1. Who we are
Stonemoor Groundworks (“we”, “us”, “our”) is the data controller for the personal information described in this notice. That means we decide what is collected and what it is used for, and we are responsible for looking after it.
| Name | J. Stonemoor, trading as Stonemoor |
|---|---|
| Business address | Brimsmore Yard, Yeovil, Somerset BA21 3AA |
| ICO registration | not registered - Stonemoor Groundworks is not a real business |
| Contact for privacy | privacy@example.co.uk |
This notice covers everyone we hold information about through this website and our work: people who contact us, customers, and people whose details a customer gives us.
If somebody else gave us your details. Sometimes a customer gives us information about another person — a partner, a neighbour, someone who will be at the property when we arrive. If that is you, everything in this notice applies to you too, including all of the rights in section 9. Contact us and we will tell you exactly what we hold.
2. What information we collect
We try to collect as little as possible, and only what we actually need. How much we hold depends entirely on how much you deal with us.
If you contact us
- Your name and the contact details you give us — email address and telephone number.
- The address of the property or site your enquiry is about.
- Whatever you write in the message box. That is entirely up to you, and people often include far more than we ask for. We only keep what is relevant to your enquiry.
- A record of the exchange — emails, notes of calls, and what was agreed.
If you become a customer
- Everything above, plus the details needed to do the work and get paid.
- Address, access arrangements, and any practical details you tell us about the property.
- Quotes, invoices, payment records and correspondence.
We do not ask for sensitive information — anything about your health, beliefs, ethnic origin, sex life or criminal record — and you should not send it to us. If it reaches us anyway, in a message box or a conversation, we delete it unless there is a clear reason to keep it, and we will tell you if there is.
3. How we get it
- From you, almost always — the form on this website, an email, a phone call, a conversation on site.
- From someone acting for you, such as a family member, a landlord or a managing agent.
- From publicly available sources, such as Companies House, where we need to check who we are dealing with.
4. Why we use it, and our lawful basis
The law says we must have a specific reason — a “lawful basis” — for every use of your information. Ours are below.
| What we use it for | Lawful basis |
|---|---|
| Replying to your enquiry and preparing a quote | Steps taken at your request before entering into a contract |
| Doing the work you have asked us to do | Performance of our contract with you |
| Invoicing, accounts and tax records | Legal obligation |
| Keeping a record of the work in case of a later query, guarantee claim or dispute | Legitimate interests — being able to answer for what we did |
| Keeping this website working and secure | Legitimate interests — network and information security |
Where we rely on legitimate interests, we have weighed our interest against your rights and concluded that ours does not override them. You can ask us to explain that, and you can object — see section 9.
6. Where it is kept, and transfers outside the UK
Some of our suppliers store or process information outside the UK, in the United States and the European Union. Where that happens the transfer is protected — either because the destination has UK adequacy status, or under the International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses, supported by a transfer risk assessment. Ask us and we will tell you which supplier, which country, and which safeguard applies.
7. How long we keep it
We keep information for as long as we have a reason to, and then delete it. “As long as necessary” on its own is not an answer, so here is what we actually do.
| Record | Kept for | Why that long |
|---|---|---|
| An enquiry that did not lead to work | 12 months | Long enough to recognise you if you come back |
| Customer records, quotes and correspondence | 6 years after the last work we did for you | The period in which a claim about the work could still be brought against us |
| Invoices and accounting records | 6 years from the end of the accounting period | HMRC requires it |
When a period ends we delete the information, or strip out anything that identifies you so that what is left cannot be traced back.
8. How we protect it
We use reputable suppliers, we keep accounts protected with strong passwords and two-factor authentication, and access is limited to the people who need it. Devices are kept up to date and encrypted. Paper — job sheets, signed quotes — is kept somewhere locked and destroyed securely when it is no longer needed.
If something does go wrong and your information is exposed, we will assess it straight away. Where it is likely to put you at risk, we must report it to the Information Commissioner’s Office within 72 hours of becoming aware, and where the risk to you is high we will tell you directly.
We will never ask you to change bank details by email
If you get a message that looks like it is from us asking you to pay into a different account, treat it as fraud. Ring us on 01632 960421 — the number on this website, not the one in the message — and check.
9. Your rights
You have the following rights over your information. They are free to use, and we will respond within one month. If a request is especially complex we may take up to two months longer, and we will tell you within the first month if that is going to happen.
- Access — a copy of what we hold about you, and an explanation of what we do with it.
- Correction — we will fix anything inaccurate or incomplete.
- Erasure — deletion, where we no longer have a good reason to keep it. This one has limits: we cannot delete an invoice HMRC requires us to keep, and we will say so rather than quietly not doing it.
- Restriction — to have us stop using it while something is being sorted out.
- Portability — a copy in a machine-readable format, of information you gave us, where we hold it by consent or under our contract.
- Objection — to any use we base on our legitimate interests. For direct marketing you can object at any time and we must stop, with no argument and no exceptions.
- Withdrawing consent — wherever we rely on your consent you can take it back. That does not make anything we did beforehand unlawful.
Ask using the details in section 13. Two practical points, both of which are how the law now works:
- We may ask you to confirm who you are first, so that we do not hand your information to somebody else.
- If we genuinely need you to narrow down what you are asking for, we can ask, and the clock pauses until you reply. Our search has to be reasonable and proportionate — not every conceivable place your name might appear.
10. Complaining about your information
You can complain to us about anything we do with your personal information, and we would rather you did than not. It is the fastest way to get something put right.
| How | Email privacy@example.co.uk, write to the address in section 13, or ring 01632 960421 and say it is about your personal information |
|---|---|
| What happens next | We will acknowledge your complaint within 30 days of receiving it |
| Then | We will look into it, keep you informed while we do, and tell you the outcome — including where we think we have done nothing wrong, and why |
You can also complain to the Information Commissioner’s Office, the UK's data protection regulator, at any point: ico.org.uk/make-a-complaint, or 0303 123 1113.
You do not have to come to us first, and complaining to us does not take away your right to go to them afterwards.
12. Automated decisions
We do not make decisions about you by automated means. Everything is decided by a person.
13. Changes, and how to contact us
This notice was last updated on 12 September 2026, and it is version 1.0. We review it at least once a year, and whenever we change how we work.
If a change materially affects what we do with your information, we will contact you about it rather than leaving you to notice. Older versions are available on request.
For anything in this notice — a question, a request, or a complaint:
| privacy@example.co.uk | |
| Telephone | 01632 960421 |
| Post | Stonemoor Groundworks, Brimsmore Yard, Yeovil, Somerset BA21 3AA |