Privacy policy

When you are using the Landscape Services website, Commercial Services Trading Ltd (company registration No: 05858178 (England and Wales)) or Commercial Services Kent Ltd (company registration No: 05858177 (England and Wales)) may act as the data controller. 

We understand that your privacy is important to you and that you care about how your personal data is used. We respect and value the privacy of all our customers and their employees, and other people with whom we interact in the course of undertaking our services. This Privacy Notice offers both our customers and their employees with meaningful and accessible guidance on our approach to handling personal data.  

2. Who are we? 

Landscape Services is a trading style of both Commercial Services Trading Ltd and Commercial Services Kent Ltd, and forms part of the Commercial Services Group (CSG).  

CSG is the umbrella for all its trading brands, with its ultimate parent organisation being Kent County Council. It provides the support, dependability, and security to allow all brands to thrive independently and is committed to providing an excellent customer and user experience underpinned by social value and a committed and empowered workforce. 

Landscape Services collects, uses and processes personal information about you. When we do, we are regulated under the UK Data Protection Act 2018 (DPA 2018), the UK General Data Protection Regulation (UK GDPR) and the Data (Use and Access) Act 2025.  

If you have any questions, suggestions or complaints about the processing of your personal information please contact our Data Protection Officer (DPO) via email at dpo@csltd.org.uk, or in writing by using the address below; 

Data Protection Officer 
Commercial Services Group 
1 Abbey Wood Road 
Kings Hill 
West Malling 
ME19 4YT. 

3. Our services 

Landscape Services offer a number of services, including: 

In providing these services to our customers, it will occasionally be necessary for us to gather, obtain, record and hold your personal information. 

4. The personal information we collect and use 

The table below summarises the information we collect, use and retain for our services, how and why we do so, how we use it and with whom it may be shared. 

We seek to ensure that our information collection and processing is always proportionate. We will notify you of any changes to information we collect or to the purposes for which we collect and process it. 

Other than stated above, we may share personal information with law enforcement, our regulators or other authorities if required by applicable law. 

If there is a statutory and contractual basis for collecting your personal data and you do not provide some or all of the details specified, we may be unable to enter into a contract with you or your organisation. 

5. Marketing 

We will provide you with choices regarding the use of your personal data around marketing and advertising and enable you to exercise your right to prevent such processing by: 

Where you opt out of receiving these marketing messages, this will not apply to personal data provided to us as a result of a product/service purchase or contract for product/service. 

We will retain your contact details on a marketing suppression list to ensure we do not contact you again. 

Promotional offers from us  

We may use your contact details to form a view on what we think you may want or need, or what may be of interest to you. This is how we decide which products, services and offers may be relevant for you. 
 

You will receive marketing communications from us if you have requested information from us or purchased goods or services from us and you have not opted out of receiving that marketing. 

6. How long your personal data will be retained 

We will not keep your information for longer than is necessary, for either: 

•    the purpose of administering your individual record; 
•    or as is necessary in providing a service to our customer; 
•    or as required by law. 

Upon expiry, your data will either be deleted completely or anonymised, for example by aggregation with other data so that it can be used in a non-identifiable way for statistical analysis and business planning.  

For certain data sets, we have the following specific retention periods: 

For example: 

Invoices: when we invoice you for services provided, the personal data you give us will be retained for current financial year plus a further 6 years so we can comply with our legal and contractual obligations. 

Web enquiries: The contact information you provide when enquiring online will be used to provide a solution to your query. Data may then be retained for the current financial year plus a further 6 years to inform our future communications with your organisation. Where this is not necessary your information will be aggregated as above.  

7. Who we share your personal information with 

We may share your personal data with the following organisations: 

Vetted and approved subcontractors 

We may share your personal information with trusted third parties that are under contract with us and where it is necessary to administer our working relationship with you or where we have another legitimate interest in doing so (providing this is not overridden by your interests). 

Our trusted third parties may include service providers who supply us with processing services or functions, including our contracted IT suppliers, access to data and systems is only granted where authorised and specifically required in line with our contracts with them. 

Management information may be shared within Commercial Services Group, under a Data Sharing Agreement held by its operating company Global Commercial Services Group Ltd, a company registered in England and Wales (Reg No. 11735631). This Agreement reflects the requirements of the UK GDPR, DPA2018 and DUAA2025. 

 
We may also need to share some of the categories of personal information with other parties where a transfer of the business takes place. Usually, information will be anonymised or pseudonymised, but this may not always be possible. The recipient of the information will be bound by confidentiality obligations and legally binding data sharing agreements. 

8. Where information may be retained 

Information may be retained at our offices and at those of our service providers, representatives and agents as described above. 

 
Some of the personal information you provide to us may be transferred to or made accessible to separate organisations located outside of the UK. Where this occurs, we will make the restricted transfer under UK “adequacy regulations”, which ensure appropriate protection for individuals’ rights and freedoms. 

Where the UK has not issued “adequacy regulations” for the destination country, the restricted transfer will be subject to appropriate safeguards. These may include the use of standard data protection clauses, such as the International Data Transfer Agreement or International Data Transfer, when entering into restricted transfers with the organisation receiving the data.

9. Your rights 

Under the UK GDPR you have a number of rights which allow you to: 

If you make a request, we have one calendar month to respond to you. If a request is deemed to be complex or a number of requests have been received from an individual, the response time may be extended by up to 2 months.  

We will always seek to comply with your request however we may be required to hold or use your information to comply with legal duties. 

You can also withdraw your consent and opt-out from direct marketing by using the unsubscribe link at the bottom of our marketing emails. 

Suppression lists will be maintained to screen against direct marketing information being sent to people who have already exercised their right to object to direct marketing.  These lists will be held for compliance purposes only, and this does not affect your rights to be erased. 

Please note: your request may delay or prevent us delivering a service to you. 

For further information about your rights, including the circumstances in which they apply, see the guidance from the UK Information Commissioners Office (ICO) on individuals’ rights under the UK General Data Protection Regulation https://ico.org.uk/ 

If you would like to exercise a right or make a complaint about how your personal data is handled by Landscape Services, please contact our DPO via email at dpo@csltd.org.uk or write to Data Protection Officer, Commercial Services Group, 1 Abbey Wood Road, Kings Hill, West Malling, ME19 4YT. 

10. Keeping your personal information secure 

We have appropriate security measures in place to prevent personal information from being accidentally lost, used or accessed in an unauthorised way. We limit access to your personal information to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.  

We also have procedures in place to deal with any suspected data security breach. We will notify you and the ICO as regulator of any suspected data security breach where we are legally required to do so. 

11.  Who to contact 

If you have any questions, suggestions or complaints about the processing of your personal information, or you wish to exercise any of your rights please contact our Data Protection Officer (DPO) via email at dpo@csltd.org.uk or in writing by using the address below;