Privacy

policy

Landscaping Emporium and Kirman Design

Last updated: 12 October 2026

1. Introduction

Landscaping Emporium and Kirman Design are committed to protecting your privacy and handling your personal information responsibly, securely and transparently.

This Privacy Policy explains how we collect, use, store, share and protect personal information when you visit our websites, contact us, purchase products, request quotations or use our garden design, landscaping and planting services.

This policy applies to:

Landscaping Emporium: https://www.landscapingemporium.co.uk
Kirman Design: https://www.kirmandesign.co.uk

Both businesses operate under the same sole trader, and this policy applies to personal information processed through either trading name.

We process personal information in accordance with applicable UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and relevant electronic communications legislation.

2. Who We Are

The data controller responsible for your personal information is:

Andy Kirman trading as Kirman Design and Landscaping Emporium

Business address: [INSERT CONFIRMED BUSINESS ADDRESS]

Privacy enquiries: hello@landscapingemporium.co.uk

Websites:

For data protection purposes, a data controller determines why and how personal information is processed.

If you have questions about this policy or wish to exercise your data protection rights, please contact us using the details above.

3. Personal Information We Collect

We collect personal information necessary to operate our websites, supply products, provide professional services and maintain business records.

3.1 Identity and Contact Information

This may include:

Your name.
Postal and delivery addresses.
Email address.
Telephone number.
Business or company name, where applicable.
Contact preferences.

3.2 Enquiry and Project Information

When you contact us about garden design, landscaping, hedging, specimen trees or other products and services, we may collect:

Property and project addresses.
Details of your proposed garden or landscaping project.
Site measurements and specifications.
Photographs, plans and drawings you provide.
Quotations, correspondence and project instructions.
Information about access, ground conditions and installation requirements.
Records of discussions and agreed project changes.

Some project photographs or documents may incidentally contain personal information, such as identifiable individuals, vehicles, house numbers or other identifying details.

3.3 Order and Transaction Information

When you purchase products or services, we may collect:

Products or services ordered.
Order dates and reference numbers.
Billing and delivery information.
Transaction amounts.
Payment status and payment references.
Refund and cancellation information.
Relevant invoices and accounting records.

Online payments are processed using Stripe and Squarespace Payments.

We may also accept payments by bank transfer outside our websites.

We do not ordinarily need to store customers' complete payment card details in our own business records. Payment service providers handle card-payment information in accordance with their own security and privacy arrangements.

3.4 Website and Technical Information

When you visit our websites, information may be collected automatically, including:

Internet Protocol (IP) address.
Browser and device information.
Operating system.
Pages visited.
Referral sources.
Approximate location derived from technical information.
Website interactions and usage information.
Cookie identifiers and related tracking information, where applicable.

3.5 Marketing and Communication Preferences

Where relevant, we may record:

Whether you have subscribed to marketing communications.
Your consent preferences.
Your marketing preferences and objections.
Records of when consent was provided or withdrawn.

4. How We Collect Your Information

We may collect personal information:

Directly from you when you complete website forms.
When you contact us by telephone or email.
When you request a quotation or consultation.
When you purchase products or services.
During site visits and project discussions.
Through contracts, invoices and project documentation.
When you provide photographs, drawings or other project information.
Through website analytics and permitted tracking technologies.
From payment providers and other service providers involved in your transaction.
From architects, builders, property professionals or other parties involved in your project, where appropriate.

Where information is received from another person or organisation, we will handle it in accordance with applicable data protection requirements.

5. How and Why We Use Personal Information

We use personal information only where we have an appropriate lawful basis under the UK GDPR.

The following table summarises our principal processing activities.

PurposeTypical information usedLawful basisResponding to enquiries and preparing quotationsContact and project informationSteps taken before entering into a contract; legitimate interests where appropriateProcessing product ordersContact, delivery and order informationPerformance of a contractProviding garden design, landscaping and planting servicesContact, property and project informationPerformance of a contractProcessing payments and refundsTransaction and payment informationPerformance of a contract; legal obligationsMaintaining accounts and tax recordsInvoice, payment and transaction informationLegal obligationManaging customer relationships and business correspondenceContact and communication recordsContract; legitimate interestsMaintaining website functionality and securityTechnical and security informationLegitimate interests; legal obligations where applicableWebsite analytics and advertising trackingWebsite usage and tracking informationConsent where required for tracking; other lawful bases where applicable to subsequent processingSending marketing communicationsContact details and marketing preferencesConsent or a permitted electronic marketing exception, where applicableManaging complaints and legal claimsRelevant correspondence, contracts and project recordsLegitimate interests; legal obligations where applicablePublishing project photographyImages and associated project informationContract, legitimate interests or consent, as appropriate to the particular use

Where we rely on legitimate interests, these include operating and improving our business, responding to enquiries, maintaining appropriate records, protecting our services and establishing or defending legal claims.

