YOUR INFORMATION
Privacy & cookies.
This notice explains how SmartLawns Ltd handles personal information when you use our website, measure a site or contact us about equipment and services.
Who we are
SmartLawns Ltd is the controller responsible for personal information we use to handle your enquiry. Our company number is 15349523.
You can contact us at info@smartlawns.co.uk, telephone 07771 818947, or write to SmartLawns Ltd, 17 Foxes Way, Balsall Common, West Midlands, England, CV7 7QU.
Information we receive
When you enquire, we receive your name, email address, site postcode, site type and the message you choose to provide. Depending on the form, this can include your organisation, site details, selected model, sports, requested service and surface type.
The enquiry includes the submitting page and a reference used to identify the request. If you choose to include measurements, we receive the information explained in the maps and measurements section below.
Website hosting, email, security, map, font and image services may process technical connection information, such as IP addresses, browser information, timestamps and delivery or security events.
Providing an enquiry is optional. We need the required fields to respond and understand your site location; you can contact us by phone or email instead. Please do not include sensitive personal information or unnecessary information about other people.
Why we use your information
We use your information to respond to your enquiry, discuss equipment suitability and availability, prepare requested quotations and arrange agreed services. Where this is necessary to take steps you request before entering into a contract with you personally, or to perform that contract, we rely on contractual necessity.
For general enquiries and enquiries made on behalf of a business, club or other organisation, we rely on our legitimate interests in answering requests and maintaining relevant business correspondence. We also rely on legitimate interests for proportionate enquiry follow-up, keeping relevant enquiry history during seasonal or longer project decisions, and protecting the website and enquiry service against abuse. These uses must remain necessary and balanced against your rights.
Measurement summaries and any outlines you choose to submit help us understand your site and discuss appropriate equipment and services. You can enquire without using the map or sending outlines.
Where records must be retained to meet tax or accounting requirements, we rely on the relevant legal obligations. Other customer-support and dispute records are assessed according to their purpose rather than automatically applying the unsuccessful-enquiry period.
Sending an enquiry does not subscribe you to marketing. This website does not make automated decisions about your eligibility, price or site suitability; recommendations require discussion and, where appropriate, a site assessment.
Service providers and sharing
We use the following services to operate this website and handle enquiries:
- Vercel: Website hosting and the enquiry endpoint.
- Resend: Delivery of enquiry emails and any measurement attachments you choose to send.
- Microsoft 365, supplied through GoDaddy: Our business mailbox and related correspondence; GoDaddy provides the associated subscription and support.
- Xero: Quotations and relevant customer accounting records. General enquiries that do not progress to a quotation are not recorded in Xero.
- Cloudflare Turnstile: Automated-abuse checks for enquiry forms.
- Supabase: The public product catalogue and hosted product images. Enquiry messages are not saved into that catalogue.
- Google Maps: Optional maps and location searches on the measurement pages.
- Fontshare and configured image hosts: Delivery of fonts and product imagery.
The enquiry form does not create a customer account or save its message in a website leads database. Enquiry emails and correspondence are held by the relevant email services and our business mailbox.
Cloudflare explains that it processes technical signals, including IP address and browser-related information, on website operators' behalf to provide Turnstile, and also acts as a controller when using signals to improve its bot detection (Cloudflare Turnstile privacy information).
International processing
Some providers process information outside the UK, including in the United States. Published provider agreements describe safeguards for relevant international transfers, including standard contractual clauses with UK provisions where applicable (Vercel processing terms, Resend processing terms, Supabase processing terms, Xero processing terms, Cloudflare processing terms).
We do not describe the website or its enquiry handling as UK-only processing. You can contact us for information about the safeguards applicable to your information and how to obtain a copy, subject to necessary redactions.
Optional maps and measurements
You can enter approximate areas manually or enquire without measuring. The Google map loads only when you select “Load satellite map”. If you use it, Google receives map requests and any site-name or postcode searches you make. Google describes the information it receives as including search terms, IP addresses and latitude/longitude coordinates in its Maps Platform terms, and explains its handling of that information in the Google Privacy Policy.
This website includes Google Maps features and content. Use of those features and content is subject to the Google Maps End User Additional Terms of Service and the Google Privacy Policy. Our enquiry-retention period does not describe how long Google keeps its own service information.
Your working plan is held in the current browser tab, not saved to a SmartLawns website account. Opening or saving a KML file does not itself send an enquiry or upload the file to SmartLawns. If the Google map is already loaded, displaying imported areas can generate map requests for that location. Location-search text is not included automatically in your enquiry.
