Privacy Policy

Gardeners Gipsy Hill Privacy Policy

This Privacy Policy explains how Gardeners Gipsy Hill collects, uses, stores, and protects personal data of its customers. It also explains your rights under applicable data protection laws, including the UK General Data Protection Regulation and the Data Protection Act 2018. This Privacy Policy applies to all Gardeners Gipsy Hill customers within our service area.

Who We Are

Gardeners Gipsy Hill is a gardening and outdoor maintenance service provider operating in the Gipsy Hill area and surrounding locations. When this Privacy Policy refers to we, us or our, it refers to Gardeners Gipsy Hill as the controller of your personal data for the purposes described here.

Scope of this Privacy Policy

This Privacy Policy applies to personal data we collect from customers and prospective customers who contact us, request a quote, book services, or otherwise interact with Gardeners Gipsy Hill in our service area. By using our services, you acknowledge that your personal data will be processed in accordance with this Privacy Policy.

Personal Data We Collect

We may collect and process the following categories of personal data about you:

Identification and contact details, such as your name, address, service property address, and any other contact details you choose to provide.

Service and booking information, such as details of the services you request, property type and size, access information relevant to carrying out gardening work, appointment dates and times, and any instructions you give us.

Communication records, such as information contained in messages or correspondence you send to us, including enquiries, feedback, and complaints.

Billing and payment information, such as details necessary to process payments and issue invoices. We do not store full payment card details where payments are processed by third party payment providers.

Technical and usage data, where applicable, such as basic information about how you access or interact with our online presence, for example log data, device information, and general location information. This is usually collected via your browser or device settings.

How We Collect Your Data

We collect personal data directly from you when you contact us, request a quote, make a booking, or communicate with us in any way. We may also collect data when you provide information during a site visit or while our gardeners are working at your property.

In some cases, we may receive personal data about you from third parties, for example from a landlord, letting agent, or property manager who arranges gardening services on your behalf, or from payment processors that confirm your payment.

Lawful Bases for Processing

We process your personal data only where we have a lawful basis under data protection law. Depending on the context, we rely on the following lawful bases:

Contract: to take steps at your request before entering into a contract and to perform a contract with you, for example to provide gardening services, manage bookings, send confirmations, and handle payments.

Legal obligation: to comply with legal and regulatory requirements, such as record keeping, tax, and accounting obligations.

Legitimate interests: to pursue our legitimate business interests, provided your interests and fundamental rights do not override those interests. This includes managing our business operations, improving our services, communicating with you about ongoing or future services, handling enquiries, and protecting our property and rights.

Consent: where required by law, for example for certain forms of direct marketing or optional communications. When we rely on consent, you can withdraw it at any time.

How We Use Your Personal Data

We use your personal data for the following purposes:

To provide and manage gardening services you have requested, including arranging visits, carrying out work, and managing follow up tasks.

To prepare and provide quotes, estimates, and proposals for gardening projects and ongoing maintenance.

To manage our relationship with you, including handling enquiries, feedback, and complaints, and notifying you about changes to our services or terms.

To process payments, issue invoices, and manage accounts and financial records.

To plan our work, resources, and schedules, including route planning for gardeners and staff.

To maintain and improve our services and operations, including for training, quality control, and administration.

To comply with legal obligations, respond to lawful requests, and protect our rights, property, and the safety of our staff and customers.

Data Sharing and Processors

We may share your personal data with trusted third parties who act as processors on our behalf. These processors only process your data according to our instructions and for the purposes described in this Privacy Policy. Examples of such processors include:

Payment processing and invoicing providers that enable secure processing of customer payments and the issuing of invoices or receipts.

IT, hosting, and cloud service providers that support the operation, security, and storage of our business systems and data.

Scheduling, booking, and customer management tools used to organise our visits, services, and customer records.

Professional advisers, such as accountants or legal advisers, where necessary for business management, compliance, or the establishment or defence of legal claims.

We may also share personal data where necessary with insurers, law enforcement, regulators, or other authorities if required by law, to protect our legal rights, or to protect the safety of our staff, customers, or the public.

International Transfers

Some of our service providers or their systems may be located outside the United Kingdom or may store data in other countries. Where personal data is transferred internationally, we take appropriate steps to ensure that your data is protected in accordance with applicable data protection laws, for example through contractual safeguards or other recognised mechanisms.

Data Retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including satisfying any legal, accounting, or reporting requirements.

In general, customer records relating to the provision of services may be kept for a period that reflects applicable limitation periods and tax or accounting obligations. Communication records and enquiry details may be retained for a period that allows us to manage ongoing enquiries and maintain business records.

When personal data is no longer required, we will take reasonable steps to securely delete or anonymise it.

Data Security

We take appropriate technical and organisational measures to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access. These measures include limiting access to personal data to those staff and processors who need it for their roles and ensuring they are subject to confidentiality obligations.

Your Data Protection Rights

Under data protection law, you have certain rights in relation to your personal data. Subject to conditions and exemptions, these rights may include:

The right of access: you can request a copy of the personal data we hold about you and information about how we process it.

The right to rectification: you can ask us to correct or complete inaccurate or incomplete personal data.

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

The right to restriction: you can request that we restrict the processing of your personal data in certain situations.

The right to data portability: in some cases, you can ask us to provide your personal data in a structured, commonly used, machine readable format and to transmit it to another organisation where technically feasible.

The right to object: you can object to processing based on our legitimate interests and, where applicable, to direct marketing.

Where we rely on consent to process your personal data, you can withdraw your 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 methods you normally use to communicate with Gardeners Gipsy Hill. We may need to verify your identity before responding to your request.

Complaints

If you have concerns about how we handle your personal data, we encourage you to contact us in the first instance so that we can try to resolve your concerns. You also have the right to lodge a complaint with the relevant supervisory authority for data protection in the United Kingdom.

Children

Our services are intended for adults and property owners or occupiers. We do not knowingly collect personal data from children. If you believe that a child has provided personal data to us, please contact us so that we can delete it where appropriate.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, the way we process personal data, or legal or regulatory developments. The updated version will apply from the date it is made available. We encourage you to review this Privacy Policy periodically to stay informed about how we handle your personal data.