Privacy Policy

Effective date: 28 July 2026

This Privacy Policy explains how RidgeOak Property Maintenance (“RidgeOak”, “we”, “us” or “our”) collects, uses, stores, shares and protects personal information.

It applies when you visit ridgeoak.co.uk, request a quotation, use our online quotation calculator, upload photographs, contact us, become a customer, supply goods or services to us, or otherwise interact with our business.

RidgeOak Property Maintenance is the data controller responsible for deciding how and why your personal information is processed.

1. Who we are

RidgeOak Property Maintenance provides property and outdoor maintenance services, including gardening, fencing, landscaping, guttering, roof cleaning, jet washing, brickwork, repairs and related installation services.

RidgeOak Property Maintenance
Website: ridgeoak.co.uk
Email: contact@ridgeoak.co.uk
Telephone: 01707 243173

2. Personal information we collect

The personal information we collect depends on how you interact with us.

Identity and contact information

Name
Email address
Telephone number
Postal or property address
Billing address, where applicable

Quotation and service information

The services you are interested in
Property type and property details
Measurements, quantities and job specifications
Condition of the property or work area
Your preferred appointment or service date
Online quotation-calculator selections and results
Information provided during surveys or site visits
Information about access, parking or site restrictions

Photographs and files

You may provide photographs, videos, plans or other files showing your property, garden, roof, fence, driveway, work area or items requiring maintenance.

These files may contain personal information, including images of people, vehicle registration numbers, neighbouring properties, addresses or other identifiable details.

Communication information

Emails, telephone calls and messages
Contact-form submissions
Quotation enquiries
Customer feedback, complaints and reviews
Records of appointments and service discussions

Transaction and financial information

Quotation and invoice details
Payments made and amounts outstanding
Payment references
Refund and cancellation information
Limited financial information required for bookkeeping

We do not normally store complete debit or credit card details. Payments handled by banks or payment providers are subject to the provider’s own privacy practices.

Website and technical information

IP address
Browser type and version
Device type and operating system
Approximate geographic area
Pages viewed and time spent on the website
Referral source
Cookie preferences and consent records
Website security and error-log information

3. How we collect personal information

We may collect personal information:

Directly from you when you contact us.
When you complete a website or quotation form.
When you use our online quotation calculator.
When you upload photographs or other files.
During a telephone call, email or message exchange.
During a site visit, survey or appointment.
When you accept a quotation or purchase a service.
When you leave feedback or a review.
Automatically through cookies, logs and similar technologies.
From another person acting on your behalf, such as a family member, landlord, tenant, managing agent, contractor or representative.
From publicly available sources where lawful and necessary, such as business directories or public property information.

4. How and why we use your information

Purpose	Information used	Lawful basis
Responding to enquiries and preparing quotations	Identity, contact, property, service, measurement, communication and photograph information	Taking steps at your request before entering a contract; legitimate interests in responding to enquiries and operating our business
Providing an online quotation or indicative price	Service selections, measurements, property details and calculator responses	Taking steps at your request before entering a contract; legitimate interests in providing an efficient quotation service
Arranging surveys, appointments and site visits	Name, address, contact information, availability, access details and service requirements	Taking steps before entering a contract or performing a contract
Providing property-maintenance services	Identity, contact, property, service, quotation, appointment and communication information	Performance of a contract
Managing payments, invoices, refunds and accounts	Identity, contact, transaction, invoice and payment-reference information	Performance of a contract; compliance with legal obligations
Keeping tax, accounting and business records	Customer, supplier, transaction, invoice and payment information	Compliance with legal obligations
Handling complaints, disputes, insurance matters and legal claims	Relevant customer, service, communication, photograph, transaction and property information	Legitimate interests in protecting our legal rights and resolving disputes; legal obligation where applicable
Preventing fraud, misuse, spam and security incidents	Contact, technical, website, device and communication information	Legitimate interests in maintaining the security and integrity of our website and business
Maintaining and improving our website, calculator and services	Technical, usage, feedback and service information	Legitimate interests; consent where non-essential cookies or similar technologies are used
Sending marketing communications	Name, contact information, service interests and marketing preferences	Consent, or legitimate interests where permitted by applicable direct-marketing rules
Publishing customer reviews or project photographs	Review content, name or initials, project details and photographs	Consent, where an individual or identifiable private property is featured

Where we rely on legitimate interests, we consider whether our use of the information is necessary, proportionate and reasonably expected, and whether your rights override our interests.

5. Online quotation calculator

Our website may provide an online calculator that generates an estimated or indicative quotation based on the information you enter.

Calculator results are not necessarily a final binding quotation. Final pricing may depend on a site inspection, accurate measurements, access, materials, hidden conditions, waste, safety requirements and the actual scope of work.

Where the calculator produces a result automatically, this is used to assist your enquiry and our quotation process. It does not normally produce a legal or similarly significant decision about you without human involvement.

6. Photographs and property information

Photographs and property information submitted with an enquiry are used to understand the work required, assess access and condition, prepare quotations, plan services, keep service records and manage disputes or insurance matters.

Please avoid uploading unnecessary images of people, children, documents, vehicle registrations, security systems or neighbouring properties.

We will not use identifiable customer photographs for advertising, social media, case studies or portfolio purposes without an appropriate lawful basis. Where consent is required, we will ask for it separately.

