Privacy Policy

Last updated: 29 September 2026

Refined Landscapes respects your privacy and is committed to protecting your personal data.

This Privacy Policy explains how we collect, use, store and protect personal information when you visit our website, use our enquiry form, contact us about a project, apply for a role, or send us a media enquiry.

Who we are

For the purpose of UK data protection law, Refined Landscapes Ltd is the data controller for personal data collected through this website.

Company number: 11311594 (registered in England and Wales).
Registered office: 7-8 Portmill Lane, Hitchin, Hertfordshire SG5 1DJ.
Studio: Ickleford Manor, Ickleford, Hitchin SG5 3XD.
Privacy contact: info@refinedlandscapes.com or 01462 433337.

Personal data we collect

We collect information you choose to provide through our enquiry form, by email, by telephone or in other direct communication. This may include:

  • Name
  • Email address
  • Phone number
  • Address, postcode or project location
  • Project details, budget range and timing
  • Appointment or consultation preferences
  • Messages, notes, photographs or documents you choose to send
  • Careers information, CVs or portfolio links where you apply or register interest
  • Media enquiry details
  • Any other information you choose to provide

When you visit our website, our hosting provider records limited technical information in its server logs, such as IP address, browser type, the pages requested and the time of the request. This is used to keep the website secure and running, and is not used to build a profile of you.

How we collect your data

We collect personal data when you:

  • Submit the enquiry form on our Contact page
  • Request a consultation, showroom visit or appointment
  • Contact us by email, telephone or social media
  • Send careers information
  • Send a media enquiry
  • Use or browse our website (technical log data only)

How we use your personal data

We use your personal data to:

  • Respond to enquiries
  • Assess whether a project is likely to be a good fit
  • Arrange consultations, showroom visits or appointments
  • Prepare for project conversations
  • Manage design, build and aftercare discussions
  • Respond to careers interest or applications
  • Respond to media requests
  • Maintain business, legal, insurance and accounting records
  • Protect the website and business from misuse, spam or security issues

We do not use your personal data for automated decision-making that produces legal or similarly significant effects, and we do not sell personal data.

We will only send you marketing communications, such as news from the studio, where you have asked to receive them. You can opt out at any time by contacting us or using the unsubscribe link in any such email.

Legal bases for processing

We process personal data only where we have a lawful basis to do so.

Enquiries, bookings and project conversations. We process this data to take steps at your request before entering into a contract, to provide our services, and for legitimate business administration.

Project and client administration. Where a project proceeds, we process relevant data to perform our contract with you, manage communication, keep records and deliver the agreed service.

Careers enquiries. We process careers information to consider employment, subcontractor or collaboration opportunities, either to take steps before entering into a contract or under our legitimate interests in recruitment.

Media enquiries. We process media enquiry data under our legitimate interests in managing press, publication and brand enquiries.

Marketing communications. We process this data with your consent, which you can withdraw at any time.

Legal and accounting records. We may process and retain certain data where necessary to meet legal, tax, accounting, insurance or regulatory obligations.

Cookies and similar technologies

This website sets one cookie of its own, which remembers your cookie choices. With your consent, we use Google Analytics 4 to understand how the website is used; we do not use advertising cookies. Two third-party services may store information on your device: the films on our pages, hosted by YouTube in its privacy-enhanced mode, and the Google map on our Showroom page, which loads only once you allow it. The enquiry form on our Contact page runs on our own website. Full details, and how to change your choices, are in our Cookie Policy.

Who we share personal data with

We share personal data with a small number of service providers where needed to operate the website, manage enquiries, deliver services or meet legal obligations:

  • Our website hosting provider, which stores the website and its server logs
  • Our customer relationship platform (GoHighLevel, also known as LeadConnector), which stores the enquiries you send us
  • Our email provider, through which we correspond with you
  • Professional advisers such as accountants, insurers and legal advisers, where relevant
  • Regulators, public authorities or courts where legally required

Service providers process personal data only for the purposes we instruct and are required to protect it appropriately. Where a provider stores data outside the United Kingdom, we rely on the safeguards recognised under UK data protection law, such as adequacy regulations or standard contractual clauses.

How long we keep personal data

We keep personal data only for as long as reasonably needed for the purpose it was provided, or where required for legitimate business, legal, insurance, accounting or tax records.

Indicative retention approach:

  • General enquiries: retained for as long as needed to manage the enquiry and any follow-up, and reviewed after two years.
  • Project enquiries that progress: retained as part of project and client records for the life of the project and the period afterwards required for guarantees, insurance and accounting.
  • Careers information: retained only for as long as reasonably needed to consider the opportunity, unless you agree that we may keep it for future roles.
  • Media enquiries: retained for as long as needed to manage the enquiry and any related communication.
  • Marketing preferences: retained until you opt out or ask us to remove them.
  • Legal and accounting records: retained for the period required by law, normally six years.

How we protect your data

We take reasonable technical and organisational steps to protect personal data against unauthorised access, loss, misuse, alteration or disclosure. This includes secure hosting with encrypted connections, access controls and password protection, keeping software up to date, limiting staff access to what is needed, and choosing providers with appropriate safeguards.

No website, form or email transmission is completely secure. Please avoid sending sensitive or unnecessary confidential information through website forms.

Your rights

You have rights under UK data protection law. You can request:

  • Access to the personal data we hold about you
  • Correction of inaccurate or incomplete data
  • Deletion of your data in certain circumstances
  • Restriction of processing in certain circumstances
  • Portability of your data in certain circumstances
  • Objection to certain processing
  • Withdrawal of consent where processing is based on consent

To exercise your rights, email info@refinedlandscapes.com. We may need to verify your identity before responding to certain requests, and we aim to respond within one month.

Complaints

Please contact us first if you have a concern about how we handle your personal data. You also have the right to raise a concern with the Information Commissioner’s Office (ICO) at ico.org.uk or on 0303 123 1113.

Links to other websites

Our website contains links to third-party websites, including social media platforms, map services, publications and partner websites. We are not responsible for the privacy practices or content of those websites. You should read their privacy policies before providing personal data to them.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time. The latest version will be published on this page with the date of the most recent update.