Privacy Policy

Heartwood Tree Management Ltd (“we”, “us”) of 71 Furzebrook Rd, Wareham, Dorset BH20 5AR is the data controller for personal information collected through this website and in the course of our work. We take privacy seriously and handle personal data in accordance with UK data protection law, including UK GDPR.

What we collect and why

• Enquiries and quotes: your name, contact details, site address and any photos you send us, used to respond to you, visit the site and prepare your quote. Legal basis: taking steps to enter a contract.
• Customers and jobs: contact and site details, job records, work photos and invoicing information, used to deliver and document the work and meet our legal and accounting obligations. Legal bases: contract and legal obligation.
• Online payments: processed by Stripe. We never see or store your card details; Stripe shares your name, email and the amount with us to fulfil your order.
• Accounting: invoice details are recorded in QuickBooks Online (Intuit), our accounting system, as required to run the business and meet HMRC obligations.
• Customer portal: a sign-in link is emailed to you on request so you can view your quotes, invoices and job photos.
• Website chat: messages typed into the chat assistant are processed by our AI provider (Anthropic) to generate a reply. Don't include sensitive personal information in chat.

Who we share data with

Trusted service providers who help us run the business, under their own safeguards: our website host (Railway), database provider (Supabase), payment processor (Stripe), accounting platform (Intuit QuickBooks), email provider (Freeola) and AI provider (Anthropic). We do not sell personal data, and we only share what each service needs.

How long we keep it

Enquiries that don't become jobs are kept for up to 2 years. Customer, job and invoicing records are kept for 6 years after the tax year they relate to, as required for accounting. Waste transfer documentation is kept for the statutory 2 years.

Your rights

You can ask for a copy of the personal data we hold about you, ask us to correct or delete it, object to or restrict processing, and complain to the Information Commissioner's Office (ico.org.uk). To exercise any right, email info@heartwoodtreemanagement.co.uk or call 01929 480 995.

Cookies and analytics

This site uses only essential cookies needed for core functionality (such as staff sign-in on the admin area). We do not use advertising cookies.

Last updated: August 2026.