We consider the potential impact on individuals before relying on legitimate interests.

We do not use personal information for purposes incompatible with those described in this policy without identifying an appropriate lawful basis and providing any additional information required by law.

6. Online Payments and Bank Transfers

6.1 Stripe and Squarespace Payments

Customers purchasing through our websites may make payments using Stripe or Squarespace Payments.

These payment providers process information necessary to authorise payments, prevent fraud, process refunds and manage transactions.

Payment providers may act as independent controllers for certain activities and as service providers for others.

Their handling of personal information is also governed by their own privacy policies.

You can review further information at:

6.2 Bank Transfers

Where payment is made by bank transfer, we may receive and retain information such as:

Payer name.
Payment amount.
Payment date.
Transaction reference.
Relevant banking or reconciliation information.

This information is used to identify payments, reconcile accounts, manage refunds where necessary and comply with accounting and taxation obligations.

7. Accounting and Financial Records

We use Xero as part of our accounting and financial record-keeping arrangements.

Information processed through Xero may include:

Customer names and contact details.
Invoices and quotations.
Transaction details.
Payment records.
Credit notes and refunds.
Accounting correspondence.

We use this information to maintain accurate financial records, administer customer accounts and comply with applicable accounting and tax obligations.

Xero's privacy information is available at:

https://www.xero.com/uk/legal/privacy/

8. Email and Business Communications

We use Microsoft email services to manage business correspondence.

Emails may contain personal information relating to:

Enquiries and quotations.
Product orders.
Customer service.
Project arrangements.
Contracts and specifications.
Complaints and aftercare.
Supplier and professional communications.

Email correspondence may be retained where necessary for customer service, contractual administration, accounting, dispute resolution or other legitimate business purposes.

Microsoft may process information on our behalf in connection with the provision and security of its services.

Further information is available at:

https://privacy.microsoft.com/en-gb/privacystatement

9. Customer Records, Storage and Backups

We maintain business and customer records using a combination of our website services, business software and separate storage systems.

9.1 QNAP Storage

Customer and project records are stored on a QNAP network-attached storage system operated separately from our websites.

These records may include:

Customer contact information.
Quotations and contracts.
Garden design drawings and plans.
Project specifications.
Site photographs.
Correspondence.
Relevant invoices and project documentation.

Access to these records is restricted to authorised personnel who require the information for legitimate business purposes.

9.2 Amazon Backup Services

We use Amazon-hosted services to maintain backup copies of relevant business information.

These backups support business continuity, disaster recovery and the protection of records against accidental loss or damage.

Backup information is retained and deleted according to our applicable retention and backup arrangements.

The exact Amazon service, storage region and relevant international transfer safeguards should be confirmed against our account configuration.

9.3 Security Measures

We take appropriate technical and organisational measures to protect personal information.

These measures may include, as appropriate:

Restricting access to authorised personnel.
User authentication and account permissions.
Maintaining appropriate backups.
Applying software and security updates.
Protecting business devices and storage systems.
Using secure connections and reputable service providers.
Reviewing access and security arrangements.

No electronic storage or transmission system can be guaranteed to be completely secure. We nevertheless take reasonable steps appropriate to the risks involved.

10. Cookies, Analytics and Advertising

Our websites use cookies and similar technologies to support website operation, understand visitor activity and, where enabled, measure or deliver advertising.

10.1 Essential Cookies

Some cookies and related technologies are necessary for the operation and security of our websites.

These may support functions such as:

Shopping baskets and checkout.
Security and fraud prevention.
Session management.
Essential website preferences.

Where a cookie is strictly necessary for a service requested by the visitor, consent may not be required.