When measurement enquiries are enabled and you choose to submit, the reviewed area summary is sent with your contact details and enquiry. The summary can include area names, zone types, approximate sizes, surface types, measurement method and golf-hole numbers. We use it to understand your site and discuss suitable equipment and services; it is not a verified survey or an automated equipment recommendation.
Drawn boundary and exclusion coordinates are sent to SmartLawns only if you select “Include my drawn outlines”. If selected, those coordinates and area details are included in a JSON attachment delivered with the enquiry through Resend to our Microsoft 365 business mailbox. The original KML file is not attached. Leaving the box unticked excludes the boundary and exclusion coordinates, but your postcode, area names and message can still identify the site.
Please avoid sensitive or unnecessary personal information in area names and notes, and share only site information you are entitled to provide. Submitted measurement details and attachments are handled with the related enquiry under the retention policy below.
Saving and opening KML files
“Save KML” creates a file on your device containing your plan's area names, types, sizes and other area settings, including any drawn boundaries, exclusions and golf-hole allocations. It does not include the enquiry contact fields, but names or other area details you enter may themselves contain personal information. Website-saved KML files do not include Google satellite images.
“Open KML” reads a supported file in your browser. You can reload a website-saved plan or review and select measurement areas from a supported Measure-app export before replacing the current plan. The import is for measurement areas, not fleet settings, schedules or charging routes. Opening a file does not restore permission to share outlines; that remains a separate choice when you enquire.
Closing or reloading the page clears unsaved work in the tab. It does not delete KML files you downloaded or copies in your device backups or cloud-synchronised folders. Keep these files secure, open only files you trust and share them only with intended recipients. You control copies kept solely on your device or in your own storage; our enquiry-retention policy applies to information actually submitted to SmartLawns.
How long we keep information
We normally retain enquiries that do not become customers, including related quotations and correspondence, for up to 24 months after our last meaningful contact. This allows for seasonal purchases and longer project budgeting or approval cycles. We review these records monthly and identify information for earlier removal where it is no longer needed.
Unanswered follow-up messages do not restart this period. If a project is genuinely active for longer, we record the continuing need and a further review date.
Quotations in Xero
We use Xero to prepare quotations and manage customer accounting records. General enquiries that do not progress to a quotation are not recorded in Xero.
For quotations that do not lead to a sale, our normal retention period is 24 months after our last meaningful contact. This allows for seasonal purchasing and longer project budgeting or approval cycles. We review these records monthly and identify information for earlier removal where it is no longer needed.
At the end of that period, we take steps to delete or anonymise personal information that is no longer required. Where removal requires assistance from Xero, we track the request and any remaining information until the outcome is confirmed.
Records needed for completed sales, accounting, tax, ongoing support or legal claims are handled separately and retained only for the relevant purpose. Some information may remain in restricted recovery, backup or audit records after removal from everyday use.
Accounting, support and provider records
Necessary accounting records are treated separately. Limited-company accounting records normally need to be retained for six years from the end of the last company financial year they relate to, with longer retention in specified circumstances; this is not a six-year rule for every unsuccessful enquiry (GOV.UK accounting records).
Customer-support records are kept while needed to provide the relevant service, address a warranty or support issue, or manage a complaint or legal claim. We review continuing need rather than keeping all correspondence indefinitely.
Our enquiry mailbox is configured with a 14-day deleted-item recovery period and single-item recovery enabled. This is separate from our enquiry-retention policy and does not mean that deleting a message immediately removes every retained copy. The recovery period applies after items leave the normal Deleted Items folder; applicable holds can preserve information longer (Microsoft deleted-item retention, Microsoft recoverable-items guidance).
For email delivery, we use Resend's published standard retention settings as the basis for this notice. Resend documents 30-day email and log retention for its Free, Pro and Scale plans, with different arrangements available for Enterprise (Resend retention information). This delivery-service period is separate from the correspondence retained in our mailbox; it is not a guarantee that every backup or attachment copy is erased on a particular day.
Your rights and concerns
Depending on the circumstances, you may have rights to access or correct your information, request erasure or restriction, object to processing, or receive certain information in a portable format. Where consent is used, you may withdraw it without affecting earlier lawful processing.
Contact info@smartlawns.co.uk to raise a question or exercise your rights. We will assess your request and explain any relevant limits, including records we need to retain for legal reasons. You can also complain to the Information Commissioner's Office.