AA Groundworks & Property Maintenance
Legal & Data Compliance

Privacy Policy

Last Updated: August 2026

Overview

At A&A Ground & Property Maintenance Ltd (trading as AA Groundworks & Property Maintenance), we value our customers and are fully committed to keeping your personal details safe and secure.

We are required by law to advise you of how we collect, store, and process your personal data under the UK Data Protection Act 2018 and the UK General Data Protection Regulation (UK GDPR). This policy applies to all information submitted through our contact forms, quoting tools, customer tracker, and invoicing systems.

1. Information We Collect

When you submit an inquiry, request a quote, or hire our services, we collect and store the following details in our website database:

  • Contact Details: Your full name, telephone number, and email address.
  • Property & Site Address: The physical location where site surveys, groundworks, or maintenance services are to be carried out.
  • Project Specifications & Billing: Job descriptions, survey notes, quotes, and invoice records.

2. Why We Collect Your Data (Lawful Basis)

We process your information strictly under the following lawful grounds:

Contractual Need

To calculate estimates, arrange site visits, deliver quotes, execute groundwork projects, and issue invoices.

Quality Assurance

To follow up on completed projects to ensure workmanship quality and provide routine maintenance check-ins.

Legal Obligation

To generate valid accounting invoices and maintain financial transaction records in accordance with UK tax laws.

3. Data Storage & 1-Year Retention Policy

Customer details collected from quote requests and contact forms remain on our website database for a maximum period of one (1) year from the completion of your project.

Scheduled Aftercare Routine

We retain details for 1 year so that our system can automatically email you after 6 months and again at 1 year following completed work. This ensures your groundworks or property repairs remain in optimal condition and allows you to request preventative maintenance if needed.

Automatic Removal: If no further maintenance or work is required at the end of the 1-year period, your details are permanently deleted from our active website database to free up capacity for new clients.

4. Data Protection & Zero Third-Party Sharing

  • No Marketing or Commercial Sale: There is zero marketing or commercial profit gained by us holding your details. We never sell, lease, or distribute your information to external marketing agencies or brokers.
  • Restricted Internal Access: Your data is used solely by A&A Groundworks & Property Maintenance staff and our secured database server. No third party has access to your records.

5. Your Rights

Under UK data protection law, you have rights regarding your personal information, including:

Right of Access Request a copy of the personal information stored about you.
Right to Rectification Request the correction of inaccurate or incomplete contact records.
Right to Erasure Request immediate deletion of your details ahead of the standard 1-year cycle.
Right to Object Object to any processing of your data for quality assurance follow-ups.

6. Contact Information & Complaints

To exercise any of your data rights or to request manual deletion of your contact records, reach out directly:

Business Entity: A&A Ground & Property Maintenance Ltd

Company Number: SC895790 (Registered in Scotland)

Email: [email protected]

Phone: 07842 531818 / WhatsApp: 07414 504 015

If you believe your personal data has been mishandled, you also have the right to lodge a formal complaint with the UK supervisory authority, the Information Commissioner's Office (ICO) at ico.org.uk.