Privacy Policy - Gardeners Brent Park

Last updated: 2026

This Privacy Policy explains how Gardeners Brent Park collects, uses, stores, shares, and protects personal data when providing gardening services to customers in the Brent Park area. It applies to all Gardeners Brent Park customers in the area, including prospective customers, current customers, and former customers whose information we retain for legal or administrative purposes.

We are committed to handling personal data in a lawful, fair, and transparent way, in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy sets out the types of data we collect, the lawful bases we rely on, how long we keep data, the types of processors we use, and the rights available to you.

1. Personal Data We Collect

We only collect data that is relevant and necessary for delivering gardening services, managing customer relationships, and meeting legal obligations. Depending on how you interact with us, we may collect the following categories of personal data:

Identity data: name, title, and any preferences you provide for service delivery.
Contact data: address, email address, telephone number, and service location details.
Service information: information about the gardening services requested, scheduled, completed, or cancelled.
Payment data: invoicing details, payment status, and limited transaction records. We do not store full card details unless this is handled securely by a payment provider.
Communication data: messages, complaints, quotations, booking notes, and customer service correspondence.
Property and access information: gate codes, access instructions, parking details, or other practical information needed to carry out work safely.
Technical data: limited website or device information if you contact us online, such as IP address or browser type, where applicable.

We do not seek to collect special category data unless it is necessary and you choose to provide it, or the law requires it. If such data is ever collected, it will be processed only where a valid lawful basis exists and with additional safeguards where required.

2. How We Collect Your Data

We may collect personal data directly from you when you:

request a quote or service;
make an enquiry;
book or amend an appointment;
provide feedback or make a complaint;
complete a form, send an email, or communicate by phone;
make a payment or request an invoice.

We may also receive data from third parties where necessary for service delivery, such as payment processors, referral partners, or property managers acting on your behalf. In such cases, we will only use the data for legitimate business purposes and in accordance with applicable law.

3. Lawful Basis for Processing

We process personal data only when we have a valid lawful basis under GDPR. The lawful bases we may rely on are:

Contract

We process personal data to provide gardening services, prepare quotes, arrange appointments, issue invoices, and fulfil our obligations under a service agreement. Without this information, we may not be able to deliver the service properly.

Legal Obligation

We may process data to comply with legal and regulatory requirements, including record-keeping, accounting, tax, and fraud prevention obligations.

Legitimate Interests

We may use personal data where necessary for our legitimate interests, provided your rights and freedoms do not override those interests. Examples include managing customer relationships, improving our services, maintaining business records, responding to enquiries, and preventing misuse of our services. When we rely on this basis, we ensure the processing is proportionate and relevant.

Consent

Where required, we may ask for your consent, particularly for certain optional communications or marketing activities. If we rely on consent, you may withdraw it at any time without affecting the lawfulness of processing carried out before withdrawal.

Vital Interests

In rare cases, we may process data to protect someone’s vital interests, such as in an emergency involving health or safety while work is being carried out on a property.

4. How We Use Personal Data

Your personal data may be used for the following purposes:

to provide and manage gardening services;
to communicate about appointments, quotes, and service updates;
to prepare invoices and manage payments;
to respond to questions, feedback, or complaints;
to maintain records for accounting and legal compliance;
to improve service quality and customer experience;
to protect against fraud, security incidents, or unlawful activity.

We do not use your data in a way that is incompatible with the purpose for which it was collected, unless a lawful basis allows us to do so.

5. Data Sharing and Processors

We may share personal data only when necessary and only with trusted service providers acting as data processors or, in limited cases, independent controllers. Processors act on our instructions and are required to protect your data appropriately.

Examples of processors or third parties may include:

IT and cloud service providers: for secure storage, email, and business administration tools;
Accounting and bookkeeping providers: for tax and financial record management;
Payment service providers: for secure processing of transactions;
Customer management software providers: for booking and service tracking;
Professional advisers: such as insurers, legal advisers, or auditors where necessary;
Public authorities: where disclosure is required by law.

We require processors to implement suitable technical and organisational security measures. We do not sell your personal data. If data is transferred outside the UK, we will ensure appropriate safeguards are in place, such as adequacy regulations or standard contractual clauses where applicable.

6. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including any legal, accounting, or reporting requirements. Retention periods are determined by the nature of the data and the reason for processing.

Customer service records: retained for the duration of the customer relationship and for a reasonable period afterward.
Financial and tax records: retained for the period required by law.
Correspondence and complaints: kept as long as needed to resolve the issue and retain evidence of the outcome.
Consent records: kept until consent is withdrawn or the record is no longer required.

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

7. Data Security

We use reasonable technical and organisational measures to protect personal data from accidental loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality duties, and limited access to records on a need-to-know basis.

Although we take data protection seriously, no method of transmission or storage is entirely risk-free. If a personal data breach occurs, we will assess the risk and take appropriate steps in line with applicable law.

8. Your Rights Under GDPR

You have several rights in relation to your personal data. Subject to legal conditions and exemptions, these include:

Right of access: you can ask for a copy of the personal data we hold about you.
Right to rectification: you can request correction of inaccurate or incomplete data.
Right to erasure: you can ask us to delete data in certain circumstances.
Right to restriction: you can request that we limit how we use your data in certain situations.
Right to object: you can object to processing based on legitimate interests or direct marketing.
Right to data portability: you can request certain data in a structured, commonly used format where applicable.
Right to withdraw consent: if we rely on consent, you may withdraw it at any time.

You also have the right to raise concerns about how we handle your data. While this policy does not include contact information or website details, you may use the communication route previously provided by Gardeners Brent Park for privacy requests or complaints. If you believe your rights have been infringed, you may also lodge a complaint with the UK data protection authority.

9. Children’s Data

Our services are intended for adults. We do not knowingly collect personal data from children except where it is necessary and provided by an adult customer for a legitimate service-related purpose. If we become aware that we have collected data improperly, we will take steps to delete it where appropriate.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect legal, operational, or service changes. Any revised 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.

11. Summary of Our Commitment

Gardeners Brent Park respects your privacy and processes personal data only when necessary, lawful, and proportionate. We collect only the information needed to provide gardening services, retain it for no longer than required, share it only with trusted processors where necessary, and protect your rights under GDPR. Our goal is to maintain clear, secure, and responsible data practices for every customer in the Brent Park area.