10.2 Google Analytics

We use Google Analytics to help understand how visitors interact with our websites.

Depending on our configuration and your consent preferences, this may involve collecting information about website visits, page interactions, devices and referral sources.

Analytics information helps us evaluate and improve our website content and services.

10.3 Google Ads

We may use Google Ads technologies to measure advertising effectiveness and, where configured, support advertising and remarketing activities.

These technologies may use cookies or similar identifiers to understand interactions with advertisements and website pages.

10.4 Meta Advertising Technologies

We may use Meta advertising technologies, including the Meta Pixel where installed, to measure advertising performance and support relevant advertising on Meta platforms.

Such technologies may involve sharing website interaction data and identifiers with Meta, subject to applicable consent requirements.

10.5 Your Cookie Choices

Where required by law, we seek consent before using non-essential cookies or similar technologies.

You should be able to refuse non-essential cookies and change or withdraw your consent through the cookie controls provided on the relevant website.

Refusing non-essential cookies should not prevent access to the core functions of our websites.

Further information is available in our Cookie Policy.

The precise cookies, advertising tags and consent controls in use may vary between our two websites. This section must be checked against the live configurations before publication.

11. Marketing Communications

We may occasionally contact customers or subscribers with information about our products, services, projects or relevant offers.

Marketing communications may relate to:

Hedging and specimen trees.
Garden design and landscaping.
Outdoor living products.
Planting services.
New products or relevant promotions.

We send electronic marketing communications only where we have an appropriate lawful basis and comply with the applicable electronic marketing rules.

This may involve your consent or, where the legal requirements are satisfied, the existing-customer marketing exception commonly known as the soft opt-in.

Where we rely on that exception, we provide an appropriate opportunity to opt out when collecting your details and in subsequent marketing messages.

You can opt out of marketing communications at any time by using the unsubscribe facility, where provided, or by contacting us.

We do not treat acceptance of general contractual terms as automatic consent to receive unrelated marketing emails.

12. Photographs, Videos and Project Documentation

As part of our garden design, landscaping and planting services, we may take photographs or videos of projects before, during and after completion.

These may be used for:

Project records.
Design and construction documentation.
Quality assurance.
Aftercare and maintenance information.
Portfolios and case studies.
Website and promotional materials.

Our contractual terms may contain provisions concerning project photography and its use.

However, contractual permission to photograph a project does not remove our obligations under data protection law.

Where photographs or videos contain identifiable individuals, addresses, vehicle registrations or other personal information, we assess the appropriate lawful basis and take account of relevant privacy rights.

Where consent is required for a particular use, we will obtain it separately.

Customers may contact us with questions or objections concerning the use of photographs that contain their personal information.

We may also use photographs that do not identify individuals and therefore do not constitute personal information.

13. Who We Share Personal Information With

We may share relevant information with third parties where necessary for the purposes described in this policy.

These may include:

Squarespace – website hosting, online store functionality and related website services.

Stripe and Squarespace Payments – payment processing and transaction administration.

Xero – accounting and financial record management.

Microsoft – email and business communication services.

Amazon-hosted services – backup storage and related infrastructure.

Google – analytics and advertising services, where enabled.

Meta – advertising measurement and related services, where enabled.

Delivery companies and suppliers – fulfilling product orders and deliveries.

Landscaping subcontractors and professional partners – providing agreed services, where appropriate.

Professional advisers – including accountants, solicitors and other advisers where necessary.

Public authorities and regulators – where disclosure is required or permitted by law.

We share only information reasonably necessary for the relevant purpose.

Where an organisation processes personal information on our behalf, we use appropriate contractual and other safeguards as required by applicable data protection law.

We do not sell customer contact lists to third parties for their independent marketing purposes.

14. International Transfers of Personal Information

Some of the technology providers we use operate internationally or may process personal information outside the United Kingdom.

This can include website, payment, email, accounting, analytics and cloud storage services.

Where personal information is transferred internationally, we will comply with applicable UK data protection requirements.

Depending on the destination and circumstances, appropriate arrangements may include:

UK adequacy regulations.
The UK Extension to the EU–US Data Privacy Framework, where applicable.
The UK International Data Transfer Agreement.
The UK Addendum to the EU Standard Contractual Clauses.
Other lawful transfer mechanisms or exceptions where applicable.

