What I do with your details.

Last updated 18 September 2026.

Who I am

Green & Gravel is run by me, Austin Coombe, a sole trader based in Loose, Maidstone. I am the "data controller" for anything you give me through this site, by phone, by email or in person. If you want to ask about any of this, email hello@greenandgravel.co.uk or ring 07305 030625.

What I collect and why

When you book a visit the form asks for your name, phone number, email, the day you want, what the visit is for, any photos of the garden you choose to add, and anything you write in the notes box. I use this to turn up on the right day, know roughly what I am looking at, and email you a confirmation.

When you book Christmas lights the form also asks for your address, the install date you want, which package and extras you picked, whether there is safe ladder access and outdoor power, and photos of the front of your house. I use these to check the job can be done and to confirm your booking and price. Your booking is also kept as a row in a Google Sheet in my Google account, so the site can show which install dates are already taken. The site only ever sees the dates, never your details.

When you ring, email or message me I keep what you send and my notes from it so I can quote and do the job.

While I am working for you I hold your address, the quote, the invoice and any photos I take of the work. Photos of your garden only appear on this site or on social media if you have said yes.

Nothing else. There are no cookies, no analytics and no tracking on this site. It does not know who you are until you tell it.

The legal basis

Under UK GDPR I need a reason for holding your details. Mine are: to carry out the contract with you (the quote and the work), my legitimate interest in running the business (keeping records, replying to you, sorting problems), and my legal duty to keep accounting records for HMRC.

Who else sees it

Only the services that make the site and the business work:

• Google. The booking form sends your booking to my Google account, which emails it to me, sends you the confirmation, and keeps Christmas bookings in a Google Sheet. The fonts on the site also load from Google, which sees your IP address when they do.
• The Christmas preview. If you use "See your house lit up", your photo is sent to my preview service, which uses Google's Gemini image AI to make the lit-up picture and sends it back to your screen. I only use your photo to make that preview. Nothing is added to your booking unless you then press Book and send the form.
• Cloudflare. Hosts the site and keeps standard server logs (IP address, browser, pages requested) for security.
• My accountant or accounting software, for invoices, if and when I use one.

I never sell your details or pass them to anyone for marketing. I will only hand them over if the law makes me.

How long I keep it

If you book a visit and it does not turn into a job, I delete the booking within six months. If I do work for you, I keep the quote, invoice and correspondence for six years, because HMRC requires it. Photos of the garden that I have not got permission to show are deleted once the job is done.

Your rights

You can ask me at any time to tell you what I hold about you, correct it, delete it (unless I am legally required to keep it), or stop using it. Email me and I will sort it within a month, usually much faster. If you are not happy with how I have handled your details you can complain to the Information Commissioner's Office at ico.org.uk.

Changes

If I change how I handle details I will update this page and the date at the top.