Legal and policies

Privacy notice

Last updated 25 October 2026

1. Who we are

The Little Green Book (“TLGB”, “we”, “us”) is the website at tlgb.co.uk, run by the partners trading as The Little Green Book. You can contact us at admin@tlgb.co.uk.

We are the controller of the personal data described here, under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. For anything about your data, email admin@tlgb.co.uk.

TLGB is a business service, so most information we hold is about businesses. It becomes personal data where it identifies a person, for example a sole trader, a named contact, or a work email address.

2. What we collect, and why

Trades and suppliers who list with us

• Application and listing details: business name and type, contact name, email, phone, website, address and base postcode, area covered, trades, turnover band, Companies House details, and for sole traders the owner’s name and a letterhead. Why: to check you and run your listing (contract), and to keep the directory reliable (legitimate interests).
• Insurance and accreditation certificates, and photos of your work. Why: to verify the claims on your listing (contract and legitimate interests).
• Compliance pack documents, PQQ answers and project references that you choose to add. These can include personal data about your staff (for example training records) and your referees. Why: to store and share them as you instruct (contract). You are responsible for having the right to share them.
• Team and training records you choose to add: your staff’s names, roles, cards and qualifications, card numbers and dates. Why: to remind you before they expire, build your training matrix and share it as you instruct (contract). You are responsible for telling your staff.
• Payment tracker records you choose to add: jobs, contractors and their contacts, applications, amounts, dates and retentions. Why: to work out deadlines, send your alerts and prepare your letters (contract).
• Price requests you send: your list, delivery postcode, dates, delivery notes, the prices suppliers send back and any rating you give. Why: to send your request and show you the prices (contract). Suppliers see your business name and delivery area; when you accept a quote, that supplier also gets your contact name, email, phone, delivery postcode and delivery notes.
• Enquiries sent through a member’s website on tlgb.co.uk: name, company, email, phone, postcode and message. Why: to pass your enquiry to that business (legitimate interests). We send it to the member and keep a copy for 2 years, so we can deal with problems and spam.
• Suppliers who receive price requests: the email address requests go to, the prices and notes you send, and ratings members give you, which show on your public supplier listing. Why: to run the service (contract and legitimate interests).
• Membership and payment records: plan, status, renewal dates and Stripe customer references. Card details are handled by Stripe, not us. Why: contract, and keeping accounting records (legal obligation).

Main contractors

• Account details: company name, Companies House details, website, phone, and each user’s name, job title and work email. Why: to check the company and run the account (contract and legitimate interests).
• Shortlists, notes, jobs, drawings, invitations and replies. Why: to provide the service (contract).

Job seekers

• Your profile: name, email, phone (if you add it), postcode, how far you travel, role, experience, skills, cards and licences, previous employers, availability, pay expectations, vehicle and tools, and anything you write about yourself. Why: to show your profile to employers as you ask (contract).
• Profile views: how many times employers have opened your profile. Why: so you can see it is working (legitimate interests).

Waiting list

• Your details: name, business name, email and phone. Why: to tell you when we open, send you your one-time discount code and offer you membership first, as you asked (legitimate interests). We keep them for up to 12 months after we open, unless you become a member or ask us to remove them sooner.

Everyone

• Login records: your email address and secure, one-way scrambled copies of login links and session tokens. Why: to let you log in securely (contract and legitimate interests).
• Things you send us: enquiries, accreditation help requests, interest in our retention bond and defects cover scheme, supplier suggestions, Help Hub posts and job reports. Why: to deal with them (legitimate interests).
• Share link activity: when a compliance pack link is opened or a document downloaded, we record the time so the member can see it. Why: legitimate interests of the member and of us in keeping shared documents secure.
• Technical logs: our hosting provider keeps short-term server logs, which include IP addresses, for security and fault finding (legitimate interests).

Where we rely on legitimate interests, we have weighed them against your rights. You can ask us for details, and you can object (see section 8).

3. What is public

A member’s listing is public: business name, trades, contact name, phone, email, website, base postcode and area covered, photos, and a summary of checked insurance and accreditations. Jobs posted by contractors are visible in summary to the public and in full to members and invited trades. Help Hub posts are visible to logged-in members. Job seeker profiles are visible to anyone without the person’s name or contact details, and only the first half of their postcode is shown; paying members and approved main contractors also see their name and the contact details they chose to show. Compliance packs are private and only seen through share links the member creates or attaches to a reply.

4. Emails we send

We send emails needed to run your account: login links, application decisions, renewal and expiry reminders (including for your team’s cards), document check results, paperwork alerts about trades on a contractor’s shortlist, reminders to job seekers before their profile comes off the board, replies to your jobs, price requests and the quotes that come back, and, for members, jobs from main contractors that match your listing. Members can turn job emails off on their listing page.

We may also email businesses that list with us about new Little Green Book services. We only do this as the law allows, every such email has an unsubscribe link, and suppliers can opt out when they sign up. We do not sell your details or share them for anyone else’s marketing.

5. Who we share it with

We use these service providers, who act on our instructions under data processing terms:

• Vercel (website hosting and server logs)
• Supabase (database and file storage)
• Twilio SendGrid (sending emails)
• Stripe (taking payments; Stripe is also a controller for some payment and fraud-prevention data, under its own privacy notice)
• Companies House and postcodes.io (we send a company number or a postcode to look up public records)

We also share information with other users as the service is designed to: contractors see the details of trades who reply to them, contractors who have saved a member to their shortlist are told when that member’s insurance, accreditations or membership change, and anyone with a member’s share link sees what that link includes. We may share information if the law requires it, to protect people from fraud or harm, or with professional advisers. If TLGB or its business is ever sold, the buyer would take on this notice.

6. Where it is stored

Some of our providers are based in, or use servers in, the United States. Where personal data is transferred outside the UK, it is protected by UK adequacy regulations (including the UK Extension to the EU-US Data Privacy Framework where the provider is certified) or by the UK International Data Transfer Agreement or Addendum.

7. How long we keep it

• Compliance pack documents and team training records: deleted automatically 90 days after a paid membership ends, or straight away when you delete them.
• Job seeker profiles: deleted straight away when you delete them; unfinished profiles after 90 days; any other profile after 12 months without an update.
• Contractor jobs, drawings, invitations and replies: deleted automatically two years after the job was last updated.
• Price requests, quotes and ratings: kept while the member’s listing is active so they can look back at past prices, then deleted with the listing.
• Login links: expire after 30 minutes. Sessions: expire after 30 days. Both are then deleted.
• Listings and contractor accounts: kept while active, and for up to two years after they end so we can deal with questions, then deleted or anonymised. You can ask us to delete them sooner.
• Payment and invoice records: six years, as required for tax.
• Payment tracker jobs and applications: kept until you delete them, or two years after your membership ends.
• Enquiries and messages: up to two years.

8. Your rights

You have the right to ask for a copy of your personal data, to have it corrected, deleted or restricted, to object to our use of it, and to receive it in a portable format. Most details can be corrected yourself from your listing or account. To use any right, email admin@tlgb.co.uk. We will reply within one month. Some rights have limits, for example where we must keep records by law.

Matching jobs to members is automatic, but it does not produce decisions with legal or similarly significant effects; contractors decide who they work with.

If you are unhappy with how we handle your data, please tell us first. You can also complain to the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113.

9. Security

Data is sent over encrypted connections. Documents are stored privately and only opened through short-lived links. We store only scrambled versions of login links and sessions, and staff access is limited to those who need it.

10. Cookies

See our cookie policy.

Also see: Website terms of use · Member terms · Contractor terms · Cookie policy · Acceptable use policy · Complaints procedure