Privacy Policy

Last updated: 17 July 2026

Ground Mode Ltd (“Ground Mode”, “we”, “us” or “our”) is committed to protecting your privacy and handling your personal information responsibly.

This Privacy Policy explains what personal information we collect, how we use it, who we may share it with and the rights you have when you visit our website, contact us or use our services.

1. Who We Are

Ground Mode Ltd provides professional grounds maintenance, estate management, drainage, vegetation and environmental services to private, commercial and public-sector clients.

Ground Mode Ltd is the data controller responsible for the personal information described in this policy.

2. Information We Collect

We may collect and process the following personal information:

• Your name
• Your email address
• Your telephone number
• Your address, postcode or service location
• Information about your property, grounds or project
• Details submitted through our contact or quotation forms
• Photos, plans, documents or other information you send to us
• Records of correspondence, quotations, contracts and invoices
• Technical information such as your IP address, browser, device and website activity
• Cookie and analytics information, where applicable

3. How We Collect Your Information

We may collect personal information when you:

• Submit an enquiry through our website
• Request a quotation or site visit
• Contact us by telephone, email or social media
• Enter into a contract with us
• Use or browse our website
• Provide information during the delivery of our services

We may also receive information from organisations acting on your behalf, commercial clients, property managers, contractors, suppliers or publicly available sources where it is lawful to do so.

4. How We Use Your Information

We may use your personal information to:

• Respond to enquiries and requests for information
• Prepare quotations and proposals
• Arrange site visits and assessments
• Provide and manage our services
• Communicate with you about ongoing or completed work
• Manage contracts, payments, invoices and accounts
• Maintain customer and supplier records
• Deal with complaints, queries or disputes
• Improve our website, services and customer experience
• Protect our business, website and legal rights
• Meet our legal, insurance, tax and regulatory obligations

5. Our Lawful Bases for Processing

Under UK data protection law, we must have a lawful basis for processing your personal information. Depending on the circumstances, we may rely on:

Contract

We process information where it is necessary to provide a quotation, take steps at your request before entering into a contract, or fulfil a contract with you.

Legitimate interests

We may process information where it is reasonably necessary to operate, manage and improve our business, respond to enquiries, protect our interests and maintain customer relationships, provided those interests are not overridden by your rights.

Legal obligation

We may process information where necessary to comply with legal, accounting, tax, insurance, health and safety or regulatory obligations.

Consent

Where required, we may rely on your consent, including for certain marketing communications or non-essential cookies. You may withdraw your consent at any time.

6. Website Contact Forms

When you submit a form through our website, the information you provide is used to respond to your enquiry, prepare a quotation or provide the services you have requested.

Our website forms may be processed using Formspree or another secure third-party form service. Information submitted through a form may therefore be processed by that provider on our behalf.

Please do not submit sensitive personal information through our website forms unless it is necessary and we have specifically asked you to do so.

7. Cookies and Website Analytics

Our website may use cookies and similar technologies to operate correctly, remember preferences, maintain security and understand how visitors use the website.

Cookies may include:

• Essential cookies: required for the website to function properly.
• Analytics cookies: used to understand website traffic, performance and visitor behaviour.
• Functional cookies: used to remember choices or provide enhanced website features.
• Marketing cookies: used to measure advertising or deliver relevant marketing, where applicable.

Where consent is required, non-essential cookies will only be used after you have made an appropriate choice through our cookie banner or consent tool.

You can also control or delete cookies through your browser settings, although disabling some cookies may affect how the website works.

8. Who We Share Your Information With

We may share your information where necessary with trusted third parties, including:

• Website hosting and maintenance providers
• Contact-form and email service providers
• IT, cloud-storage and software providers
• Payment, banking and accounting providers
• Professional advisers, including accountants, insurers and solicitors
• Employees, subcontractors and suppliers involved in delivering services
• Public authorities, regulators or law-enforcement bodies where required

Third parties processing information on our behalf are expected to protect it and only use it in accordance with our instructions and applicable data protection law.

We do not sell or rent your personal information to third parties.

9. International Data Transfers

Some of our technology or service providers may store or process information outside the United Kingdom.

Where personal information is transferred internationally, we take reasonable steps to ensure appropriate safeguards are in place as required by UK data protection law.

10. How Long We Keep Your Information

We only retain personal information for as long as reasonably necessary for the purposes for which it was collected.

The relevant retention period will depend on the nature of the information, our relationship with you and any legal, accounting, tax, insurance or contractual requirements.

Enquiry information that does not result in work may normally be retained for up to two years. Customer, contract, invoice and financial records may normally be retained for up to seven years after the end of the relevant financial year or business relationship.

Information may be kept for longer where necessary to establish, exercise or defend legal claims.

11. How We Protect Your Information

We use reasonable technical and organisational measures to protect personal information from accidental loss, misuse, unauthorised access, alteration or disclosure.

Access to personal information is limited to people and service providers who reasonably need it for legitimate business purposes.

Although we take appropriate precautions, no method of transmitting or storing information online can be guaranteed to be completely secure.

12. Marketing Communications

We may occasionally contact existing or prospective business customers about services that may be relevant to them where permitted by law.

Where consent is required, we will obtain it before sending marketing communications. You may unsubscribe at any time by using the unsubscribe option provided or by emailing contact@groundmode.co.uk .

13. Your Data Protection Rights

Depending on the circumstances, you may have the right to:

• Request access to the personal information we hold about you
• Request correction of inaccurate or incomplete information
• Request deletion of your personal information
• Request restriction of how your information is used
• Object to certain types of processing
• Request the transfer of information you have provided
• Withdraw consent where processing is based on consent
• Complain about how your information has been handled

These rights are not absolute and may be subject to legal exceptions. We may need to confirm your identity before responding to a request.

To exercise your rights, please email: contact@groundmode.co.uk .

14. Complaints

Please contact us first if you have any concerns about how we use your personal information. We will try to resolve your concern promptly.

You also have the right to complain to the Information Commissioner’s Office, the UK regulator responsible for data protection.

Further information is available from the Information Commissioner’s Office at ico.org.uk .

15. Third-Party Websites

Our website may contain links to websites operated by third parties. We are not responsible for the content, security or privacy practices of those websites.

We recommend reviewing the privacy policy of any external website you visit.

16. Children’s Information

Our website and services are not directed at children, and we do not knowingly collect personal information directly from children through our website.

17. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes to our services, website, suppliers or legal obligations.

Any updated policy will be published on this page with a revised “Last updated” date.

18. Contact Us

For questions about this Privacy Policy, our use of personal information or your data protection rights, please contact: