Privacy Policy

Gardeners Golders Green Privacy Policy

This Privacy Policy explains how Gardeners Golders Green collects, uses, stores and protects personal data relating to customers and prospective customers in our service area. It also explains your rights under the United Kingdom General Data Protection Regulation UK GDPR and related data protection laws.

This Privacy Policy applies to all Gardeners Golders Green customers and potential customers in the local area who contact us, request a quotation, use our gardening services, or otherwise interact with us.

Who we are and scope of this policy

Gardeners Golders Green is a gardening services provider operating in the Golders Green area and surrounding neighbourhoods. We act as a data controller in relation to the personal data that we collect and process about you in connection with our services.

This Privacy Policy covers personal data processed in the context of providing gardening, maintenance and related services to private individuals and business clients in our service area.

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 which services you use:

Identification and contact details, such as your name, postal address, billing address, service address, and any contact details you choose to provide when communicating with us.

Service and contract information, such as details of the gardening or maintenance services you request, property access instructions that you choose to share, records of quotations, bookings, schedules, invoices, and payment-related records.

Communication records, such as notes of telephone calls, messages you send to us, and any correspondence in which you provide feedback, queries, or complaints.

Usage and interaction information, such as how you found our services, your preferences regarding appointment times or recurring work, and any consents or objections you give in relation to marketing.

In limited cases, and only where you choose to provide it, we may collect additional information that is relevant to the safe and effective delivery of our services at your property, such as whether there are particular access needs or considerations we should be aware of.

How we collect your data

We typically collect personal data directly from you when you contact us to request information, a quotation or a booking, when you enter into or manage a contract with us, or when you otherwise communicate with us.

We may also receive personal data indirectly, for example if another person makes a booking on your behalf and provides your name and address so that we can perform the services at your property. When this happens, we treat that data in accordance with this Privacy Policy.

Lawful bases for processing your data

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

Contract. We process your personal data when it is necessary to enter into a contract with you or to perform a contract for gardening services, such as taking bookings, providing quotations, carrying out work and handling payments.

Legitimate interests. We process personal data where it is necessary for our legitimate business interests and where your rights and freedoms are not overridden. This includes managing our relationship with you, keeping basic records, scheduling work efficiently, improving our services, and pursuing or defending legal claims.

Legal obligation. We may process your personal data where this is required by law, such as for tax, accounting, or record keeping obligations.

Consent. In some limited circumstances, for example for certain types of direct marketing communications, we may rely on your consent. Where we rely on consent, you can withdraw it at any time by contacting us or by using any opt out option we provide.

How we use your personal data

We use your personal data for the following purposes:

To provide and manage our gardening services, including responding to enquiries, preparing quotations, arranging and carrying out work, and managing ongoing maintenance schedules.

To manage our relationship with you, including handling queries, requests, feedback, and complaints, and notifying you of any important changes to our terms or to this Privacy Policy.

To manage billing and payments, including issuing invoices, processing payments through chosen payment channels, and maintaining financial records in line with accounting and tax requirements.

To plan and improve our operations, including scheduling staff and resources, improving the efficiency and quality of our services, and keeping internal records of the work we have completed.

To send limited marketing or service-related messages, such as information about seasonal services that may be relevant to existing customers, subject to your communication preferences and any applicable consent requirements.

To comply with legal obligations and cooperate with regulators or law enforcement authorities where required by law.

Data sharing and processors

We do not sell your personal data. We may share your personal data with trusted third parties where necessary for the purposes set out in this Privacy Policy, and only to the extent required.

We may use third party service providers acting as data processors to help us operate our business, for example:

Payment and accounting service providers who assist with processing payments and maintaining financial records.

Scheduling, administration or office support services that help manage bookings, communications and work planning.

Information technology services that provide secure storage, backup, or software tools used in our day to day operations.

When we use processors, we remain responsible for your personal data and we ensure that appropriate data protection agreements are in place requiring processors to protect your data and only process it on our documented instructions.

We may also share your personal data where this is required by law, or where it is necessary for the establishment, exercise or defence of legal claims.

Data retention and storage

We retain your personal data only for as long as necessary for the purposes described in this Privacy Policy and in line with applicable legal and regulatory requirements.

In general, we keep customer records, including basic contact information, contract details and service history, for as long as you remain a customer and for a period after the end of our relationship to deal with any queries, disputes or legal claims. Financial and invoice information is usually retained for a period required by tax and accounting laws.

When personal data is no longer needed, we will delete it or anonymise it so that you can no longer be identified from it. The specific retention period may vary depending on the type of data and the context in which it was collected.

International transfers

Where we use service providers that store or process personal data outside the United Kingdom, we will take steps to ensure that appropriate safeguards are in place in accordance with data protection laws. This may include using standard contractual clauses or ensuring that the destination country has been recognised as providing an adequate level of protection for personal data.

Your data protection rights

Under UK data protection law, you have a number of rights in relation to your personal data. These rights are subject to certain conditions and exemptions, but generally include:

Right of access. You can request confirmation of whether we process your personal data and obtain a copy of that data, along with certain information about how it is used.

Right to rectification. You can ask us to correct or update inaccurate or incomplete personal data that we hold about you.

Right to erasure. In certain circumstances, you can request that we delete your personal data. This is sometimes called the right to be forgotten.

Right to restriction. You can ask us to restrict the processing of your personal data in certain situations, for example while we are investigating a concern you have raised about accuracy or lawfulness.

Right to data portability. You can, in some cases, request that we provide your personal data in a structured, commonly used and machine readable format, and that we transmit it to another controller where technically feasible.

Right to object. You can object to our processing of your personal data where we are relying on legitimate interests as our lawful basis, including any profiling based on that basis. You also have an absolute right to object to the use of your personal data for direct marketing.

Right to withdraw consent. Where we rely on your consent to process your data, you can withdraw that consent at any time. This will not affect the lawfulness of processing that took place before consent was withdrawn.

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

Security of your data

We take appropriate technical and organisational measures to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access. Measures include limiting access to personal data to staff and processors who need it for their work, using secure storage solutions where appropriate, and periodically reviewing our practices.

Policy updates

We may update this Privacy Policy from time to time to reflect changes in our services, our processing activities, or applicable laws. When we make changes, we will revise the date of the update and make the updated version available. We encourage you to review this Privacy Policy periodically to stay informed about how we handle your personal data.