferably a role-based address such as facilities@, taken from the organisation's own public website. We also record where and when we found them.

How we use them: to send one short introductory email and, at most, one follow-up no sooner than 14 days later. After that, we won't contact you again for at least 90 days. We do not buy contact lists. We keep these records, and our "do not contact" list, in Google Sheets. AI-assisted tools help us research organisations and prepare emails, but a director approves every email before it is sent. Nothing is sent automatically.

Our lawful basis: legitimate interests: offering our services to organisations that may need them. Direct marketing is recognised in UK data protection law as a purpose that can be a legitimate interest, and we have carried out a legitimate interests assessment balancing our interests against yours. Under the Privacy and Electronic Communications Regulations (PECR), we only send these emails without prior consent to corporate subscribers: limited companies, limited liability partnerships and public bodies. We do not send marketing emails or texts to sole traders or ordinary partnerships unless they have given us consent.

4. How to opt out or ask us to remove your details

5. Photos of our work

We take photos to plan and record jobs. We only use a photo in our marketing (for example on our website or social media) with the customer's permission, and we remove or blur personal details such as faces, house numbers and vehicle registrations. You can withdraw permission at any time.

6. Who we share information with

We never sell your information. We share it only with organisations that help us run our business, acting on our instructions and under their terms, or where the law requires it:

Some of these providers may process information outside the UK. Section 7 explains the safeguards.

6A. How we use software and AI tools

We use software, including AI-assisted tools, to help us organise enquiries, prepare draft responses, research organisations and manage our business records. These tools may read messages sent to our business email and record enquiry details in our records.

7. Information processed outside the UK

Our providers, including Google, Meta and our software and AI service providers, may process information outside the UK under the safeguards described in this section. Where they do, we rely on the safeguards in their terms: for example UK adequacy regulations (including the UK Extension to the EU-US Data Privacy Framework, where the provider is certified under it) or the UK International Data Transfer Agreement or Addendum. Contact us if you would like more information.

8. How we store and protect your information

We store information in:

Our software and AI service providers also process information for us, on our instructions (see section 6A). We protect information by:

9. How long we keep information

Information How long we keep it
Enquiries that don't go ahead 12 months after our last contact
Website form messages in our private website log Up to 60 days, then deleted automatically
Scrambled (hashed) IP address used for spam protection About 2 days for the form's hourly limit check; up to 60 days if a submission is recorded as spam or as too many attempts
Customer, quote and job records, invoices and accounts 6 years after the end of the financial year they relate to (longer if HMRC requires)
Job photos used in marketing Until permission is withdrawn or we stop using them
Business contact (introduction) records 24 months after our last contact
"Do not contact" list Indefinitely, keeping only the organisation name, email address or domain, and date

We also keep backup copies of our website files, which can include website form messages, for a limited time for security and restore purposes, and then delete them.

10. Your rights

You have the right to:

To use any of these rights, contact Jaydon Barnard or Christopher Barnard at branchardtreeservices@gmail.com or on 07511 208277. Jaydon coordinates our response and keeps a record of each request. We normally reply within one month.

We do not make decisions about you based solely on automated processing that have legal or similarly significant effects (see section 6A).

11. Complaints

If you are unhappy with how we have used your information, please tell us first: email branchardtreeservices@gmail.com or call 07511 208277. Jaydon Barnard, Director, logs every complaint and makes sure it is acknowledged within 30 days. Christopher Barnard, Director, can help when needed. We will look into your complaint, keep you updated and tell you the outcome without undue delay.

You can also complain to the UK data protection regulator, the Information Commission (still known as the ICO): ico.org.uk/make-a-complaint, helpline 0303 123 1113.

12. Cookies

Our website does not use analytics or advertising cookies. If we add analytics in future, we will update this notice and ask for your consent where the law requires it.

13. Changes to this notice

We may update this notice from time to time. The latest version, with its "last updated" date, will always be on this page.

← Back to the home page