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Privacy policy

Grasslands (Nurseries) Limited – Privacy Policy

Effective date: September 19, 2025 (Updated)

Grasslands (Nurseries) Limited ("we", "us", or "our") operates the website https://www.grasslands.co.uk (the "Service"). This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit or make a purchase through our Service, in accordance with the UK General Data Protection Regulation (UK GDPR) and all relevant UK data protection laws.

1. Definitions

Service: The website https://www.grasslands.co.uk operated by Grasslands (Nurseries) Limited.

Personal Data: Information about a living individual who can be identified directly or indirectly.

Usage Data: Information collected automatically when using the Service (e.g. IP address, device info).

Cookies: Small files placed on your device to support essential functions, analytics, and marketing.

Data Controller: Grasslands (Nurseries) Limited — determining how and why personal data is processed.

Data Processor / Service Provider: Third parties processing data on our behalf (e.g. Shopify).

Data Subject: Any individual using the Service whose personal data is processed.

2. Information We Collect

Personal Data

We may collect and process the following information:

  • Name
  • Email address
  • Phone number – used for order communication and updates. If consent is given, it may also be used for promotional SMS. You can opt out at any time.
  • Billing and shipping address
  • Order history
  • Payment information (processed securely by third-party payment providers — we do not store your full card details)
  • Customer support communications

Usage Data

Usage Data is collected automatically when you access the Service and may include:

  • IP address
  • Browser type and version
  • Device type
  • Pages visited
  • Time and date of visits
  • Time spent on pages
  • Referring websites or sources

Cookies & Tracking Technologies

We use cookies and similar technologies for:

  • Essential site functionality
  • Session management
  • Security
  • Preferences
  • Analytics and performance
  • Marketing and remarketing (subject to consent)

You can manage cookie preferences at any time via our cookie banner. For full details, please refer to our Cookie Declaration.

3. How We Use Your Data

We use your information to:

  • Process and fulfil orders
  • Communicate about your orders, account, or support requests
  • Operate, maintain, and improve our website
  • Detect and prevent fraud
  • Customise and improve your shopping experience
  • Analyse website usage and optimise performance
  • Send marketing communications when consent is given
  • Comply with legal, regulatory, and financial obligations

4. Shopify Data Processing & Network Intelligence

We use Shopify as our e-commerce platform. Shopify processes your data to:

  • Power secure checkout and store infrastructure
  • Enable fraud detection and prevention
  • Optimise website and checkout performance
  • Provide aggregated analytics
  • Support Shopify Network Intelligence features

Shopify Network Intelligence may use anonymised, aggregated data from across Shopify merchants to:

  • Improve fraud detection
  • Enhance delivery estimates
  • Optimise infrastructure performance
  • Identify platform-wide trends

Shopify acts as a Data Processor for Grasslands (Nurseries) Limited. For more information, please see:

  • Shopify Privacy Policy
  • Shopify Customer Privacy Guide
  • Shopify Data Processing Addendum
  • Shopify Network Intelligence Overview

5. Legal Basis for Processing (UK GDPR)

We process your data under the following legal bases:

  • Performance of a Contract – to process and deliver your orders.
  • Legitimate Interests – to operate and improve our business, prevent fraud, secure our systems, and understand how customers use our Service.
  • Consent – for marketing emails, SMS, analytics, and non-essential cookies.
  • Legal Obligations – to comply with tax, accounting, and regulatory requirements.

6. Data Retention

We retain Personal Data only for as long as necessary to fulfil the purposes described in this policy and to meet our legal obligations.

Mandatory Retention (Legal Requirement)

Under UK tax and accounting law (HMRC), we must retain order and transaction records for a minimum of:

6 years from the end of the financial year in which the transaction occurred.

This includes:

  • Name
  • Address
  • Order details
  • Invoice information
  • Delivery records
  • Refunds and adjustments
  • Communications relating to the transaction

This data cannot be erased during the mandatory retention period.

Other Retention Periods

  • Marketing data: Deleted immediately when you unsubscribe or withdraw consent.
  • Customer account profiles: Deleted on request, unless linked to legally required order data.
  • Customer service correspondence: Retained for up to 24 months, unless needed for legal or contractual reasons.
  • Analytics & cookies data: Retained according to each provider’s policies (typically 12–26 months).
  • CCTV at our premises: Usually retained for 30–90 days.

