Gardeners Roehampton Privacy Policy

This Privacy Policy explains how Gardeners Roehampton collects, uses, stores and protects personal data relating to customers and prospective customers in the Roehampton area. It is intended to comply with the UK General Data Protection Regulation and applicable UK data protection law. This Privacy Policy applies to all Gardeners Roehampton customers and individuals who enquire about or use our gardening and related services within our service area.

Who we are and scope of this policy

Gardeners Roehampton provides gardening and related maintenance services to domestic and commercial clients in the Roehampton area. For the purposes of data protection law, Gardeners Roehampton acts as the data controller in respect of the personal data described in this Privacy Policy. This means we determine the purposes and means of processing your personal data. This policy applies whenever you interact with us as a customer or potential customer, including when you contact us, request a quote, enter into a contract for services or otherwise use our services.

Types of personal data we collect

We may collect and process the following categories of personal data about you, depending on how you interact with us and the services you use:

Identification and contact details, such as your name, postal address, property address where services are provided, and any other contact information you choose to provide.

Service and contract information, such as records of the services you request or receive, visit schedules, job instructions, notes relating to your garden or property, invoices, quotes and payment records.

Communication records, including information you provide when you contact us by any method, together with our responses and any follow up correspondence.

Technical and usage information, where relevant, such as basic information about how you access and use any online forms or digital tools we may offer, and general analytics information where collected in a way that could identify you.

Any other information you choose to provide that is relevant to the provision of our services, such as access instructions, preferences for how and when we attend your property or other practical information relating to your circumstances.

How we collect your personal data

We collect personal data directly from you when you contact us, request information, ask for a quote or enter into a contract for services. This may be by telephone, in person, through written correspondence, or by any online or electronic forms we may provide. We may also receive personal data indirectly if another person contacts us on your behalf, for example a family member, landlord, tenant, property manager or colleague who requests our services for a property you occupy or own. Where this occurs, we will treat the information in accordance with this Privacy Policy and, where appropriate, will inform you that we hold your data.

Lawful bases for processing your data

We will only process your personal data where we have a lawful basis under data protection law. Depending on the context, one or more of the following lawful bases may apply:

Contract: We process your personal data where it is necessary to take steps at your request before entering into a contract, and to perform our contract with you once agreed. This includes arranging visits, providing quotes, delivering gardening services and handling payments.

Legitimate interests: We process personal data where it is necessary for our legitimate interests or those of a third party, and those interests are not overridden by your rights and freedoms. Our legitimate interests include managing and developing our business, maintaining accurate records, improving our services and communicating with you about existing or similar services you may reasonably expect to hear about. Where we rely on this basis, we consider the impact on your privacy and implement safeguards.

Legal obligation: We process your personal data where this is required in order to comply with our legal obligations, such as accounting, tax and record keeping requirements, and to respond to lawful requests from public authorities.

Consent: In limited cases we may rely on your consent, for example where required to send certain types of marketing communications. Where we rely on consent, you have the right to withdraw your consent at any time.

How we use your personal data

We use your personal data for the following purposes:

To provide and manage gardening and related services, including arranging and carrying out visits, tailoring services to your property and preferences, and managing our ongoing relationship with you.

To prepare and provide quotes, estimates and invoices, collect payments and manage any queries or disputes relating to our services.

To communicate with you about your enquiries, bookings, schedules, changes to our services, and other information necessary to deliver our services effectively and safely.

To maintain internal records and to manage our business operations, including planning workloads, training staff and monitoring service quality.

To meet our legal and regulatory obligations, including financial reporting and responding to requests from regulators, law enforcement or other public bodies where required.

To send you information about services that are similar to those you already receive from us, where permitted by law. You can object to such communications at any time.

Data retention

We keep personal data only for as long as is necessary for the purposes for which it was collected, including for the purposes of satisfying any legal, accounting or reporting requirements. In general, we will retain your customer records for as long as you have an active relationship with us and for a reasonable period thereafter in case of queries or disputes. Financial records and related documents are usually kept for a number of years to comply with legal and tax obligations. When personal data is no longer required, we will take reasonable steps to delete or anonymise it in a secure manner.

Sharing your personal data and processors

We may share your personal data with trusted third parties who act as data processors on our behalf. These processors may provide services such as administrative support, accounting, payment processing, data storage, and information technology services. When we use processors, we require them to process personal data only on our documented instructions, to keep it secure, and to comply with data protection law.

We may also share personal data with other parties where this is necessary, such as professional advisers, insurers, or subcontractors who help us provide services at your property. In these cases, information shared is limited to what is necessary for the specific purpose.

In certain circumstances we may be legally obliged to share information, for example with law enforcement, regulators or courts. We will only share personal data to the extent required and in accordance with data protection law.

We do not sell your personal data to third parties.

International data transfers

Where any of our processors or service providers are located outside the United Kingdom, or store data in another country, we will ensure that appropriate safeguards are in place so that your personal data remains protected to a standard that is essentially equivalent to that provided under UK data protection law. This may include the use of standard contractual clauses or other legally recognised transfer mechanisms.

How we protect your personal data

We take appropriate technical and organisational measures to protect your personal data against unauthorised or unlawful processing, accidental loss, destruction or damage. These measures include limiting access to personal data to those who need it for their role, using secure systems where appropriate and training staff and workers in data protection responsibilities. While we take reasonable steps to protect your information, no system can be completely secure, and you should take appropriate care when sharing information with us.

Your data protection rights

As an individual whose personal data we process, you have a number of rights under data protection law. These rights include:

Right of access: You have the right to request confirmation as to whether we process your personal data and to receive a copy of that data, together with certain information about how we use it.

Right to rectification: You have the right to 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. This is not an absolute right and may not apply where we need to retain data for legal or legitimate business reasons.

Right to restriction of processing: You may have the right to request that we restrict the processing of your personal data in certain situations, for example while we are investigating a concern you raise about its accuracy.

Right to object: You have the right to object to certain types of processing, including processing based on our legitimate interests and processing for direct marketing. If you object to marketing, we will stop using your data for that purpose.

Right to data portability: In some circumstances, you may have the right to receive the personal data you have provided to us in a structured, commonly used and machine readable format and to have it transmitted to another controller where this is technically feasible.

Right to withdraw consent: Where we rely on your consent to process personal data, you have the right to withdraw that consent at any time. Withdrawal of consent will not affect the lawfulness of processing carried out before consent was withdrawn.

You also have the right to lodge a complaint with the relevant data protection supervisory authority if you are concerned about how we handle your personal data. We encourage you to contact us first so that we can attempt to resolve your concerns directly.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal or regulatory developments, or improvements in how we communicate our approach to privacy. Any changes will take effect from the date the updated version is made available. You should review this Privacy Policy periodically to stay informed about how we handle your personal data.