How we use your information

Last updated 9 October 2026

We use your details to quote for, deliver and get paid for artificial grass and the things that go with it. We do not sell them, we do not send you marketing, and this site sets no cookies and has no tracking.

Who we are

Harlequin Playgrounds Ltd, trading as Grass Monkey. Company number 14421275, registered in England and Wales. We decide how your details are used, which makes us the “controller” under UK data protection law. We are registered with the Information Commissioner’s Office, registration number ZB563072.

Write to us at office@grassmonkey.co.uk, or Grass Monkey, Unit 2 Calcutt Court Farm, Calcutt Street, Cricklade, SN6 6JR.

What we keep, and why

• Your name, phone number, email address, and billing and site addresses. To quote, deliver, invoice and contact you about your order. We need them to do what you have asked us to (the law calls this contract).
• When you approve or decline a quotation online: the name you type, the contact you give for the day, the time, and the IP address and web browser you used. This is our record of who agreed to what, in case it is ever questioned (legitimate interests). We also note each time the approval page is opened, with the same IP address and browser.
• When grass is delivered: the signature and printed name of the person who receives it, the time, the location of our driver’s phone, and photos of what was delivered. This is our proof of delivery (legitimate interests). A copy may be emailed to the customer.
• When you pay: the amount, how you paid and the payment reference. Card and bank details go straight to Stripe; we never see or keep them. Our accounts must record payments (legal obligation).
• Trade accounts: whether you have one, your credit limit and what is owed, to decide how much we can supply before payment (legitimate interests).
• Notes our staff add to your quote or order, such as a gate code or the best time to deliver, so the job goes right.

Who else handles it

These companies run parts of the system for us. They may only use your details to do that work for us, under a written agreement.

• Supabase — our database and file storage, held in Ireland.
• Vercel — hosts this site and our office system.
• Microsoft 365 — our email.
• Stripe — takes payments. Stripe also keeps its own records of payments under its own legal duties.
• FreeAgent — our accounts and invoices.
• Anthropic — reads our suppliers’ delivery notes into the system. A note for goods sent straight to your site can show your address.

Our office screens also ask Postcodes.io, a free public service, which postcode the location of a delivery falls in. It is sent the two map coordinates and nothing else.

We also give information to HMRC, our accountants or the police when the law requires it. Some of these companies are based in the United States. Where your details leave the UK they are protected by the safeguards UK law requires, such as the UK–US data bridge or the ICO’s international data transfer agreement.

How long we keep it

We keep everything about you, including quotations you did not go ahead with, for six years after the end of the financial year in which we last dealt with you. That is how long tax law requires us to keep sales records, and how long a claim about a contract can be brought. After that the system erases your details automatically: your name, contact details, addresses, signatures, photos and the IP addresses it recorded. The amounts and dates stay, without anything that identifies you.

The link to an online quotation stops working 90 days after the quotation expires or is declined, or after the order is delivered and paid for.

Our database is backed up every day and each backup is kept for 30 days, so details that have been erased can remain in a backup for up to 30 days afterwards. Backups are used only to restore the system after a failure; if that ever happened, anything already erased would be erased again.

Your rights

You can ask us for a copy of what we hold about you, to correct it, to delete it, to stop or limit how we use it, or to object to it. Email or write to us at the addresses above. We will reply within one month and there is no charge.

We can delete your details at once if you never bought from us. If you did, we must keep the record of that sale until the six years are up, and we will tell you when that is.

If you are unhappy with how we have used your details, please tell us first. You can also complain to the Information Commissioner’s Office: ico.org.uk/make-a-complaint, or 0303 123 1113.

If you work for us

The stock system records your name, work email and level; when and where you sign in (the time, device and IP address, which directors can see); your authenticator and passkey set-up; and what you do in it, such as who cut a roll, signed for a load or approved an override. This keeps the system secure and the records accountable. If you use Face ID or a fingerprint, it never leaves your phone: we keep only a key that proves it was your phone. We keep these records while you work for us and for six years after you leave, as part of our business records.

Changes

If we change how we use your details, we will update this page and the date at the top.