Privacy and plant photographs
Reviewed: September 2026
- The Root Forge may collect identity and contact details, delivery or collection information, order and service records, submitted messages, plant details, photographs and recorded permissions.
- Information is used to respond to enquiries, provide requested goods or services, manage payment and delivery, maintain plant-care records, handle complaints and meet legal obligations.
- The lawful basis will depend on the purpose and may include steps taken before or under a contract, legal obligations, legitimate interests and consent where appropriate.
- Information will be shared only where necessary, including with service providers used for hosting, secure records, communications, payments and delivery. It will not be sold.
- Plant photographs will not be used publicly for marketing, education or case studies unless separate permission has been given. Customers should avoid including people or unnecessary personal information in images.
- Marketing emails will be sent only where an appropriate permission applies. Choosing whether to receive them is separate from making an enquiry or buying a service, and will not affect the service you receive.
- Where you opt in, we will keep a record of the channel, date and time, method, wording shown and any interests you selected. You can unsubscribe through any marketing email or by contacting hello@therootforge.co.uk.
- You may have rights to access, correct, erase or restrict personal information, object to some uses, withdraw consent where consent is relied upon, and complain to the Information Commissioner’s Office.
- The final privacy notice will identify confirmed service providers and any international transfers before live information collection begins.
- Privacy requests: support@therootforge.co.uk
How long we keep information
Reviewed: September 2026
- Enquiries that do not become a booking will normally be deleted or anonymised 12 months after the last meaningful contact.
- Order, payment, assessment and completed service records will normally be retained for six years where they are needed for accounting, complaints, contractual records or legal claims.
- Plant photographs kept as part of a service record will follow that record’s retention period. Photographs from an enquiry that does not proceed will normally be deleted with the enquiry.
- Separate permission for a photograph used in marketing, education or a case study will be reviewed at least every two years and may be withdrawn for future use. Evidence of the permission will be kept while the image is used and for as long afterwards as reasonably needed to demonstrate compliance.
- Complaint records will normally be kept for six years after the complaint is closed. Information unrelated to the complaint will not be retained merely because a complaint was made.
- Incomplete temporary uploads and failed submission data will be removed as soon as reasonably practical, normally within 30 days.
- A minimal record may be retained where necessary to honour an opt-out, prevent unwanted marketing or record that a deletion request was completed.
- At the end of a retention period, personal information will be securely deleted or irreversibly anonymised. Longer retention will apply only where required by law, an active dispute or another documented necessity.
Business identity and complaints
Reviewed: September 2026
- The Root Forge is a UK-based micro-nursery and plant-care business operated by Mathew Barlow as a sole trader.
- A compliant business correspondence address and the full pre-contract information required for online sales will be supplied before trading begins. The private plant drop-off address will not be published.
- If something has gone wrong, please contact support@therootforge.co.uk with the relevant order or service details so that the concern can be reviewed fairly.
- We aim to acknowledge complaints within two working days and provide a substantive response within ten working days. If more time is needed, we will explain why and give an updated timescale.
- These policies do not affect rights provided by UK consumer law.