Privacy policy
This page explains what Leisure Grounds Maintenance Kent Ltd does with personal information, in plain English. There is one place on this website where we collect anything about you, and that is the enquiry form.
Last updated 21 October 2026.
1. Who we are, and who is responsible
The data controller is Leisure Grounds Maintenance Kent Ltd, a company registered in England and Wales, company number 17091044. Controller means we are the ones who decide what is collected and what happens to it, and we are answerable for it.
Our registered office is 35 Coxhill Gardens, River, Dover, Kent CT17 0PX.
Questions about this policy, and any request about your own information, go to nathan@lgmltd.co.uk.
We have not appointed a data protection officer, and we are not required to: we are not a public authority, we do not monitor people on a large scale, and we hold no special category information as part of our business.
2. What we collect, and when
Nearly all of it comes from you, in one place. The enquiry form asks for five things, and each one is required, because an enquiry we cannot answer helps nobody.
- Your name
- So we know who we are speaking to, and who to ask for when we ring.
- Email address
- To send you the written schedule of works and the price, and to confirm the time of the site visit.
- Phone number
- Site visits are almost always arranged by phone. It is far quicker than five emails about a Tuesday.
- Site postcode
- To work out where the site is and whether we can get to it on a sensible round. It is the postcode of the ground, not necessarily of you.
- What you need
- A short description of the work, so we bring the right specification with us.
Whatever you write in the “What you need” box comes to us, so please treat it as you would an email: do not include anything about a person’s health, or anything else sensitive about somebody, and never send us a password or a payment detail.
If you telephone, write or email us instead, we hold whatever you choose to tell us in that message. There are no accounts on this website, no shop, and no visitor database. Nothing you type into the form is stored on the website itself.
Separately, the company that hosts the website processes a small amount of technical information automatically each time a page is requested, such as the internet address the request came from and the type of browser. That is how a web server delivers a page and defends itself from attack. We do not use it to identify you, we do not build a profile from it, and we do not combine it with your enquiry.
3. Why we use it, and our lawful basis
The law requires us to have a lawful basis for using your information. For an enquiry, ours is legitimate interests, Article 6(1)(f) of the UK GDPR.
The interest is our interest in running a grounds maintenance business by answering the people who ask us to price or to look at a site. We cannot answer an enquiry without using the contact details in it, so the processing is necessary for that interest rather than merely convenient.
We have weighed that against your rights, which is what the law asks of us. You gave us the details yourself, for this purpose, so hearing back from us is exactly what you expect. We ask for nothing beyond what an answer needs. We use it for nothing else. And you can object at any time, in which case we stop, as set out in section 9.
If work follows, we process the same details to perform the contract, Article 6(1)(b), and to meet legal obligations such as keeping accounting records, Article 6(1)(c).
We do not add enquirers to a mailing list, and we send no marketing emails, texts or automated calls. If that ever changes we will say so here first and give you a way to refuse before anything is sent.
4. What we do with it
We use what you send us to:
- contact you to arrange a time to walk the site
- prepare a written schedule of works, visit frequencies and a price
- answer the question you actually asked
- keep a record of what we quoted and what was agreed
- where work follows, plan the visits, raise invoices and keep the records we are obliged to keep
We do not profile you, we do not score you, we do not track you across other websites, and we do not use your information to advertise to you.
5. How your enquiry reaches us
The enquiry form saves nothing on this website and there is no database behind it. When you press the button, your answers go to Web3Forms, a form delivery service, which passes them straight on to our own email inbox. Web3Forms is our processor: it handles your message to deliver it, on our instructions, and for no purpose of its own. From that point your enquiry sits in our mailbox like any other email, and the periods in section 6 apply to it.
The form also carries one hidden field that is never shown to you. It exists to catch automated spam, which fills in fields people cannot see. If you are a person completing the form normally it stays empty and records nothing about you.
6. How long we keep it
We do not keep things indefinitely, and we would rather give you a period than a vague promise.
- Enquiries that do not lead to work: 12 months from your last contact with us. Grounds maintenance runs on an annual cycle, and a site we priced in one season is often picked up in the next.
- Customers: for the length of the contract, then six years after the end of the financial year in which it ends. That period comes from the time limit for a claim under a contract and from the records HMRC requires us to keep.
At the end of a period we delete the information or strip anything that identifies a person from it.
8. Sending information outside the UK
Some of the suppliers above are based outside the United Kingdom or use servers outside it, so your information may be transferred abroad. Where it is, we rely on one of two protections recognised by UK law: adequacy regulations, which are the government’s finding that a country protects information to an equivalent standard, or the International Data Transfer Addendum to the European Commission’s standard contractual clauses. If you want to know which applies to a particular supplier, ask us and we will tell you.
9. Your rights
These are yours by law, and using one costs you nothing.
- To be informed
- To know what we do with your information, which is what this page is for.
- Access
- To ask for a copy of the personal information we hold about you.
- Rectification
- To have anything inaccurate corrected, and anything incomplete completed.
- Erasure
- To ask us to delete it. We can refuse only where the law requires us to keep it, such as accounting records for a job we invoiced.
- Restriction
- To ask us to pause using it, for instance while a dispute about its accuracy is sorted out.
- Portability
- To receive the information you gave us in a machine readable form. This applies where we process it by automated means under a contract or with your consent, so it will rarely bite on a simple enquiry.
- To object
- To object to us using your information under legitimate interests. Tell us and we stop, unless we can show compelling grounds that override your interests. You can object to direct marketing at any time and we must always stop, although we do not send any.
- Automated decisions
- Not to be subject to a decision made only by a machine. We make none. A person reads every enquiry.
To use any of them, email us at the address in section 1. We answer within one month. If a request is complicated we may need up to two further months, and we will tell you inside the first month if that happens and why. We may ask you to confirm who you are before we send personal information out, which protects you rather than us.
If you are asking on behalf of somebody else, please tell us who you act for and send us their authority.
10. Complaining to the ICO
If something has gone wrong, please tell us first, because we would rather put it right than have you chase it. You do not have to, though. You can complain directly to the Information Commissioner’s Office, the United Kingdom’s independent regulator for data protection.
Information Commissioner’s Office
Wycliffe House, Water Lane
Wilmslow, Cheshire SK9 5AF
Helpline 0303 123 1113
ico.org.uk/make-a-complaint
Complaining to the ICO is free, and it takes nothing away from any other right you have, including your right to go to court.
12. Keeping it safe
The site is served over an encrypted connection, and your enquiry is sent over one. Access to the inbox is limited to the people who need it to do their job. No transmission over the internet can be guaranteed completely secure, so we will not pretend otherwise, but we take these steps and we review them when anything changes.
13. Children
This website is written for people responsible for a site: managing agents, facilities managers, bursars, housing officers and employers. It is not aimed at children and we do not knowingly collect information about them. If you believe we hold information about a child, tell us and we will delete it.
14. Other websites we link to
Where we link to another website, for example the Environment Agency public register so you can check our waste carrier registration for yourself, that site is run by somebody else. Once you leave this one, their privacy policy applies and not ours. We have no control over what they collect.
15. Changes to this policy
We will update this page when what we do changes, and the date at the top tells you when it last did. If a change materially affects you we will make that obvious here rather than bury it. When our full website replaces this page, it will carry its own privacy policy, and if it adds any kind of cookie or tag we will ask for your choice before anything is set.
16. How to contact us
By email, which is the quickest route for anything about your own information: nathan@lgmltd.co.uk.
By post, to Leisure Grounds Maintenance Kent Ltd at the registered office given in section 1. If you write, please put a return email address or phone number in the letter so we can answer quickly.
If your question is about a site rather than about data protection, the enquiry form is the better place to start.