Gardeners Brondesbury Privacy Policy

This Privacy Policy explains how Gardeners Brondesbury collects, uses, stores and protects personal data for all customers and prospective customers in our service area. It is intended to provide clear information in line with the UK General Data Protection Regulation GDPR and the Data Protection Act 2018.

By engaging with Gardeners Brondesbury, including requesting a quotation or using our gardening and related services, you acknowledge that you have read and understood this Privacy Policy.

Who this policy applies to

This Privacy Policy applies to all Gardeners Brondesbury customers, former customers and prospective customers in our service area. It also applies to individuals who contact us with general enquiries, whether by phone, text, messaging service, post or in person, where we collect and store personal data.

Types of personal data we collect

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

Identification and contact details such as name, address, property location, and other contact information you provide to us.

Service and contract information such as details of the services you request, visit notes, access instructions for your property, and records of our communications with you.

Billing and payment details such as details necessary to issue invoices, payment status and payment history. We do not store full card details where third party payment processors are used.

Technical and usage data where relevant such as information about how you contacted us, for example through a website enquiry form or online advertisement, and basic device or browser information if it is automatically provided through your chosen method of contact.

Preference information such as your preferred contact method, preferred days and times for visits, and any specific instructions relating to your garden or property.

How we collect personal data

We collect personal data in several ways:

Directly from you when you contact us to request a quote, ask a question, make a booking, or otherwise communicate with us.

During the provision of services when we visit your property, assess your garden, or carry out agreed work and record service details for our records.

From third party service providers such as payment processors or platform providers where you use their systems to contact or pay us and they share necessary information with us.

From publicly available sources where appropriate, for example to confirm your address or locate a property for service delivery.

Lawful bases for processing your data

Gardeners Brondesbury processes personal data only where we have a lawful basis under GDPR. Depending on the circumstances, we may rely on one or more of the following lawful bases:

Performance of a contract where the processing is necessary to provide gardening services, prepare and send quotes, manage bookings, issue invoices, or respond to your service-related queries.

Compliance with legal obligations where we are required to retain certain records for tax, accounting or other regulatory purposes.

Legitimate interests where we process data to operate and improve our business, manage customer relationships, schedule visits, handle complaints and queries, or defend legal claims. When we rely on legitimate interests, we balance our interests against your rights and reasonable expectations.

Consent where you have clearly agreed that we may process your data for a specific purpose, such as receiving optional marketing or seasonal service reminders. You can withdraw consent at any time, and we will stop processing your data for that purpose.

How we use your personal data

We may use your personal data for the following purposes:

To provide quotes, gardening services and related customer support.

To manage bookings, scheduling, and access to your property.

To communicate with you about your service, including reminders, changes, and follow up information.

To issue invoices, process payments and manage our accounts and financial records.

To handle complaints, queries, and disputes, and to keep evidence of our dealings with you.

To improve our services and business processes, for example by reviewing service history and feedback.

To send you service updates or marketing communications where this is permitted by law and in line with your preferences.

Data sharing and processors

Gardeners Brondesbury does not sell your personal data. We may share your data with trusted third parties who act as data processors on our behalf. These processors are only permitted to use your data according to our instructions and for the purposes described in this policy.

Examples of such processors include accounting or bookkeeping services that assist us with financial record keeping, payment processing providers that handle electronic payments, customer management or scheduling tools that help us manage bookings and service records, and information technology or hosting providers that store data and maintain our systems.

Where we use data processors, we put in place appropriate contracts and safeguards to protect your personal data and ensure compliance with GDPR.

International transfers

Some of our service providers may store or access data from outside the United Kingdom or European Economic Area. Where this occurs, we take steps to ensure that your data is protected through appropriate safeguards, such as standard contractual clauses or equivalent legal mechanisms required by data protection law.

Data retention

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

Service and contract records may be kept for a period after the end of our relationship with you in order to answer queries, handle complaints and demonstrate our compliance with legal obligations.

Financial and invoicing information is usually kept for a period required by tax and accounting rules.

Marketing-related information will be kept until you opt out or withdraw your consent, or until it is no longer needed.

When data is no longer required, we will securely delete or anonymise it.

Security of your personal data

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, disclosure or destruction. These measures include limiting access to personal data to those who need it to perform their duties, using secure storage systems, and regularly reviewing our data handling practices.

Your data protection rights

Under data protection law, you have certain rights in relation to your personal data held by Gardeners Brondesbury. These include:

The right of access You can request a copy of the personal data we hold about you, together with information about how we use it.

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

The right to erasure You can request that we delete your personal data where there is no longer a legal or contractual reason for us to keep it.

The right to restrict processing You can ask us to limit the way we use your data in certain circumstances.

The right to data portability You can request that we provide your data in a structured, commonly used and machine-readable format, or transfer it to another controller where technically feasible and where the legal conditions are met.

The right to object You can object to our processing of your personal data based on our legitimate interests or for direct marketing. We will stop processing unless we have compelling legitimate grounds which override your interests or rights.

The right to withdraw consent Where we rely on your consent, you may withdraw it at any time. This will not affect the lawfulness of any processing carried out before withdrawal.

How to exercise your rights or raise concerns

If you wish to exercise any of your rights or have questions or concerns about how Gardeners Brondesbury handles your personal data, you can contact us using your usual communication method with our business. We will respond in line with applicable data protection laws.

You also have the right to raise a concern with the relevant data protection authority if you believe that your data protection rights have been infringed. We encourage you to contact us first so we can try to resolve any issues directly.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements or data protection best practice. Any significant changes will be communicated in an appropriate way. The most recent version of this policy will always apply to the personal data we hold about you.