7. Marketing communications

We may contact you about RidgeOak services where you have requested information, provided marketing consent or where applicable law allows us to contact an existing customer about similar services.

You can unsubscribe or object to direct marketing at any time by:

Using an unsubscribe link in a marketing email.
Emailing contact@ridgeoak.co.uk .
Calling 01707 243173 .

We may keep a minimal suppression record to ensure we respect your request not to receive further marketing.

8. Cookies and website technologies

Our website uses cookies and similar technologies to provide essential functionality, remember consent preferences, maintain security and, where accepted, measure website usage or marketing performance.

Non-essential cookies should not be used unless you provide consent through our cookie banner.

More information is available in our Cookie Policy.

9. Who we may share information with

We may share personal information only where reasonably necessary with:

Employees, authorised workers and subcontractors.
Suppliers and material providers.
Waste carriers and disposal providers where relevant.
Website-hosting and technical-support providers.
Email, communications and form-processing providers.
Cloud-storage and business-software providers.
Accountants, bookkeepers and professional advisers.
Banks and payment-service providers.
Insurers, loss adjusters and claims handlers.
Analytics and advertising providers, where you have consented.
Government departments, regulators and law-enforcement bodies.
Courts, solicitors or other parties involved in establishing, exercising or defending legal claims.
A buyer, successor or adviser involved in a proposed sale, restructuring or transfer of the business.

Service providers acting on our behalf may use personal information only for the agreed services and must protect it appropriately.

We do not sell your personal information.

10. International data transfers

Some service providers, including website, analytics, email, communications or software providers, may process information outside the United Kingdom.

Where a restricted international transfer takes place, we will take appropriate steps required by UK data-protection law. These may include relying on UK adequacy regulations, approved contractual safeguards, the UK International Data Transfer Agreement, the UK Addendum to approved standard contractual clauses, or another lawful transfer mechanism.

You may contact us for further information about the safeguards relevant to your personal information.

11. How long we retain personal information

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected, including legal, accounting, taxation, insurance and dispute-resolution requirements.

Information	Typical retention period
Enquiries that do not become customers	Usually up to 24 months after the last meaningful contact
Quotations and related photographs	Usually up to 24 months after the quotation expires or the last contact, unless needed for a continuing matter
Customer contracts, service records and communications	Usually up to six years after completion of the service or termination of the relationship
Invoices, payment and tax records	Normally retained for the period required by applicable tax and accounting law
Complaints, disputes, claims and insurance records	For as long as necessary to resolve the matter and satisfy applicable limitation, legal or insurance requirements
Marketing records	Until consent is withdrawn, you object, or the information is no longer required
Marketing suppression records	For as long as necessary to ensure we continue to respect your opt-out
Cookie-consent records	For the period required to demonstrate and manage your consent choices
Security and technical logs	Usually retained for a limited period unless needed to investigate a security incident

Retention periods may be extended where information is required for a complaint, dispute, legal claim, fraud investigation, insurance matter or legal obligation.

When information is no longer required, we will delete, anonymise or securely dispose of it.

12. How we protect personal information

We use appropriate technical and organisational measures designed to protect personal information against accidental or unlawful loss, misuse, alteration, unauthorised access or disclosure.

Measures may include:

Password-protected systems and accounts.
Access controls and restricted permissions.
Secure website connections.
Website and server security controls.
Software updates and security monitoring.
Backups and recovery procedures.
Secure disposal of records.
Requiring service providers and authorised workers to protect personal information.

No internet transmission or storage system can be guaranteed to be completely secure. However, we take reasonable steps proportionate to the nature of the information and the risks involved.

13. Your data-protection rights

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

Be informed about how your personal information is used.
Request access to personal information we hold about you.
Request correction of inaccurate or incomplete information.
Request erasure of your information in certain circumstances.
Request restriction of processing in certain circumstances.
Object to processing based on legitimate interests.
Object to direct marketing at any time.
Request data portability where applicable.
Withdraw consent at any time where processing is based on consent.
Challenge certain automated decisions where applicable.
Complain to the Information Commissioner’s Office.

These rights are not absolute and may be subject to legal exemptions.

To exercise a right, contact us at contact@ridgeoak.co.uk .

We may need to verify your identity before acting on a request. We will not normally charge a fee, although a reasonable fee may be permitted where a request is manifestly unfounded, excessive or repetitive.

14. Information about other people

Where you provide personal information about another person, you should ensure that you are authorised to provide it and, where appropriate, that the person has been given access to this Privacy Policy.

15. Children’s privacy

Our website and services are not directed at children, and we do not knowingly collect personal information directly from children for marketing purposes.

Where a photograph or communication accidentally includes information relating to a child, we will use it only where necessary for the relevant enquiry, service, safety issue or legal purpose.

16. Links to other websites

Our website may contain links to third-party websites or embedded services. We do not control the privacy practices of those third parties.

You should review the privacy information provided by the relevant website or service before providing personal information.

17. Changes to this Privacy Policy

We may update this Privacy Policy to reflect changes to our services, business practices, technology, service providers, legal obligations or regulatory guidance.

The latest version will be published on this page with an updated effective date.

18. Contact us

For questions, concerns or requests relating to personal information, contact: