Privacy Policy
Last updated: 8 November 2026
Oxford Planters Ltd is committed to protecting the privacy and confidentiality of its clients and website visitors. This Privacy Policy explains how we collect, use, retain and protect personal information in accordance with applicable UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
1. Who We Are
Oxford Planters Ltd is the data controller responsible for personal information collected through our website and in the course of our business activities.
Oxford Planters Ltd
Unit A4/A5 Heath Farm
Swerford
Chipping Norton
OX7 4BN
United Kingdom
Registered in England and Wales
Company Registration Number: 05269051
VAT Registration Number: GB860835609
Website: www.oxfordplanters.co.uk
Email: info@oxfordplanters.co.uk
2. Information We Collect
When you contact Oxford Planters, request a quotation, commission work or establish a professional relationship with us, we may collect:
- Your name, email address and telephone number.
- Your postal or delivery address, where relevant.
- Details of your enquiry, requirements and correspondence.
- Information necessary to prepare quotations, process orders and arrange deliveries.
- Records relating to completed commissions, payments and aftercare.
- Professional contact details for garden designers, architects and landscape professionals.
We may also collect limited technical and website usage information through analytics and cookies, as explained below.
We collect personal information relevant to the services we provide and the operation of our business.
3. How We Use Your Information
Responding to enquiries and preparing quotations
We use contact details and information supplied by prospective clients to respond to enquiries, discuss requirements and prepare quotations.
Our lawful basis is taking steps at your request before entering into a contract or, where appropriate, our legitimate interests in responding to business enquiries.
Processing and fulfilling commissions
We use relevant information to manage orders, communicate with clients, arrange deliveries and fulfil our contractual obligations.
Our lawful basis is the performance of a contract.
Maintaining client records and providing aftercare
We retain relevant records of completed commissions to assist with future enquiries, repeat commissions, aftercare and our 15-year structural guarantee.
Our lawful basis is our legitimate interests in maintaining accurate commission records and providing continuing client support, together with contractual obligations where applicable.
Professional Relationships with Garden Designers and Architects
Oxford Planters maintains contact details for garden designers, landscape professionals and architects with whom we have established professional relationships.
We may occasionally contact these professionals with information about Oxford Planters, including developments, products or services that may be relevant to their work.
These communications are limited to relevant design professionals and are not sent to private clients or general website enquirers.
Where permitted by law, we rely on our legitimate interests in maintaining professional relationships. Where consent is required, we will obtain it before sending marketing communications.
Recipients may ask to stop receiving these communications at any time by contacting info@oxfordplanters.co.uk or replying to the email.
Legal and accounting obligations
Certain financial and transaction records are retained to comply with applicable tax, accounting and legal requirements.
Our lawful basis is compliance with legal obligations.
Website operation and analytics
We use website analytics to understand visitor activity and improve the performance, navigation and content of our website.
Depending on the technology and its purpose, processing may rely on legitimate interests or consent where required by law.
We do not send marketing emails or newsletters to private clients or general enquirers. Occasional professional updates are limited to relevant garden designers, architects and landscape professionals, as described above.
4. How Long We Keep Your Information
Oxford Planters retains personal information only for as long as reasonably necessary for the purposes for which it was collected, subject to applicable legal requirements.
Enquiries that do not proceed
Enquiries that do not result in a commission are normally deleted after six months.
Where a prospective client may wish to proceed at a later date, we contact them to ask whether they would prefer their information to be deleted or retained for future correspondence.
Completed commissions
We retain relevant client correspondence, order details and commission records to support future enquiries, repeat commissions, aftercare and our 15-year structural guarantee.
The retention period depends on the nature of the records, their continuing relevance and any applicable contractual or legal obligations. Records are reviewed periodically and information is deleted when no longer reasonably required.
Professional contacts
We retain relevant professional contact details while there is an ongoing or reasonably anticipated professional relationship. These records are reviewed periodically and updated or deleted when no longer required.
Where a professional contact objects to receiving company updates, we will stop sending them. We may retain minimal information necessary to respect that request.
Financial records
Accounting and transaction records are retained for the periods required by applicable UK law.
Individuals may request deletion of their personal information, subject to any overriding legal or contractual obligations.
5. Confidentiality and Sharing of Information
Oxford Planters respects the confidentiality of its clients and their commissions.
We do not sell personal information, provide client contact details to third parties for marketing purposes or share confidential commission information for promotional use without appropriate permission.
Client correspondence and commission records remain under the control of Oxford Planters.
Certain essential service providers, such as website hosting, email and technology providers, may process limited personal information as part of delivering their services. Such processing is restricted to legitimate operational purposes and subject to applicable data protection requirements.
Website analytics providers may also process technical and usage information as described in Section 6.
We may disclose personal information where required by law or where necessary to establish, exercise or defend legal rights.
Where personal information is transferred outside the United Kingdom, we will ensure that an appropriate legal transfer mechanism or other lawful safeguard applies where required.
6. Website Analytics and Cookies
Our website uses cookies and similar technologies to support its operation, remember visitor preferences and understand website performance.
Essential cookies
These support necessary website functions, including the operation of cookie preference controls and other essential features.
Website analytics
We use Google Analytics to help us understand how visitors interact with our website, including which pages are visited and how the website is used.
Depending on the configuration, analytics may involve processing technical information, usage information and online identifiers.
Other website technologies
Third-party content or website services may use cookies or similar technologies where enabled.
We provide cookie preference controls so visitors can manage relevant optional technologies. Where consent is legally required, it will be requested before those technologies are used.
Visitors can review or change their cookie preferences through the Cookie Settings facility on our website.
Additional information about cookies, including their purposes and retention periods, may be provided through our cookie management facility.
7. Protecting Your Information
We take reasonable technical and organisational measures to protect personal information from unauthorised access, misuse, loss, alteration or disclosure.
Access to client information is restricted to those within Oxford Planters who require it for legitimate business purposes.
Although no method of electronic communication or storage can be guaranteed completely secure, we take appropriate precautions to safeguard the information entrusted to us.
8. Your Data Protection Rights
Under UK data protection legislation, you may have the right to:
- Request access to personal information held about you.
- Request correction of inaccurate or incomplete information.
- Request deletion of personal information where applicable.
- Request restriction of certain processing activities.
- Object to processing based on legitimate interests.
- Request the transfer of certain personal information where applicable.
- Withdraw consent at any time where processing relies on consent.
These rights are subject to applicable legal conditions and exemptions.
To exercise your rights, please contact info@oxfordplanters.co.uk.
We will respond to requests in accordance with applicable data protection requirements.
9. Complaints
If you have concerns about how Oxford Planters handles your personal information, please contact us so that we can investigate and respond.
You also have the right to raise a complaint with the Information Commissioner’s Office (ICO), the UK’s independent data protection regulator.
Website: www.ico.org.uk
10. External Websites
Our website may contain links to external websites operated by other organisations.
Oxford Planters is not responsible for the privacy practices of those websites. We recommend reviewing their respective privacy policies before providing personal information.
11. Changes to This Policy
We may update this Privacy Policy to reflect changes in our business practices, website technologies or applicable legal requirements.
The latest version will be published on this page with an updated revision date.
12. Contact
For questions about this Privacy Policy or the handling of personal information, please contact:
Oxford Planters Ltd
Unit A4/A5 Heath Farm
Swerford
Chipping Norton
OX7 4BN
United Kingdom
Email: info@oxfordplanters.co.uk
Website: www.oxfordplanters.co.uk
Company Registration Number: 05269051
VAT Registration Number: GB860835609