Privacy notice
How Swardline Turf Management looks after your personal information. Last updated 8 November 2026.
Who we are
Swardline Turf Management (“we”, “us”) decides how and why your personal information is used, which makes us the “controller” under UK data protection law. Our full business details are on the terms page. You can contact us at Swardlineturf@gmail.com or on 07469 254923.
What we collect, why, and how long we keep it
| When | What we collect | Why, and our legal basis | How long |
|---|---|---|---|
| You send a quote or advice form | Name, postcode, telephone, email, the service you want, lawn length and width, anything you write, and a referral code if you enter one. | To reply, give advice or a quote, and arrange work you ask for. Legal basis: taking steps at your request before a contract, and our legitimate interest in running the business. | 12 months after our last contact if no work goes ahead. |
| You use the refer-a-friend form | Your name and email address, your friend’s first name (which you give us), the code we issue and its dates. | To issue a code, check it when it is used, and give you both your rewards. Legal basis: our legitimate interest in running the referral scheme. | Until the code expires (two years after it is issued), then deleted within 3 months. |
| We do work for you | Name, address, contact details, job details, invoices and payment records. | To carry out the work and keep accounts. Legal basis: contract, and legal obligation for tax and accounting records. | 6 years, as tax and accounting rules require. |
| You phone, email or WhatsApp us | Whatever you send us, plus your number or email address. | To reply and arrange work. Same legal basis as a quote enquiry. | As for quote enquiries, or customer records if work goes ahead. |
| You visit this website | Our web host keeps standard server logs (such as IP address and pages requested). Our forms also keep a short-lived record based on your IP address to stop spam. | Security and spam prevention. Legal basis: our legitimate interest in keeping the site and forms working and safe. | Spam record: about 10 minutes. Server logs: the host’s standard period. |
The website has no user accounts, takes no card payments, and has no analytics, advertising or tracking tools. We do not make decisions about you by automated means.
A friend’s first name
If you refer a friend, you give us their first name. Please only do that if they are happy for you to. We do not contact them ourselves: you pass them the code.
Who we share it with
We do not sell your information or use it for advertising. It is handled for us by: our web host (which runs the website and delivers form emails to us); our email provider (Google, for Gmail); WhatsApp (Meta), if you message us there; and our accountant or HMRC where the law requires. Some of these providers may process information outside the UK, and where they do they rely on approved safeguards.
Cookies
This website does not set cookies for tracking, analytics or advertising. See our cookie policy.
Marketing
We do not send marketing emails or texts. Replies to your enquiry are not marketing. If that ever changes we will only do it if you have opted in, and every message will include a simple way to unsubscribe.
Children
Our website and services are for adults, and our forms ask you to confirm you are 18 or over. We do not knowingly collect children’s information. If you think a child’s details have been sent to us, email Swardlineturf@gmail.com and we will delete them.
Your rights
You can ask us to: tell you what we hold about you and give you a copy; correct anything wrong; delete your information; restrict how we use it; stop using it where we rely on our legitimate interests; or give you a copy in a portable format. Some of these rights have conditions, for example we may need to keep tax records for 6 years. We will reply within one month.
Complaints
If you are unhappy with how we have used your information, tell us first at Swardlineturf@gmail.com, by phone on 07469 254923, or in writing to the address on the terms page. We will acknowledge your complaint within 30 days, look into it without undue delay, and keep you updated and tell you the outcome.
You can also complain to the Information Commissioner’s Office (ICO) at ico.org.uk/make-a-complaint or on 0303 123 1113.
Changes
If we change this notice we will update the date at the top of this page.