Gardeners Bounds Green Privacy Policy

This Privacy Policy explains how Gardeners Bounds Green collects, uses, stores and protects personal data for all customers and prospective customers in the Bounds Green area. We are committed to complying with the UK General Data Protection Regulation and the Data Protection Act and to handling your information lawfully, fairly and transparently.

By contacting us, requesting a quote or using our gardening services, you acknowledge that you have read and understood this Privacy Policy.

Who This Privacy Policy Applies To

This Privacy Policy applies to all Gardeners Bounds Green customers, prospective customers and website visitors located in the Bounds Green area who contact us, request information, or use our gardening and related services. It covers personal data that we collect directly from you and personal data that we receive from third parties in connection with providing our services.

What Personal Data We Collect

We may collect and process different categories of personal data, depending on how you interact with us and which services you use. The information we typically collect includes:

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

Service and contract details such as details of the gardening services requested, property access instructions, preferred dates and times, job notes, before and after service notes, and any feedback you give us.

Communication records such as enquiries, complaints, quotes, invoices and any correspondence with us, whether by phone, online forms, messaging services or in writing.

Payment and billing information such as the amount charged, payment status and billing history. Where payments are processed through a third party payment provider, we do not store your full card details; the payment provider processes this information on our behalf.

Technical and usage data where relevant, such as your use of our website, basic device and browser details, and information obtained through cookies or similar technologies if used to support site functionality or analytics. Any such data will be processed in line with applicable laws on cookies and electronic communications.

You may choose not to provide certain information, but this might mean we are unable to respond fully to your enquiry or provide the requested services.

How We Collect Your Data

We collect personal data in several ways:

Directly from you when you contact us by phone, messaging services, online form or in person to request information, a quote or services.

When you become a customer and we deliver gardening or related services at your property.

From your use of our website, including any enquiry forms or contact features that you use.

From third parties where required to provide the service and where lawful to do so, for example from referral partners or platforms you used to find our services.

Lawful Basis for Processing Your Data

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

Contract. We process your data when it is necessary to enter into or perform a contract with you. This includes providing quotes, scheduling and delivering gardening services, handling payments and communicating with you about your bookings.

Legitimate interests. We process your data where it is necessary for our legitimate business interests and where your interests and fundamental rights do not override those interests. Our legitimate interests include managing and improving our services, maintaining business records, responding to enquiries, handling complaints and promoting our services to existing and former customers in a proportionate manner.

Legal obligation. We process your data when necessary to comply with legal and regulatory requirements, such as tax and accounting rules or responding to lawful requests from public authorities.

Consent. In some cases we may rely on your explicit consent, for example for certain types of marketing communications that are not covered by legitimate interests. Where processing is based on consent, you can withdraw your consent at any time.

How We Use Your Personal Data

We use your personal data for the following purposes:

To respond to your enquiries, provide quotes and discuss your gardening requirements.

To set up, manage and deliver gardening and related services at your property, including scheduling visits and providing customer support.

To manage billing and payments, issue invoices, and maintain accounting and tax records.

To communicate with you about your bookings, changes to services, important information and relevant updates.

To improve our services, including quality control, staff training and service planning.

To send you marketing communications about our services where permitted by law and where you have not opted out.

To comply with legal obligations and assist with the detection or prevention of fraud or other unlawful activities.

Data Retention

We keep your 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.

Customer records and service histories are typically retained for a period that allows us to manage ongoing relationships, handle any queries or complaints, and meet tax and accounting obligations. After the relevant retention period expires, we will either securely delete your data or anonymise it so that it can no longer be linked to you.

Where we process data based on your consent and you withdraw that consent, we will stop the relevant processing and will delete or anonymise related data where we have no other lawful basis to retain it.

Data Sharing and Processors

We do not sell your personal data. We may share your data with trusted third parties where necessary for the operation of our business and the provision of services, or where we are legally required to do so.

Types of recipients and processors may include:

Payment service providers that process payments from you on our behalf.

IT and hosting providers that support our website, email, data storage and business systems.

Professional advisers such as accountants or legal advisers, where necessary for business management, tax or legal compliance.

Subcontractors or third party gardening professionals working with us, where required to deliver the services you have requested. These parties only receive the information necessary to perform their tasks and are required to use it solely for that purpose.

Public authorities or law enforcement where we are legally obliged to disclose information or where disclosure is necessary to protect our rights or the rights of others.

Where we use processors, we ensure that appropriate contractual and security measures are in place to protect your data and ensure it is processed only according to our instructions and in compliance with data protection law.

International Data Transfers

If any of our service providers or systems are located outside the United Kingdom, your personal data may be transferred internationally. In such cases we will ensure that appropriate safeguards are in place, such as the use of approved standard contractual clauses or equivalent protections, so that your data continues to benefit from a level of protection essentially equivalent to that in the United Kingdom.

How We Protect Your Data

We take reasonable technical and organisational measures to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access. These measures include controlled access to systems and records, secure storage, and limiting personal data access to personnel and contractors who need it for legitimate business purposes and are subject to confidentiality obligations.

Your Data Protection Rights

Under the UK GDPR, you have a number of rights in relation to your personal data, subject to certain conditions and exemptions. These include:

Right of access. You can request confirmation of whether we process your personal data and ask for a copy of the data we hold about you.

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

Right to erasure. You can request that we delete your personal data where there is no good reason for us to continue processing it, for example where it is no longer needed for the original purpose and no legal obligations require retention.

Right to restriction. You can ask us to restrict the processing of your personal data in certain circumstances, for example while we check its accuracy or our legal basis for processing.

Right to data portability. In certain cases you can request that we provide you or a third party with your personal data in a structured, commonly used and machine readable format.

Right to object. You can object to processing based on our legitimate interests, including profiling based on those interests, and you have an absolute right to object at any time to the use of your personal data for direct marketing.

Rights in relation to automated decision making. You have rights where we make decisions solely by automated means that have legal or similarly significant effects on you. At present we do not carry out this type of automated decision making.

To exercise any of these rights, please contact us using the contact details provided on our website or in our communications with you. We may need to verify your identity before responding to your request.

You also have the right to lodge a complaint with the Information Commissioners Office if you are unhappy with how we handle your personal data. We encourage you to contact us first so that we can try to resolve your concerns directly.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations or how we handle personal data. Any updates will be made available through our usual communication channels. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information.