We will assess relevant transfers and safeguards as required by law.

You may contact us for further information about the safeguards applicable to your personal information.

15. How Long We Keep Personal Information

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected, including applicable legal, accounting, taxation, contractual and dispute-resolution requirements.

Retention depends on the nature of the information.

15.1 Enquiries and Quotations

Enquiry and quotation records are retained for a period appropriate to responding to enquiries, managing prospective projects and maintaining reasonable business records.

Where an enquiry does not result in a contract, information is reviewed for deletion or anonymisation when no longer required.

15.2 Customer Orders and Financial Records

Invoices, transaction records and other relevant financial information are retained for the periods required by applicable accounting and taxation legislation.

15.3 Garden Design and Landscaping Project Records

Contracts, drawings, specifications, correspondence and project records may be retained where necessary for aftercare, warranty matters, contractual administration and the establishment or defence of legal claims.

15.4 Marketing Records

Marketing information is retained while there is an appropriate basis to use it.

Where you unsubscribe, we may retain a limited suppression record to ensure that your preferences continue to be respected.

15.5 Website Analytics

Analytics information is retained according to the settings and retention controls applied to the relevant analytics services.

15.6 Backups

Backup copies may continue to exist for a limited period after information is removed from active systems, depending on the backup cycle and retention configuration.

Where a valid deletion request applies, we will take appropriate steps to address information in active systems and backups in accordance with applicable law and technical capabilities.

We periodically review the information we retain and remove or anonymise records when they are no longer required.

16. Your Data Protection Rights

Depending on the circumstances and the lawful basis for processing, you may have the following rights under UK data protection law.

16.1 Right of Access

You can request confirmation of whether we process your personal information and ask for a copy of the information to which you are entitled.

16.2 Right to Rectification

You can ask us to correct inaccurate personal information or complete information that is incomplete.

16.3 Right to Erasure

You can request deletion of your personal information in circumstances where the right applies.

This right is not absolute. We may need to retain certain information to comply with legal obligations or establish, exercise or defend legal claims.

16.4 Right to Restrict Processing

You may ask us to restrict the processing of your personal information in certain circumstances.

16.5 Right to Data Portability

Where the legal requirements are met, you may request certain information in a structured, commonly used and machine-readable format.

16.6 Right to Object

You have the right to object at any time to the processing of your personal information for direct marketing purposes.

You may also object to processing based on legitimate interests in certain circumstances.

16.7 Right to Withdraw Consent

Where we rely on your consent, you can withdraw it at any time.

Withdrawal does not affect the lawfulness of processing carried out before consent was withdrawn.

16.8 Rights Relating to Automated Decisions

You may have rights in relation to certain solely automated decisions that have legal or similarly significant effects on you.

We do not currently intend to use solely automated decision-making of this nature in ordinary customer purchasing or project-management activities.

17. How to Exercise Your Rights

To exercise your data protection rights, contact:

hello@landscapingemporium.co.uk

Please provide enough information to help us identify the records concerned and understand your request.

We may need to verify your identity before disclosing or changing personal information.

We will respond within the period required by applicable data protection law and explain if an extension, exemption or restriction applies.

We do not ordinarily charge a fee for exercising data protection rights, although the law permits fees or refusal in certain limited circumstances.

18. Complaints

If you have concerns about how we handle your personal information, please contact us first so that we can investigate and respond.

You also have the right to complain to the Information Commissioner's Office (ICO), the UK's independent data protection regulator.

Information Commissioner's Office

Website: https://ico.org.uk

Telephone: 0303 123 1113

We encourage you to raise concerns with us directly, but you are not required to obtain our permission before contacting the ICO.

19. Third-Party Websites

Our websites may contain links to websites operated by other organisations.

These websites may have their own privacy notices, cookies and data protection practices.

We recommend reviewing their privacy information before providing personal information.

We are not responsible for the privacy practices of independent third-party websites.

20. Changes to This Privacy Policy

We may update this Privacy Policy to reflect changes in our services, systems, legal requirements or data protection practices.

The current version will be published on our websites with its latest revision date.

Where changes materially affect how personal information is used, we will provide additional information or notification where required by law.

21. Contact Us

For questions about this Privacy Policy, requests concerning your personal information or concerns about our data protection practices, please contact: