Gardeners Greenwich Privacy Policy

This Privacy Policy explains how Gardeners Greenwich collects, uses, stores and protects personal data relating to our customers in the Greenwich area. It also explains your rights under the UK General Data Protection Regulation and related data protection laws. By using our gardening and related services, you acknowledge that you have read and understood this Privacy Policy.

Scope of this Privacy Policy

This Privacy Policy applies to all Gardeners Greenwich customers located in the Greenwich area who contact us, request a quote, book our services, or otherwise interact with us in the course of receiving our gardening and related services. It applies whether you interact with us in person, by phone, by messaging services, or through any online forms we may use.

Personal data we collect

We only collect personal data that is necessary for us to provide and manage our services. The types of personal data we may collect include:

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

Service and booking information, such as details of your garden or outdoor space, the services you request, dates and times of appointments, instructions for access, and any preferences you tell us about.

Communication records, such as notes of conversations, messages you send us, and any feedback or complaints you provide.

Payment and billing information, such as records of payments and amounts due. We do not store full card details if you pay by card using a third party processor.

Technical and usage information, where applicable, such as basic information about how you access any online forms or tools we may use, including date and time of access and the pages or forms used.

We do not intentionally collect special category data such as health information, racial or ethnic origin, or other sensitive data. If you choose to provide such information so we can adapt our services, we will treat it with additional care and only use it for the relevant purpose.

How we collect your data

We may collect personal data from you directly when you:

Contact us to request information or a quote.

Book or amend a service.

Provide instructions at your property or during a visit.

Make a payment or request an invoice.

Provide feedback or lodge a complaint.

We may also collect personal data indirectly where another person acts on your behalf, for example a landlord, tenant, property manager or family member providing your details for the purpose of arranging services at a property connected to you.

Lawful bases for processing your data

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

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

Legal obligation: where we must process certain data to comply with legal or regulatory duties, for example keeping appropriate financial records for tax or accounting purposes.

Legitimate interests: where we have a legitimate business interest in processing your data that is not overridden by your rights and interests. This may include managing schedules and routes, maintaining accurate service records, improving our services, and handling customer queries or complaints.

Consent: where you have clearly agreed to us processing your data for a specific purpose, such as receiving certain types of optional communications. Where we rely on consent, you have the right to withdraw it at any time.

How we use your personal data

We use your personal data for the following purposes:

To provide gardening and related services at your property, including assessing work requirements, planning visits and carrying out the work.

To manage bookings, confirmations, reminders, rescheduling and cancellations.

To communicate with you about ongoing or future services, including any issues related to access, safety or changes to the work.

To issue invoices, process payments and maintain financial records.

To respond to questions, feedback or complaints and to resolve any disputes.

To manage our business operations, including planning workloads, arranging staff or subcontractors, and improving our services.

To comply with legal and regulatory obligations, including record keeping and responding to lawful requests from authorities where required.

Data sharing and 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:

Service providers and processors who help us run our business, such as companies that process payments, provide accounting tools, or supply scheduling or communication services. These providers only process your data on our instructions and are required to keep it secure.

Professional advisers such as accountants or legal advisers, where necessary to obtain professional services or comply with legal obligations.

Authorities or regulators where we are required by law, regulation or court order to share information.

Any sharing of personal data is limited to what is strictly necessary. Where we engage processors, we ensure that appropriate data processing agreements are in place.

Data retention

We keep your personal data only for as long as necessary to fulfil the purposes set out in this Privacy Policy and to meet legal, accounting or reporting requirements. In general:

Service and booking information is retained for a period that allows us to manage repeat visits, address queries about past work and maintain accurate service records.

Financial and invoicing records are retained for the period required by tax and accounting laws.

Communication records, including complaints and feedback, are retained for a period that allows us to respond appropriately and to improve our services.

When personal data is no longer needed, we will either delete it securely or, where appropriate, anonymise it so that it can no longer be linked to an identifiable person.

Data security

We take reasonable and appropriate measures to protect your personal data against loss, misuse, unauthorised access, alteration and destruction. These measures include limiting access to personal data to those who need it to perform their role, using secure methods to store and transmit data where possible, and working with processors who implement suitable technical and organisational security measures.

Your data protection rights

As a customer in the Greenwich area, you have a number of rights in relation to your personal data under data protection law. These include:

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

The right to rectification: you can request that we correct or update any inaccurate or incomplete personal data we hold about you.

The right to erasure: in certain circumstances, you can request that we delete your personal data. This is not an absolute right and may not apply where we still need the data, for example to comply with legal obligations.

The right to restrict processing: you can ask us to restrict the way we use your personal data in certain situations, such as while we consider a correction request.

The right to object: you can object to certain types of processing based on legitimate interests, on grounds relating to your particular situation.

The right to data portability: in some cases, you can request that we provide your personal data in a structured, commonly used and machine readable format so that you can reuse it or transfer it to another controller.

You also have the right to lodge a complaint with a 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 try to resolve any concerns directly.

Children

Our services are directed at adult customers responsible for properties in the Greenwich area. We do not knowingly collect personal data relating to children, and any information about children provided in the context of our services will be processed only where necessary and with appropriate safeguards.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements or how we process personal data. When we make significant changes, we will take reasonable steps to make you aware. The most current version of this Privacy Policy will always apply to the personal data we hold about you.