Privacy
Policy

1. Who We Are

Clearcut Tree Surgery Ltd is a private limited company registered in England and Wales.

We are the data controller for personal information collected through this website. This policy explains what data we collect, why we collect it, how we use it and your rights in relation to it.

2. What Data We Collect

We collect personal data in the following ways:

Contact form submissions

When you fill in a quote request or contact form on this website, we collect:

• Your name
• Your email address
• Your telephone number
• Your address or postcode (if provided)
• The details of your enquiry

Telephone enquiries

When you call us, we may note your name, telephone number and the nature of your enquiry in order to follow up and provide a quote.

Website usage data

Like most websites, we may collect anonymised information about how visitors use this site — including pages visited, time spent on the site, and general geographic location. This is collected through cookies and analytics tools (see Section 6).

3. Why We Collect Your Data and Our Legal Basis

Purpose	Data used	Legal basis
To respond to your enquiry and provide a quote	Name, email, phone, address, enquiry details	Legitimate interests — you contacted us requesting a service
To arrange and confirm site visits and works	Name, phone, address	Contract performance
To send follow-up communications relating to your enquiry	Name, email, phone	Legitimate interests
To maintain records of completed work for legal and insurance purposes	Name, address, work details	Legal obligation and legitimate interests
To understand how the website is used and improve it	Anonymised usage data	Legitimate interests

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

4. How We Use Your Data

We use your personal data only for the purposes described in Section 3. Specifically:

• To contact you in response to your enquiry — by phone, email or both, as appropriate
• To arrange a free site visit and provide a written quote
• To schedule and carry out any agreed tree surgery work
• To keep basic records of work completed for insurance and legal compliance purposes

We will not send you unsolicited marketing emails. We will not add you to any mailing list without your explicit consent.

5. Who We Share Your Data With

We do not sell your personal data to third parties. We may share limited data with the following categories of recipient where necessary:

• Our IT and website service providers — the platform hosting this website and the contact form plugin (Contact Form 7) process form submissions on our behalf. They act as data processors and are bound by appropriate data processing agreements.
• Planning authorities — if we manage a TPO application or Conservation Area notification on your behalf, we will submit your name and property address to the relevant planning authority (Dorset Council, BCP Council, NFDC, NFNPA, Eastleigh Borough Council, Test Valley Borough Council, Southampton City Council or Wiltshire Council) as required by law.
• Our insurers — in the event of an insurance claim, relevant details may be shared with our insurer.

All third parties we work with are required to handle your data securely and in accordance with data protection law.

6. Cookies and Analytics

This website may use cookies — small text files stored on your device — to help us understand how visitors use the site. We may use Google Analytics or similar tools to collect anonymised data about site usage including pages visited and session duration. This data does not identify you personally.

You can control cookies through your browser settings. Most browsers allow you to refuse cookies or delete them at any time. Disabling cookies will not prevent you from using the site or submitting enquiries.

7. How Long We Keep Your Data

Data type	Retention period	Reason
Enquiry and quote records (no work carried out)	12 months from enquiry	In case you return with the same enquiry
Records of completed work	6 years from completion	Insurance and legal requirements
Financial records (invoices)	7 years	HMRC legal requirement
Website analytics data	26 months (anonymised)	Standard Google Analytics retention

After the applicable retention period, your data will be securely deleted or anonymised.

8. Your Rights

Under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, you have the following rights in relation to your personal data:

• Right of access — you can request a copy of the personal data we hold about you
• Right to rectification — you can ask us to correct inaccurate data
• Right to erasure — you can ask us to delete your data in certain circumstances
• Right to restrict processing — you can ask us to limit how we use your data
• Right to data portability — you can ask for your data in a portable format
• Right to object — you can object to processing based on legitimate interests

To exercise any of these rights, contact us at 01202 022560 or in writing at our registered address (89 Commercial Road, Bournemouth, BH2 5RR). We will respond within one month.

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) if you believe your data has been handled unlawfully. The ICO can be contacted at ico.org.uk or by telephone on 0303 123 1113.

9. How We Protect Your Data

We take reasonable technical and organisational measures to protect your personal data against unauthorised access, loss or disclosure. These include:

• Secure HTTPS encryption on this website
• Access to personal data limited to those who need it to carry out their role
• Secure deletion of data no longer required

No method of transmission over the internet is 100% secure. If you have concerns about the security of information you've submitted to us, please contact us directly.

10. Third-Party Links

This website may contain links to third-party websites — for example, Google Maps or review platforms. We are not responsible for the privacy practices of those sites and recommend you review their own privacy policies before submitting any personal information to them.

11. Changes to This Policy

We may update this privacy policy from time to time. The current version will always be available at this URL. The date at the top of this page indicates when it was last reviewed.

12. Contact Us

If you have any questions about this privacy policy or how we handle your data, please contact us: