Gardeners Berrylands Privacy Policy

This Privacy Policy explains how Gardeners Berrylands collects, uses, stores and protects personal data of its customers and prospective customers. It applies to all Gardeners Berrylands customers and service users within the Berrylands area, including individuals who make enquiries, request quotes, or receive gardening or related services from us.

We are committed to complying with the UK General Data Protection Regulation and all applicable data protection laws. This Privacy Policy is intended to provide clear and transparent information about our data practices and your rights.

Personal data we collect

We may collect and process the following categories of personal data about you:

Identification and contact information, such as your full name, residential address, service address if different, and preferred method of contact. Communication details, such as your email address, if provided, and any messages, feedback or enquiries you send to us. Service information, such as details about your garden or outdoor space, including size, layout, access information, particular requirements, photos you provide of the garden, and records of services requested or provided. Transaction information, such as quotes given, services booked, dates and times of visits, invoices issued, payments received, payment method type and any related accounting records. Preference information, such as your preferred appointment times, recurring service preferences, and any notes about your requirements that help us provide a reliable and tailored service.

We generally do not seek to collect special categories of personal data, such as health information. However, where you voluntarily share relevant information, for example about mobility issues that may affect access to your property, we may record this only to the extent necessary to provide a safe and efficient service.

How we collect your data

We may collect personal data about you in the following ways:

When you contact us directly to request information, a quotation or to book a service. When we speak with you in person at your property or at another agreed location. When you provide information over the phone or by written correspondence. When we create internal records of the services that you have requested or that we have delivered. When existing customers recommend you and you then contact us yourself, or where you have clearly consented to having your details passed to us for this purpose.

Lawful basis for processing your data

We rely on the following lawful bases under the UK General Data Protection Regulation to process your personal data:

Performance of a contract: We process your personal data where it is necessary to enter into and perform a contract with you, including providing quotes, delivering gardening services, managing appointments and taking payment.

Legitimate interests: We may process your data based on our legitimate interests in running and improving our business, communicating efficiently with customers, maintaining accurate records, and ensuring the security of our staff and equipment. When relying on this basis, we balance our interests against your rights and expectations and limit processing to what is necessary and proportionate.

Legal obligation: We may process your personal data where this is required to comply with a legal obligation, for example accounting and tax record keeping requirements.

Consent: In some limited circumstances, such as sending certain types of marketing communications, we may rely on your consent. Where we rely on consent, you have the right to withdraw it at any time.

How we use your personal data

We may use your personal data for the following purposes:

To respond to your enquiries and provide information about our services. To prepare and provide quotations for gardening and related services. To plan and carry out gardening work at your property, including arranging access and ensuring we bring appropriate equipment. To manage our relationship with you as a customer, including handling questions, complaints or service adjustments. To issue invoices, process payments and maintain accurate financial records. To improve our services and internal processes based on feedback and service history. To send you service reminders or relevant updates about services you already receive or have requested, where this is permitted by law.

Data retention

We retain personal data only for as long as is necessary to fulfil the purposes described in this Privacy Policy or as required by law.

Customer and service records, including contact details, service history and service notes, are typically retained for up to seven years from the date of your last service or contact with us. Financial and transaction records, including invoices and payment information, are retained for the period required by tax and accounting laws, which is usually at least six years. Enquiries that do not lead to a service may be retained for a shorter period, typically up to two years, to help us manage follow up and related queries.

After these periods, personal data will be securely deleted or anonymised so that it can no longer be used to identify you.

Data processors and third parties

In the course of our business, we may use carefully selected third party service providers to process personal data on our behalf. These service providers act as data processors and are only permitted to process your personal data in accordance with our instructions and for the purposes described in this Privacy Policy.

Examples of such processors may include accounting or bookkeeping providers who help us manage our financial records, and secure digital storage or document systems where we store invoices and service records. All processors are required to implement appropriate technical and organisational measures to protect your personal data and to comply with applicable data protection laws.

We do not sell your personal data to third parties. We will only disclose your personal data to third parties where this is necessary for the provision of our services, required by law, or where you have explicitly requested or authorised the disclosure.

International transfers

Our intention is to store and process personal data within the United Kingdom or the European Economic Area wherever possible. If we use any service provider that stores or processes personal data outside these areas, we will ensure that appropriate safeguards are in place, such as standard contractual clauses or equivalent protections required by applicable data protection laws.

Your rights under data protection law

Under the UK General Data Protection Regulation, you have several important rights in relation to your personal data. These rights apply to all Gardeners Berrylands customers and service users within the Berrylands area.

Right of access: You have the right to request confirmation that we are processing your personal data and to obtain a copy of that data, together with certain additional information.

Right to rectification: You have the right to request that inaccurate or incomplete personal data we hold about you is corrected or updated.

Right to erasure: In certain circumstances, you may request that we delete your personal data. This right is not absolute and may be restricted where we need to retain data to comply with legal obligations or to establish or defend legal claims.

Right to restriction of processing: You may ask us to restrict the processing of your personal data in certain situations, for example while we are verifying its accuracy or assessing an objection.

Right to object: You may object to the processing of your personal data that is based on our legitimate interests. We will stop processing unless we can demonstrate compelling legitimate grounds that override your interests, rights and freedoms, or where the processing is required for legal claims.

Right to data portability: Where processing is based on your consent or on a contract and is carried out by automated means, you may request to receive your personal data in a structured, commonly used and machine readable format, and to have it transmitted to another controller where technically feasible.

Right to withdraw consent: Where we rely on your consent to process personal data, you may withdraw your consent at any time. This will not affect the lawfulness of processing based on consent before it was withdrawn.

Security of your data

We take the security of your personal data seriously. We implement appropriate technical and organisational measures to protect your data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access. Access to personal data is limited to those who need it for legitimate business purposes and is subject to confidentiality obligations.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements or other factors. The most current version will always apply to the personal data we hold and process. Where appropriate, we may also notify you of significant changes directly.