Privacy, explained plainly.

Who we are

LandscapeBase is a product of ALPHARD GLOBAL LIMITED, company number 16519400.

Alphard Global Limited is the data controller for the website and for your account with us. For the business records you keep inside the application, including personal data about your own customers, you are the controller and we act as your processor (see Part B). If you have a privacy question or want to exercise your rights, email hello@landscapebase.co.uk.

What we collect on the website and why

Who we share website data with

We use a small number of service providers to run the site and handle enquiries:

• Meta Platforms Ireland for the Meta Pixel and Facebook or Instagram lead forms.
• PostHog EU for site analytics.
• Google Workspace for our own email.

We never sell personal data. Where a provider transfers data outside the UK, the transfer relies on that provider's standard safeguards, such as standard contractual clauses or an adequacy arrangement.

How long we keep website data

We keep enquiry data while it is relevant to a live conversation and delete it on request.

Analytics data follows PostHog's default retention settings.

Campaign attribution stays in your browser's local storage until you clear it.

Cookies and browser storage

We keep this list short. Meta advertising cookies are optional.

This list covers the website. The application sets the cookies needed to keep you signed in, provided by Clerk, our authentication provider, and records product analytics as described in Part B.

Account and business data

When you use LandscapeBase as a customer, we process the account details you give us (name, work email, phone number and business details) and the business records you create or bring into the product: leads, customers, quotations and costings, jobs, appointments, documents and messages.

Lawful basis: performance of our contract with you.

For your account details we are the controller. For business records about your own customers and contacts, you are the controller and we are your processor: we process that data only on your instructions, keep it confidential, and help you respond to requests from the people it concerns.

We record product analytics in PostHog, hosted in the EU, to see which features are used. We do not send the content of your customers' messages to analytics. Lawful basis: our legitimate interest in improving the product.

Your Google account data

Connecting a Google account is optional. If you choose to connect one, LandscapeBase uses Google APIs to access a limited set of your Google data. This only happens after you grant permission on Google's own consent screen, and you can withdraw that permission at any time.

What we access, and why

We request the narrowest scopes that make these features work. We do not access any other Google data, and we do not access Google data belonging to anyone who has not connected their own account.

Limited Use

LandscapeBase's use and transfer to any other app of information received from Google APIs will adhere to Google API Services User Data Policy, including the Limited Use requirements.

In plain terms, this means:

• We only use your Google data to provide or improve the features you can see in LandscapeBase.
• We only transfer your Google data to others where it is necessary to provide those features, to comply with the law, or as part of a merger or acquisition with your consent.
• We never use your Google data for advertising.
• We never sell your Google data.
• No human at Alphard Global reads your Gmail messages, except where you have given us specific permission in order to resolve a support issue, where it is necessary for security reasons such as investigating abuse, or where we are required to by law.

Who processes your Google data

• Our AI providers receive the content of the enquiry email being read or replied to, plus your business details, to classify the enquiry and generate the suggested reply. Requests are routed through OpenRouter to models from Anthropic and OpenAI. See section 08.
• Render, our hosting provider, stores Gmail message bodies, the lead records extracted from your Google data, and the access tokens needed to make the requests above.

Nobody else receives your Google data.

How long we keep it, and how to delete it

We store Gmail message bodies alongside the lead records extracted from them to provide the connected email features and keep your lead timeline complete. We keep Gmail and Calendar data for as long as it is needed to provide these features and maintain the associated business records.

You can, at any time:

• Disconnect Google inside LandscapeBase under Settings → Integrations
• Revoke our access directly at myaccount.google.com/permissions
• Email hello@landscapebase.co.uk and ask us to delete every piece of Google data we hold about you

Disconnecting your Google account does not currently delete Gmail messages already stored in LandscapeBase. Disconnecting alone should not be treated as a deletion request. To request deletion of stored Google data, email hello@landscapebase.co.uk. Deletion requests are handled separately from disconnecting your account.

Artificial intelligence

LandscapeBase uses AI models to read enquiry emails, draft suggested replies, and help produce costings and quotations.

We do not use your Google user data, including Gmail message content and Google Calendar event data, to develop, improve or train generalised or non-personalised artificial intelligence or machine learning models.

AI processing happens only at the moment you use a feature, only on the specific data needed for that request, and only to return a result to you. Requests are sent through OpenRouter, an API gateway, to models from Anthropic and OpenAI. Under their API terms, these providers do not use data submitted through the API to train their models, and we do not permit them to.

You remain in control. Suggested replies are drafted, reviewed and edited inside LandscapeBase. They are not written to your Gmail mailbox as drafts. For these replies, Gmail is used only to send the message when you choose to send it. Nothing is sent to a customer until you send it.

Who processes application data

Where you connect a third-party account such as Google, Microsoft or WhatsApp, that provider processes your data under its own privacy policy as an independent controller.

Several of these providers are in the United States. Where a provider processes personal data outside the UK, the transfer relies on the UK International Data Transfer Addendum to the EU standard contractual clauses, or on the UK-US data bridge where the provider is certified. We never sell personal data.

How long we keep application data

Customer account and business records are kept for the life of your account and deleted within 30 days of account closure, unless we are required to keep them for legal or accounting reasons. Copies in short-term backups are removed on the normal backup cycle.

Google account data is covered separately in section 07.

Your UK GDPR rights

You can ask us to:

• Access the personal data we hold about you
• Ask us to rectify or correct information that is wrong or incomplete
• Ask us to erase your personal data
• Ask us to restrict how we use your personal data
• Object to our use of your personal data
• Receive and transfer your personal data where portability applies

Email hello@landscapebase.co.uk to exercise any of these rights. We respond within one month.

If you are a customer of a business that uses LandscapeBase, for example you asked a landscaping firm for a quote, please contact that business first. We will help them respond.

You also have the right to complain to the Information Commissioner's Office at ico.org.uk.

Changes to this policy

If we change how we handle your data, we will update this page and change the "Last updated" date at the top. If the change is significant, we will tell you by email before it takes effect.

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