Gardeners Gunnersbury Privacy Policy

This Privacy Policy explains how Gardeners Gunnersbury collects, uses, stores, and protects personal data relating to customers within our service area. It also explains the legal bases we rely on under the UK General Data Protection Regulation and the EU General Data Protection Regulation, as applicable. This Privacy Policy applies to all Gardeners Gunnersbury customers in our service area, including prospective, current, and past customers.

By engaging with our gardening services, making an enquiry, or otherwise providing your personal data to us, you acknowledge that you have read and understood this Privacy Policy.

Who We Are

Gardeners Gunnersbury is a gardening services provider operating in the Gunnersbury area and surrounding localities. 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 determine the purposes and means of processing your personal data.

Personal Data We Collect

We collect and process a range of personal data about customers and prospective customers in the Gunnersbury area. The type of data we collect may include:

Identification and contact details: name, postal address, service address, billing address, and general location within our service area, as well as non-electronic contact details you choose to provide.

Service and contract details: information about the gardening services you request or receive, such as the type of work, property type, garden size, visit frequency, and any notes relevant to the service.

Communication records: information you provide when you contact us, including enquiries, feedback, complaints, and any other correspondence, regardless of the channel used.

Payment and transaction data: details of the services purchased, amounts paid, payment method type, payment status, and basic invoicing information. We do not store full payment card details.

Usage and technical data: limited technical information generated when you interact with our website or online tools, such as device type, general location, and basic analytical information, where this is collected in a privacy-compliant way.

How We Collect Personal Data

We collect personal data in several ways, including:

Directly from you when you make an enquiry, request a quotation, book a service, or communicate with us in any way.

Automatically, through basic website usage data and similar tools that help us understand how our services are used, where legally permitted.

From third parties where this is necessary, lawful, and relevant to the services we provide, for example where another person books services on your behalf or refers you to us.

Lawful Bases for Processing

We only process your personal data when we have a lawful basis to do so. Depending on the circumstances, we may rely on one or more of the following lawful bases under the GDPR:

Contract: where processing is necessary in order to enter into or perform a contract with you, such as providing gardening services, preparing quotes, taking payment, and communicating with you about your bookings.

Legal obligation: where we are required to process personal data to comply with legal obligations, for example tax, accounting, and record-keeping requirements.

Legitimate interests: where processing is necessary for our legitimate business interests, and those interests are not overridden by your rights and freedoms. These interests may include managing and developing our services, planning work schedules, preventing fraud, maintaining security, and handling customer queries.

Consent: where you have clearly agreed to a specific use of your data, such as receiving certain forms of marketing or being contacted about new services that may interest you. You can withdraw your consent at any time, which will not affect the lawfulness of processing that took place before withdrawal.

How We Use Personal Data

We use your personal data for the following purposes:

To provide and manage our gardening services, including arranging visits, carrying out work at your property, and managing your customer account.

To communicate with you about enquiries, bookings, service updates, rescheduling, and any issues relating to your garden or our work.

To manage payments, invoicing, and accounting records.

To respond to complaints, requests, or disputes and to improve our customer service.

To plan our operations and allocate resources efficiently across our service area.

To meet legal and regulatory requirements, including tax, insurance, and health and safety obligations.

To send you information about services we believe may be relevant or useful to you, where we are permitted to do so under data protection and marketing laws and where you have not objected.

Data Sharing and Processors

We may share your personal data with trusted third parties who act as data processors on our behalf. These processors only process your data in accordance with our instructions and for the purposes set out in this Privacy Policy. They are required to keep your data secure and to comply with applicable data protection laws.

Categories of processors and other recipients may include:

IT and hosting providers that store or process data to support our systems and website.

Payment and invoicing service providers that facilitate secure payment processing and maintain financial records.

Professional advisers, such as accountants or legal advisers, where this is necessary for our legitimate interests and to meet legal obligations.

We may also disclose personal data to public authorities or other third parties where required by law or where necessary to establish, exercise, or defend legal claims.

International Data Transfers

Where any of our service providers or systems are located outside the United Kingdom or the European Economic Area, and your personal data is transferred internationally, we will ensure that appropriate safeguards are in place. These may include the use of standard contractual clauses approved by relevant regulatory authorities or other equivalent protections.

Data Retention

We retain personal data only for as long as necessary to fulfil the purposes set out in this Privacy Policy, including for the purposes of satisfying any legal, accounting, or reporting requirements.

In general:

Customer and contract records are kept while you are an active customer and for a period after the end of the relationship, to handle any follow-up queries or disputes and meet legal obligations.

Financial and invoicing information is kept for the period required by tax and accounting laws.

Enquiry records and communication history may be kept for a limited period to help us respond to ongoing or repeat enquiries, and to improve our services.

When personal data is no longer needed, we will securely delete or anonymise it.

Security of Personal Data

We take appropriate technical and organisational measures to protect personal data from unauthorised access, loss, misuse, alteration, or destruction. These measures are designed to ensure a level of security appropriate to the risks involved in our processing activities. While no system can be completely secure, we regularly review and update our security practices.

Your Data Protection Rights

Under data protection laws, you have a number of rights in relation to your personal data. These rights apply to all Gardeners Gunnersbury customers in our service area, subject to certain legal limitations and conditions:

Right of access: you can request confirmation that we process your personal data and ask for a copy of that data.

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

Right to erasure: in certain circumstances, you can request that we delete your personal data.

Right to restriction of processing: you can ask us to restrict the way we process your personal data in certain situations.

Right to data portability: where processing is based on consent or contract and carried out by automated means, you may request a copy of your data in a commonly used, machine-readable format and have it transmitted to another controller where technically feasible.

Right to object: you can object to processing based on our legitimate interests, including profiling, and you have an absolute right to object to direct marketing at any time.

Right to withdraw consent: where we rely on your consent, you can withdraw it at any time, without affecting the lawfulness of processing carried out before withdrawal.

To exercise any of these rights, you can contact us using the contact details we provide through our usual communication channels. We may need to verify your identity before responding to your request.

Complaints and Regulatory Contact

If you are concerned about how we handle your personal data, you can raise the matter with us so we have the opportunity to address your concerns. You also have the right to lodge a complaint with your local data protection authority, which in the United Kingdom is the Information Commissioner's Office.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, services, or legal obligations. Any changes will apply from the date we publish the updated Privacy Policy. We encourage you to review this page periodically to stay informed about how we protect your personal data.