Gardeners Collier Row Privacy Policy

This Privacy Policy explains how Gardeners Collier Row collects, uses, stores and protects the personal data of its customers and prospective customers within the Collier Row area and surrounding neighbourhoods. It also explains your rights under the UK General Data Protection Regulation and related data protection laws.

This Privacy Policy applies to all Gardeners Collier Row customers and prospective customers in our service area, including anyone who contacts us, requests a quotation, books a service or otherwise interacts with us in the course of our gardening and related services.

Who we are and our role

Gardeners Collier Row is a local gardening services provider. For the purposes of data protection law, we act as the data controller in relation to the personal data described in this Privacy Policy. This means we decide what data we collect and how it is used, in line with the law.

Personal data we collect

We may collect and process the following categories of personal data about you when you use our services or contact us:

Identification details: name, and where provided, any relevant company or household contact person.

Contact details: service address, billing address, and other address details you provide; as well as any other contact information you choose to share, such as messaging handles or alternative contact channels.

Service information: details about your garden, property access instructions, service preferences, photos you provide to help us assess the work, and notes relevant to delivering our services safely and effectively.

Communication records: information you provide when you contact us for enquiries, quotations, bookings, complaints or feedback, including messages, and information exchanged during visits and calls.

Transaction and billing information: records of services booked and completed, prices, payment status, invoices issued, and methods of payment. We do not store full payment card details where payments are processed through third party payment providers.

Technical and usage data: limited technical data generated when you visit any online presence we may operate, such as general device and browser information and basic usage statistics, to help us understand service demand and performance. We do not intentionally collect more technical data than necessary to provide and improve our services.

How we collect your data

We collect personal data directly from you when you contact us, request a quotation, make a booking, receive services from us, or communicate with us in any way. This may be in person, by phone, through messaging, or through any forms or online contact methods we provide.

We may also receive personal data from third parties where this is necessary for our services, for example where a landlord, letting agent, neighbour or family member provides your contact details so that we can arrange gardening services at a property you occupy or manage. Where appropriate, we will inform you that we have received your data from a third party.

Lawful bases for processing

We process your personal data only where we have a lawful basis to do so. Depending on the circumstances, this will be one or more of the following:

Contract: where processing is necessary to enter into or perform a contract with you, such as providing a quotation, scheduling work, delivering gardening services, or managing billing and payment.

Legal obligation: where we need to retain or disclose certain information to comply with legal or regulatory requirements, such as tax or accounting rules.

Legitimate interests: where we have a legitimate business interest in processing your data, and this is not overridden by your rights and interests. This may include managing customer relationships, improving our services, maintaining records of work carried out, scheduling repeat or seasonal visits, and handling general business administration.

Consent: where the law requires your consent for a particular activity, or where we choose to rely on consent. If we ask for your consent, we will explain what it is for, and you can withdraw your consent at any time.

How we use your personal data

We use your personal data for the following purposes:

To provide quotations, arrange visits and deliver gardening and related services at your property.

To communicate with you about appointments, changes, access requirements and service updates.

To manage our relationship with you, including handling enquiries, feedback, compliments and complaints.

To issue invoices, process payments through our chosen payment methods and maintain accounting records.

To plan future maintenance, seasonal services and follow up work where you have requested or agreed to ongoing services.

To improve and develop our services, including reviewing the types of work we carry out and the needs of our customers in the local area.

To comply with legal and regulatory obligations, including tax and business recordkeeping requirements.

Data sharing and processors

We may share your personal data with carefully selected third parties where this is necessary for the purposes set out above and where they act only on our instructions. These third parties act as data processors and may include:

Payment service providers that process payments on our behalf.

Accountants or professional advisers who assist with our business records and compliance.

IT or software providers that support our scheduling, recordkeeping or communication systems.

Where we use such processors, we ensure that appropriate contracts and safeguards are in place to protect your personal data and ensure it is used only as required to provide the relevant services to us.

We may also share data where required by law, for example with regulatory authorities, law enforcement or tax authorities, but only to the extent strictly necessary.

We do not sell your personal data and do not share it with third parties for their own independent marketing purposes.

Data retention

We keep your personal data only for as long as is reasonably necessary for the purposes described in this Privacy Policy and to meet any legal, regulatory or accounting requirements.

Customer records relating to services provided, including contact details, service history and invoices, are generally retained for a period consistent with applicable tax and limitation periods so that we can respond to queries, manage repeat work and demonstrate compliance with our obligations.

Where we hold data for marketing or ongoing contact with prospective customers, we will retain it for a reasonable period while it remains relevant and necessary for that purpose. If you ask us to stop such contact, we will do so and will retain only the minimal information needed to record your preference.

When data is no longer needed, we will delete or anonymise it in a secure manner.

Data security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse or alteration. These measures include limiting access to personal data to those who need it to carry out their duties, using secure storage methods, and maintaining reasonable safeguards for any electronic devices and systems we use.

While we take reasonable steps to protect your data, no system can be completely secure. If we become aware of a data breach that poses a risk to your rights and freedoms, we will act in accordance with our legal obligations, which may include notifying you and the relevant supervisory authority.

Your data protection rights

Under data protection law, you have a number of rights in relation to your personal data. These rights apply subject to certain conditions and exemptions. They may include:

Right of access: you can request a copy of the personal data we hold about you, together with information about how we use it.

Right to rectification: you can ask us to correct or complete personal data that is inaccurate or incomplete.

Right to erasure: in certain circumstances, you can ask us to delete your personal data.

Right to restriction: you can request that we limit how we use your data in certain situations.

Right to data portability: in some cases, you can request that we provide your data in a commonly used, machine readable format, or transfer it to another organisation.

Right to object: you can object to our processing of your personal data where we rely on legitimate interests or where we process your data for direct marketing.

Right to withdraw consent: where we process your data on the basis of consent, you can withdraw that consent at any time. Withdrawal of consent will not affect the lawfulness of processing carried out before you withdrew it.

If you wish to exercise any of these rights, you can contact us using the contact details you already have for Gardeners Collier Row. We may need to verify your identity before actioning your request.

Customers in the Gardeners Collier Row service area

This Privacy Policy applies to all Gardeners Collier Row customers and prospective customers within our local service area, including Collier Row and nearby districts where we provide gardening services. By engaging with our services or providing your personal data to us, you acknowledge that you have read this Privacy Policy and understand how we process your information.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements or how we process personal data. When we make changes, we will revise the date of the update and, where appropriate, inform you through our usual communication channels. We encourage you to review this Privacy Policy periodically to stay informed about how we handle your personal data.