Privacy Policy

Gardeners East Sheen Privacy Policy

This Privacy Policy explains how Gardeners East Sheen collects, uses, stores and protects personal data relating to our customers and prospective customers. It applies to all Gardeners East Sheen customers located in our service area, as well as individuals who contact us to enquire about our gardening services.

We are committed to handling your personal data in accordance with the UK General Data Protection Regulation and the Data Protection Act 2018. This Privacy Policy sets out the types of personal data we collect, the lawful bases we rely on, how long we keep your information, the role of any third party processors, and the rights you have in relation to your data.

Who this policy applies to

This Privacy Policy applies to all Gardeners East Sheen customers and prospective customers within our local service area. It also applies to individuals who interact with us in any way, including by telephone, post, or in person, when making enquiries or bookings, requesting a quote, or giving feedback.

By using our services, contacting us, or providing us with personal data, you acknowledge that you have read and understood this Privacy Policy.

Personal data we collect

We only collect personal data that we need in order to provide and manage our gardening services. The information we may collect includes:

Contact details such as your full name, postal address, and any other contact information you choose to provide to enable communication and service delivery.

Service information such as details of the gardening services you request, property access notes that you choose to give us, and any relevant information about your garden or outdoor space to allow us to perform the service safely and effectively.

Communication records such as information you provide when you contact us to request a quote, make a booking, rearrange an appointment, raise a query, or provide feedback or complaints about our services.

Billing and payment information such as records of invoices issued, payment status, and related accounting records. We do not store full payment card details if you pay using a card, although we may receive transaction references from payment providers.

Marketing preferences such as whether you wish to receive updates or information about our services, where we offer this and you choose to opt in.

How we collect your personal data

We collect personal data directly from you when you contact Gardeners East Sheen, request a quote, book a service, or otherwise communicate with us. This may occur by telephone, post, or in person.

We may also generate certain information ourselves, such as internal notes on the services provided at your property, appointment history, and records of communications we have sent or received in relation to your account.

Lawful bases for processing your data

We only process your personal data when we have a lawful basis to do so under data protection law. Depending on the circumstances, we may rely on the following lawful bases:

Contract. We process your personal data where it is necessary to enter into or perform a contract for gardening services with you. This includes arranging appointments, carrying out agreed work, and handling billing and payments.

Legitimate interests. We may process your data where it is necessary for our legitimate business interests, provided that these interests are not overridden by your rights. Examples include keeping basic records of past work at your property to improve service planning, and communicating with you about existing or related services you might reasonably expect to hear about.

Legal obligations. We may process and retain personal data where it is necessary for compliance with legal or regulatory requirements, such as accounting, taxation, and record keeping obligations.

Consent. In limited cases we may ask for your consent to process your data for specific purposes, such as sending optional marketing messages or storing particular information that is not strictly necessary for service delivery. Where we rely on consent, you can withdraw it at any time.

How we use your personal data

Your personal data may be used for the following purposes:

To provide and manage gardening services at your property, including scheduling and carrying out visits and ensuring our team has the necessary instructions to complete the work safely and effectively.

To respond to enquiries, provide quotes, and manage bookings or changes to existing appointments.

To issue invoices, process payments, maintain financial records, and manage any queries related to billing.

To communicate with you about your ongoing or upcoming services, including appointment confirmations, changes, and important service updates.

To manage our relationship with you, including handling feedback, resolving complaints, and improving our services.

To comply with legal, regulatory, and tax obligations and to assist with the detection and prevention of fraud or misuse of our services.

Data retention and storage

We keep your personal data only for as long as necessary for the purposes for which it was collected and to meet any legal, accounting, or reporting requirements.

Service and contact records linked to active customers are retained while we are providing services and for a reasonable period afterwards in case of questions, repeat bookings, or disputes.

Financial and invoicing records are kept for the period required by applicable tax and accounting regulations. After these periods expire, information is securely deleted or anonymised wherever reasonably possible.

When deciding how long to keep data, we take into account the nature and sensitivity of the information, the potential risk of harm from its unauthorised use or disclosure, the purposes for which we process it, and whether we can achieve those purposes in other ways.

Data processors and third parties

We may use carefully selected third party service providers to process personal data on our behalf. These providers may include accountants or bookkeeping services, external contractors who assist with service delivery or administration, and payment processing services.

Where we use third party processors, they act under our instructions and are not allowed to use your personal data for their own purposes. We require them to handle your data securely and in compliance with data protection laws.

We do not sell your personal data to third parties. We only share personal data where it is necessary to deliver our services, to comply with legal obligations, or with your explicit consent.

International transfers

Our services are primarily provided within the local area we serve. If in the future we use any service providers that store or process data outside the United Kingdom, we will ensure that appropriate safeguards are in place to protect your personal data, such as standard contractual clauses or equivalent protections required by data protection law.

Your data protection rights

Under data protection law, you have several rights in relation to your personal data held by Gardeners East Sheen. These rights apply to all customers and individuals in our service area whose personal data we process, subject to certain legal limitations.

Right of access. You have the right to request confirmation of whether we hold personal data about you and to request a copy of that data.

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 may have the right to request that we delete your personal data, for example where it is no longer needed for the purpose it was collected or where you withdraw consent and there is no other lawful basis to continue processing.

Right to restriction. You can request that we restrict the processing of your personal data in certain situations, for example while we verify the accuracy of the data following a rectification request.

Right to object. You have the right to object to certain types of processing based on our legitimate interests, particularly where the processing relates to direct marketing.

Right to data portability. Where processing is based on consent or contract and carried out by automated means, you may have the right to receive personal data you provided to us in a structured, commonly used format and to request that it be transmitted to another controller where technically feasible.

Where we rely on your consent for any processing, you have the right to withdraw that consent at any time. Withdrawing consent will not affect the lawfulness of processing carried out before the withdrawal.

Security of your data

We take appropriate technical and organisational measures to protect the personal data we hold against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access. Access to personal data is limited to those who need it for the purposes set out in this Privacy Policy and who are required to keep it confidential.

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. The most recent version will apply to all personal data we hold. We encourage you to review this policy periodically to stay informed about how we protect your information.