Privacy Policy

Gardeners Kingston Vale Privacy Policy

This Privacy Policy explains how Gardeners Kingston Vale collects, uses, stores and protects personal data relating to customers and prospective customers in the Kingston Vale area. It also explains your rights under the UK General Data Protection Regulation and related data protection laws.

This Privacy Policy applies to all Gardeners Kingston Vale customers and service users located in the Kingston Vale area, including anyone who contacts us to ask about our gardening services, requests a quotation, or enters into a contract with us.

Who we are and scope of this policy

Gardeners Kingston Vale is a gardening services provider operating in the Kingston Vale area. In relation to the personal data we collect and process, we act as a data controller. This means we decide how and why your personal data is used when you interact with us, including when you make enquiries, request services, or otherwise communicate with us.

By using our services or contacting us, you acknowledge that you have read and understood this Privacy Policy. We may update this notice from time to time, and the most current version will apply to our processing of your personal data.

What personal data we collect

We collect and process only the personal data that is necessary for the purposes described in this Privacy Policy. Depending on the services you use and how you interact with us, we may collect the following categories of personal data:

Identity and contact details, such as your name, postal address, property location, and any other contact details you choose to provide.

Service and contract information, such as records of your service requests, quotations provided, services delivered, visit dates and times, and any instructions or notes relating to your garden or property.

Billing and payment information, such as information necessary to process invoices and record payments. We do not store full payment card details where payment is processed through a third party payment provider.

Communication data, such as records of communications between you and Gardeners Kingston Vale, including enquiries, complaints, feedback, and any other correspondence relevant to our services.

Technical or usage data, where applicable, such as information about how you access or use any online forms or platforms we may offer, including dates and times of access and pages or forms you interact with. This is collected only to the extent necessary to provide and maintain our services.

How we collect your personal data

We may collect personal data about you in a number of ways:

Direct interactions, for example when you contact us to request a quotation, book a service, or communicate with us by phone, in person, or using online forms.

Service delivery, for example when we visit your property to provide gardening services and record relevant service and property details.

Third parties, for example where a third party refers you to us with your permission, or where a payment service provider shares limited information necessary to confirm that a payment has been made.

Lawful basis for processing your data

We will only process your personal data where we have a lawful basis to do so under applicable data protection laws. Depending on the circumstances, we rely on the following lawful bases:

Contractual necessity. We process your personal data where it is necessary to enter into or perform a contract with you. This includes handling enquiries, providing quotations, delivering gardening services, managing appointments, issuing invoices and processing payments, and communicating with you about your contract.

Legitimate interests. We may process your personal data where it is necessary for our legitimate business interests and these are not overridden by your interests or fundamental rights and freedoms. This can include managing and improving our services, keeping appropriate business records, preventing fraud or misuse of our services, and responding to queries and complaints.

Legal obligation. We process certain personal data to comply with legal and regulatory obligations, such as accounting, taxation, record keeping, and responding to lawful requests from public authorities.

Consent. In limited circumstances, we may rely on your consent, for example for certain types of optional marketing communications. Where we rely on consent, you are free to withdraw your consent at any time, and we will stop processing your data for that purpose.

How we use your personal data

We use the personal data we collect about you for the following purposes:

To provide and manage gardening services to you, including assessing your requirements, providing quotations, scheduling and carrying out work, and handling associated administration.

To manage our relationship with you, including responding to your enquiries, notifying you about changes to services or terms, and dealing with any comments, feedback or complaints.

To manage billing and payments, including the preparation of invoices, processing payments through selected payment providers, and maintaining financial records.

To operate, improve and protect our business, including keeping records for internal administration, analysing ways to improve our services, and maintaining information security.

To comply with legal and regulatory obligations, including record keeping, tax, accounting and responding to lawful information requests.

Data sharing and use of processors

We do not sell your personal data. We may share your personal data with selected third parties where necessary for the purposes described in this Privacy Policy and where permitted by law. These third parties may act as data processors on our behalf.

Examples of such third party processors include:

IT and hosting providers that supply and maintain our systems and data storage solutions.

Payment processing and accounting service providers that process payments and assist with financial administration.

Professional advisers, such as accountants or legal advisers, where this is necessary for the provision of their services to us.

We ensure that any data processors acting on our behalf are subject to contractual obligations to protect your personal data and to process it only in accordance with our written instructions and applicable data protection laws.

We may also need to share your information with public authorities, regulators or law enforcement agencies where required or permitted by law.

Data retention and storage

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

In general, we retain customer and contract information for the duration of your relationship with Gardeners Kingston Vale and for a reasonable period thereafter, taking into account limitation periods for legal claims and mandatory retention periods under applicable law.

At the end of the relevant retention period, personal data will be securely deleted, anonymised or otherwise put beyond use in line with applicable legal requirements and good practice.

International transfers

Where we use third party service providers that store or process data outside the United Kingdom, we will take appropriate steps to ensure that your personal data is adequately protected. This may include using service providers located in countries that have been recognised as providing an adequate level of data protection, or entering into contracts that include standard data protection clauses approved by relevant authorities.

Security of your personal data

We take reasonable and appropriate technical and organisational measures to protect your personal data against unauthorised or unlawful processing, accidental loss, destruction or damage. These measures include restricting access to personal data to those who have a business need to know and who are subject to confidentiality obligations.

While we take steps to safeguard your personal data, no system or transmission can be completely secure. You are responsible for ensuring that any personal data you send to us is transmitted securely and that you take appropriate precautions when sharing information.

Your data protection rights

Under data protection laws, you have a number of rights in relation to the personal data we hold about you. Subject to certain conditions and exemptions, you have the right to:

Access your personal data and receive a copy of the information we hold about you.

Request correction of any inaccurate or incomplete personal data.

Request erasure of your personal data where there is no lawful reason for us to continue processing it, for example where it is no longer needed for the purpose for which it was collected.

Object to the processing of your personal data where we rely on legitimate interests and you consider that your interests or fundamental rights and freedoms override our interests.

Request restriction of processing of your personal data in certain circumstances, for example while we verify the accuracy of the data or consider an objection you have raised.

Request the transfer of your personal data to you or to another controller, where technically feasible, in certain circumstances.

Withdraw consent at any time where we rely on your consent to process your personal data. Withdrawal of consent will not affect the lawfulness of processing carried out before you withdraw it.

You also have the right to lodge a complaint with a supervisory authority if you believe that your data protection rights have been infringed. In the United Kingdom, the supervisory authority is the Information Commissioners Office.

Children

Our services are not directed at children, and we do not knowingly collect personal data relating to children. If we become aware that we have collected personal data from a child, we will take steps to delete that information as soon as reasonably practicable.

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 changes in legal or regulatory requirements. Any updated version will apply to all processing of personal data from the date it is published.