Privacy Policy

1. Who we are

Aztec Plants is a trading name operated from King’s Lynn, Norfolk. We provide office plant hire, rental and maintenance services to businesses across the East of England and London.

For the purposes of UK data protection law, Aztec Plants is the data controller responsible for your personal information.

• Postal address: King’s Lynn, Norfolk
• Email: inspired@aztec-plants.co.uk
• Phone: 01553 617060

We are committed to protecting your privacy and handling your data in an open and transparent manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Information we collect

We may collect and process the following personal data about you:

Information you provide to us directly

• Full name
• Work email address
• Phone number
• Company name
• Office postcode
• Details about your office space and plant requirements
• The type of service you are interested in

Information collected automatically

• IP address and browser type (via analytics tools)
• Pages visited and time spent on our website
• The source that referred you to our page (e.g. Google Ads)
• UTM parameters and Google Click IDs (gclid) for advertising attribution
• Cookie data — see Section 8 below

3. How we use your information

We use the personal data we collect for the following purposes:

• To respond to your enquiry — contacting you by phone or email to discuss your requirements and send you a free plant plan quote.
• To provide our services — managing your plant hire or rental agreement, scheduling maintenance visits and handling replacements.
• To improve our service — understanding how visitors find and use our website so we can make it better.
• To measure advertising performance — understanding which Google Ads campaigns generate enquiries and sales, so we can allocate budget effectively.
• To send marketing communications — only where you have given explicit consent, we may send you plant inspiration, service updates and relevant offers by email. You can withdraw consent at any time.

4. Legal basis for processing

We rely on the following legal bases under UK GDPR to process your personal data:

• Legitimate interests — for processing enquiry data to respond to you, for analytical purposes and for advertising attribution. We have carried out a legitimate interests assessment and are satisfied our interests are not overridden by your rights.
• Contract performance — for processing data necessary to fulfil a plant hire or rental agreement you have entered into with us.
• Consent — for sending marketing emails where you have opted in. You may withdraw consent at any time by emailing inspired@aztec-plants.co.uk or clicking unsubscribe in any marketing email.
• Legal obligation — for retaining financial and transactional records as required by HMRC and applicable law.

5. Who we share your data with

We do not sell your personal data. We may share it with the following trusted third parties, solely to operate our business and deliver our services:

• CRM and email tools — to manage customer relationships and send transactional or marketing communications.
• Google LLC — via Google Analytics and Google Ads, for website analytics and advertising measurement. Google may process data in the United States; we rely on Standard Contractual Clauses as a transfer mechanism.
• Spreadsheet and productivity tools — form submissions may be sent to a secure Google Sheet for internal tracking.
• Professional advisors — accountants, legal advisors or insurers where necessary.

All third-party processors are subject to contractual obligations to handle your data securely and only as instructed.

6. How long we keep your data

We retain personal data for as long as necessary for the purpose for which it was collected:

• Enquiry data (no contract formed) — up to 12 months from the date of enquiry, after which it is securely deleted.#
• Customer data (active contract) — for the duration of the contract and up to 6 years thereafter, in line with our legal and contractual obligations.
• Financial records — 6 years as required by HMRC.
• Marketing consent records — until you withdraw consent, plus a reasonable period thereafter to demonstrate compliance.

7. Your rights

Under UK GDPR, you have the following rights in relation to your personal data. You can exercise any of these rights by contacting us at inspired@aztec-plants.co.uk.

• Right of access — to request a copy of the personal data we hold about you (a Subject Access Request).
• Right to rectification — to ask us to correct inaccurate or incomplete data.
• Right to erasure — to ask us to delete your data where there is no longer a lawful basis for us to hold it.
• Right to restrict processing — to ask us to pause processing your data in certain circumstances.
• Right to data portability — to receive your data in a structured, machine-readable format where processing is based on consent or contract.
• Right to object — to object to processing based on legitimate interests or for direct marketing purposes.
• Rights related to automated decision-making — we do not carry out solely automated decision-making that produces legal or similarly significant effects.

We will respond to all requests within one calendar month. If you are unhappy with our response, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO) at ico.org.uk or by calling 0303 123 1113.

8. Cookies

Our website uses cookies — small text files placed on your device — to help the site function and to understand how it is used.

Strictly necessary cookies

Required for the website to function. These cannot be disabled. They include session management and security cookies.

Analytics cookies

Set by Google Analytics to understand visitor behaviour (pages visited, time on site, traffic source). Data is aggregated and pseudonymous. These are only set with your consent via our cookie banner.

Advertising cookies

Set by Google Ads to measure the effectiveness of our paid advertising and to attribute enquiries to specific campaigns. The Google Click ID (gclid) parameter is captured on form submission for offline conversion tracking. These are only set with your consent.

You can manage or withdraw cookie consent at any time via your browser settings or our cookie banner. Withdrawing consent will not affect the lawfulness of any processing already carried out.

9. Security

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, loss or misuse. Our website is served over HTTPS. Access to personal data is restricted to team members who need it to deliver our services.

No method of transmission over the internet is completely secure. While we take all reasonable steps to protect your data, we cannot guarantee absolute security.

10. Changes to this policy

We may update this Privacy Policy from time to time. When we make material changes, we will update the ‘Last updated’ date at the top of this page. We encourage you to review this policy periodically. Continued use of our website after changes are posted constitutes acceptance of the updated policy.

11. Contact us

If you have any questions about this Privacy Policy or how we handle your personal data, please contact us:

• Email: inspired@aztec-plants.co.uk
• Phone: 01553 617060
• Post: Aztec Plants, King’s Lynn, Norfolk

If you are not satisfied with our response, you may contact the Information Commissioner’s Office (ICO) at ico.org.uk.