After the applicable retention period expires, data will be securely deleted or permanently anonymised so that it can no longer be used to identify you.

7. Your Data Protection Rights

Under UK GDPR, you have the right to:

  • Access your personal data.
  • Rectify inaccurate or incomplete data.
  • Request erasure of your data in certain circumstances.
  • Object to certain types of processing, such as direct marketing.
  • Restrict processing under specific conditions.
  • Withdraw consent for marketing or non-essential cookies at any time.
  • Request data portability, where applicable.
  • Lodge a complaint with the Information Commissioner’s Office (ICO) if you are unhappy with how we handle your data.

Right to Erasure – Important Information

We will delete or anonymise all data that we are not legally required to keep.

However:

We cannot erase data relating to completed orders while we are legally required to retain it for tax, accounting, or legal compliance purposes (minimum 6 years).

This includes order history, invoice details, and delivery records. You may still request:

  • Deletion of marketing data.
  • Deletion of customer account profiles (where feasible).
  • Deletion of non-essential information stored about you.
  • Anonymisation of records after the mandatory retention period has expired.

8. Data Transfers

Your data may be processed and stored outside the UK, including in Canada and other jurisdictions where Shopify and our service providers operate. All international transfers are carried out in compliance with UK GDPR requirements through adequacy decisions, Standard Contractual Clauses, or other appropriate safeguards.

9. Service Providers & Sharing of Data

We may share necessary data with trusted third parties, including:

  • Shopify (platform operator and hosting provider).
  • Payment processors (such as Shop Pay, Google Pay, Apple Pay, PayPal).
  • Courier and logistics partners (for example, Parcelforce, Palletforce, APC, and Grasslands Transport) to deliver your order.
  • Analytics and marketing providers (such as Google, Meta, Microsoft, Pinterest, TikTok where applicable).
  • IT, hosting, and security providers.

These partners are only given access to the data they need to perform their services and are required to keep your information confidential and secure.

10. Analytics & Marketing

We use tools such as:

  • Google Analytics
  • Meta Pixel (Facebook/Instagram)
  • Microsoft Ads
  • Pinterest Tag
  • TikTok Pixel

These tools help us:

  • Understand how visitors use our website.
  • Improve our website and product offering.
  • Measure and optimise our advertising campaigns.
  • Show relevant ads to you on other websites and platforms.

You may opt-out of certain analytics and advertising cookies through your browser settings, your cookie preferences on our site, or the settings provided by each third-party provider.

11. Behavioural Remarketing

We use remarketing services to show you advertisements on third-party websites after you have visited our Service. These services typically use cookies or similar technologies to inform, optimise, and serve ads based on your previous visits. Remarketing is only used with your consent where required by law.

12. Payment Processing

We use trusted third-party providers to process payments securely, including:

  • Shop Pay
  • Google Pay
  • Apple Pay
  • PayPal

We do not store your full payment card details on our systems. Your payment data is handled securely by the relevant payment processor in accordance with their own privacy policies.

13. External Links

Our website may contain links to third-party websites that are not operated by us. We are not responsible for the content or privacy practices of these websites. We encourage you to review the privacy policies of any external sites you visit.

14. Children’s Privacy

Our Service is not intended for individuals under the age of 18. We do not knowingly collect personal data from children. If we become aware that we have collected personal data from a child, we will take steps to delete that information promptly.

15. Cookies & Tracking Technologies

We use cookies and similar technologies to enhance your browsing experience, analyse site traffic, and support personalised marketing. Some cookies are essential to the operation of our site, while others are used only with your consent.

You can manage or change your cookie preferences at any time via the cookie banner or settings on our website.

For more information, including a full list of cookies in use, please refer to our Cookie Declaration.

16. Contact Us

If you have any questions about this Privacy Policy or wish to exercise your data protection rights, please contact us:

Grasslands (Nurseries) Limited
Grasslands Nursery, Free Green Lane, Over Peover,
Knutsford, Cheshire WA16 9QY
Email: support@grasslands.co.uk
Telephone: 01565 722766

You may also contact us via our website contact form.