Privacy Policy - Gardeners Grange Park

Gardeners Grange Park is committed to protecting the privacy and personal data of all customers in the Grange Park area. This Privacy Policy explains how we collect, use, store, share, and protect personal information when providing gardening services. It applies to all Gardeners Grange Park customers in the area, including current, former, and prospective customers, as well as people who enquire about our services.

1. Who We Are

For the purposes of data protection law, Gardeners Grange Park acts as the data controller for the personal information we process. This means we determine why and how your personal data is used in connection with our gardening services. We take our responsibilities seriously and aim to process personal data in a fair, lawful, transparent, and secure manner.

2. Personal Data We Collect

We may collect and process different types of personal data depending on the nature of our relationship with you. This may include:

Identity details such as your name and title.
Contact details such as your address, email address, and telephone number.
Service information including details of the gardening services requested or provided, site notes, garden preferences, and appointment records.
Payment-related information such as billing details, transaction references, and payment status.
Communication records including enquiries, complaints, feedback, and correspondence.
Technical data where relevant, such as basic website usage or device information if you interact with us online.
Marketing preferences if you choose to receive updates or promotional information.

We generally do not seek to collect special category data. If such information is ever provided to us inadvertently, we will only process it where there is a lawful basis and a valid need to do so.

3. How We Collect Your Data

We collect personal data in several ways, including:

directly from you when you make an enquiry or book a service;
during the provision of gardening services;
through written, telephone, or electronic communication;
from payment and invoicing records;
from third parties where necessary for service administration, such as agents or household representatives acting on your behalf.

We only collect information that is relevant and necessary for the services we provide. We aim to keep data collection limited, proportionate, and purpose-driven.

4. Lawful Basis for Processing

We process personal data only when we have a lawful basis under UK GDPR and the Data Protection Act 2018. Depending on the circumstances, the lawful basis may be one or more of the following:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes managing bookings, carrying out gardening work, handling invoices, and communicating about your service.

Legal Obligation

We may process certain data where required to comply with legal obligations, such as accounting, taxation, fraud prevention, or record-keeping requirements.

Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests, provided these interests are not overridden by your rights and freedoms. This may include service administration, improving operations, maintaining secure systems, or responding to enquiries and complaints.

Consent

Where consent is required, such as for certain marketing communications, we will ask for it clearly and separately. You may withdraw consent at any time.

We do not rely on consent where another lawful basis is more appropriate.

5. How We Use Your Data

We use personal data for the following purposes:

to provide gardening services and manage appointments;
to prepare quotes, estimates, and service agreements;
to issue invoices and process payments;
to maintain service records and customer preferences;
to communicate about scheduling, service updates, or changes;
to respond to complaints, requests, and customer support enquiries;
to comply with legal and regulatory obligations;
to protect against fraud, misuse, or security incidents;
to improve the quality and efficiency of our services.

We will not use your personal data for purposes that are incompatible with those described in this policy unless permitted by law or with your permission.

6. Sharing and Processors

We may share personal data with trusted third parties who help us deliver our services. These parties act as processors when they process data on our behalf and under our instructions. Such processors may include:

Payment processors for handling card or electronic payments.
Accounting and bookkeeping providers for financial administration.
IT and cloud service providers for secure storage, email, and system support.
Scheduling or administration tools used to manage bookings and service records.
Professional advisers such as accountants or legal advisers where necessary.

We may also disclose data where required by law, court order, or lawful request from a public authority. Where processors are used, we take steps to ensure appropriate contracts, security measures, and data protection obligations are in place.

7. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including legal, accounting, and reporting obligations. Retention periods may vary depending on the type of record and the reason for processing.

Customer and service records are typically retained for the period needed to manage the relationship and support after-service administration.
Financial and invoice records are generally retained for the period required by tax and accounting laws.
Communication records may be retained for a reasonable period to manage disputes, complaints, or service history.

When data is no longer required, we will delete it securely or anonymise it so that it can no longer identify you.

8. Data Security

We use reasonable technical and organisational measures to protect personal data from unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage practices, and limiting access to authorised personnel only.

Although no system can be guaranteed to be completely secure, we take data protection and confidentiality seriously and work to reduce risks wherever possible.

9. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may apply depending on the legal basis for processing and the specific circumstances of your request:

Right of access – to request a copy of the personal data we hold about you.
Right to rectification – to ask us to correct inaccurate or incomplete data.
Right to erasure – to request deletion of your data in certain circumstances.
Right to restrict processing – to ask us to limit how we use your data in certain cases.
Right to object – to object to processing based on legitimate interests or direct marketing.
Right to data portability – to receive certain data in a structured, commonly used format where applicable.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

You also have the right to lodge a complaint with the Information Commissioner’s Office if you believe your data protection rights have been infringed. We encourage customers to raise concerns with us first so we can try to resolve them promptly.

10. Children’s Data

Our services are intended for adults and property owners, occupiers, or authorised representatives. We do not knowingly collect personal data from children unless it is necessary and authorised in connection with service arrangements. If we become aware that we have collected such data without appropriate basis, we will take steps to remove it.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data handling practices. Any updated version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically so they remain informed about how their data is handled.

12. Summary of Our Commitment

Gardeners Grange Park is committed to handling personal data in a lawful, fair, and transparent way. We collect only the information needed to provide and manage our gardening services, we use it for clear and legitimate purposes, and we keep it only as long as necessary. We also work with carefully selected processors and respect the rights of every customer in the Grange Park area.

This policy applies to all Gardeners Grange Park customers in area. If you use our services, make an enquiry, or are otherwise in contact with us, your personal data will be processed in accordance with this Privacy Policy and applicable data protection law.