Privacy Policy

1. Who we are

Mark Miller Landscapes Limited (“we”, “us”, “our”) is a garden design, landscape construction and planting company based in Edinburgh. We are registered in Scotland under company number SC560499.

We are the “controller” of the personal information described in this policy, which means we decide how and why it is used. This policy explains how we handle it under the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and the Privacy and Electronic Communications Regulations 2003 (PECR).

You can contact us about anything in this policy at enquiries@markmillerlandscapes.co.uk or on 0131 332 7534.

2. Information we collect

Information you give us

When you use our contact form, email, phone or message us, we collect the details you choose to share. This usually includes your name, email address, telephone number, the address or general location of the garden, the type of project, how you found us and your message.

If you become a client we also hold the information needed to carry out and invoice the work: site details, photographs, measurements and drawings of your garden, quotations, contracts, correspondence and payment records. We do not take card payments through this website.

Information collected automatically

When you visit this website our website host receives basic technical information such as your IP address, browser type, device and the pages you view. See the section on cookies below.

Information from other sources

Sometimes we receive your details from an architect, designer, neighbour or previous client who has recommended us, or we look at publicly available sources such as planning portals where this is relevant to your project.

Please do not include sensitive information, such as health details, in your enquiry unless it is needed for the work (for example, access requirements).

3. How we use your information

We only use personal information where the law allows. The main reasons are:

• To reply to your enquiry, arrange a visit and prepare a design, quotation or proposal. This is necessary to take steps at your request before entering into a contract, and is in our legitimate interests.

• To carry out a contract with you: designing, building, planting or maintaining your garden, keeping in touch about the work and invoicing you.

• To keep accounts and tax records and meet our other legal obligations, including health and safety and insurance requirements.

• To run, secure and improve this website and to protect our business from misuse. This is in our legitimate interests.

• To send you news or updates about our work, only where you have asked for them or otherwise agreed. You can withdraw your consent at any time and we will stop.

• To share photographs of finished gardens on our website or social media, only with your permission.

We do not use your information for automated decision-making or profiling.

4. Who we share it with

We do not sell your personal information. We share it only where it is needed and only with:

• subcontractors, suppliers and delivery companies who need your name, contact details and site location to carry out or supply your project;

• professionals you have asked us to involve, such as surveyors, engineers, planning consultants or other designers;

• our accountants, insurers and legal advisers;

• service providers who host our website, email and files;

• regulators, the police or other authorities where the law requires us to.

Anyone who handles your information for us is required to keep it secure and to use it only on our instructions.

5. Transfers outside the UK

Some of our service providers, including our website host, may process information outside the UK. Where this happens we make sure an appropriate safeguard is in place under UK law, such as an adequacy decision, the UK International Data Transfer Agreement or the UK Addendum to the EU standard contractual clauses.

6. How long we keep it

• Enquiries that do not lead to work: up to 12 months after our last contact.

• Client records such as contracts, drawings, quotations and invoices: six years after the project ends, and for longer only where we need them to deal with a defect claim or legal dispute.

• Marketing preferences: until you ask us to stop.

• Photographs of your garden that we publish with your permission: until you withdraw that permission. We cannot recall anything already printed or shared, but we will remove it from our own website and social media channels.

7. Photographs of our work

We photograph our work and may show it on our website and social media. We will not publish images that identify you or show your home’s exact location without asking you first, and we will only refer to the general area of a project.

8. Cookies

This website does not use advertising or tracking cookies. Our website host may collect basic, anonymous statistics about visits to the site that do not rely on cookies. If we ever add anything that does set non-essential cookies, we will ask for your consent first and update this policy.

You can block or delete cookies in your browser settings at any time. Blocking essential cookies may affect how parts of the site work.

9. Your rights

Under UK data protection law you have the right to:

• be told how your information is used and to ask for a copy of it;

• have inaccurate information corrected;

• ask us to erase your information in certain circumstances;

• ask us to restrict how we use it;

• object to us using it where we rely on legitimate interests, and to any direct marketing;

• receive the information you gave us in a portable format, where we use it under a contract or with your consent;

• withdraw your consent at any time where we rely on it.

To use any of these rights, contact us using the details in section 1. We will normally respond within one month and will not charge a fee unless a request is clearly unfounded or excessive. We may need to confirm your identity first.

10. Keeping your information secure

We take sensible technical and organisational steps to protect personal information, including limiting access to the people who need it. No method of sending or storing information is completely secure, so we cannot guarantee absolute security. If a breach puts your rights at risk we will tell you and the Information Commissioner’s Office where the law requires it.

11. Links to other sites

This website links to third-party sites, such as our Instagram and Facebook pages. We are not responsible for how those services handle your information, so please read their privacy notices.

12. Children

Our website and services are not aimed at children, and we do not knowingly collect information from anyone under 16. If you believe a child has given us their details, please contact us and we will delete them.

13. Complaints

If you are unhappy with how we have handled your information, please contact us first so that we can put it right. You also have the right to complain to the Information Commissioner’s Office (ICO), the UK data protection regulator, at ico.org.uk/make-a-complaint or on 0303 123 1113.

14. Changes to this policy

We may update this policy from time to time. The latest version will always be on this page, with the date it was last updated shown above.

15. Contact

Mark Miller Landscapes Limited, 13 Rutland Street, Edinburgh, EH1 2AE. Email enquiries@markmillerlandscapes.co.uk or call 0131 332 7534.