Privacy Policy

Gardeners Brent Park Privacy Policy

This Privacy Policy explains how Gardeners Brent Park collects, uses, stores and shares personal data relating to our customers in the Brent Park area. It also explains your rights under applicable data protection law, including the UK General Data Protection Regulation and the Data Protection Act 2018.

This Privacy Policy applies to all Gardeners Brent Park customers and prospective customers within our service area, including people who contact us to request information, quotations or services, and people whose details are provided to us in connection with work we carry out.

Who we are and scope of this policy

Gardeners Brent Park is a gardening and grounds maintenance service provider operating in the Brent Park area. For the purposes of data protection law, Gardeners Brent Park is the data controller for the personal data described in this Privacy Policy. This means we decide how and why your personal data is processed when you use our services.

By using our services or by providing your personal data to us, you acknowledge that you have read and understood this Privacy Policy. We may update this policy from time to time and will apply any changes from the date they are published.

Personal data we collect

We collect and process different types of personal data depending on how you interact with us. The categories of data we may collect include:

Identification and contact details such as name, postal address, service address, billing address and any other address you provide to us, as well as general location information relating to your property or garden.

Communication details such as your preferred method of contact and the content of communications you send to us or that we send to you, including enquiries, instructions, feedback and complaints.

Service and contract information such as details of the gardening or maintenance services you request or receive, quotations, bookings, schedules, job notes and records of visits made to your property.

Billing and transaction information such as details of invoices issued, payments made, payment method type, and information necessary for basic accounting and record-keeping. We do not store full payment card details; where card payments are used, those are handled by secure payment processors.

Technical and usage information such as basic details about how you contact us, for example the date and time of your enquiry, the channel you used, and information necessary to operate and secure our systems and services.

Photographs and survey information such as photographs of gardens or outdoor spaces where you ask us to carry out work, as well as notes from site visits and surveys that are necessary to plan and deliver services.

How we collect your data

We collect personal data directly from you when you contact us to request information or a quotation, when you enter into an agreement for services with us, or when you communicate with us in any other way. We may also receive personal data about you from third parties, for example if someone else arranges services at your property and provides your details as a point of contact.

We may generate personal data about you in the course of delivering services, for example by keeping records of the work we have carried out at your property or by creating schedules and job notes for ongoing maintenance.

Lawful basis for processing

We only process your personal data where we have a lawful basis under data protection law. Depending on the circumstances, the lawful bases we rely on are:

Performance of a contract where processing is necessary to enter into or perform a contract with you, such as to provide gardening services, respond to your quotation requests, take payment or manage appointments.

Legitimate interests where processing is necessary for our legitimate business interests or those of a third party, and where those interests are not overridden by your rights and freedoms. Our legitimate interests include managing and improving our services, maintaining accurate records, handling enquiries and complaints, and promoting our services to existing and prospective customers in a proportionate way.

Legal obligations where processing is necessary for us to comply with legal or regulatory requirements, such as tax, accounting and record-keeping obligations, or to respond to lawful requests from public authorities.

Consent where you have given your clear consent for a specific purpose, such as receiving certain types of optional marketing. Where we rely on consent, you can withdraw it at any time, and we will explain how to do this at the point where we ask for your consent.

How we use your personal data

We use the personal data we collect for the following purposes:

To provide and manage our services including assessing your requirements, preparing quotations, scheduling and carrying out gardening work, and keeping you updated about the progress of jobs.

To manage our relationship with you including handling enquiries, communicating with you about your account or services, and dealing with feedback, disputes and complaints.

To manage payments and billing including raising invoices, processing payments through third party payment processors, and keeping accurate financial records.

To operate, protect and improve our business including monitoring the quality of our services, training staff, managing risk, maintaining security of our systems and premises, and improving our offerings.

To comply with legal and regulatory requirements including responding to lawful requests, enforcing our terms and conditions, and establishing or defending legal claims.

To send you information about our services where permitted by law, for example to let you know about relevant services that may be of interest if you are an existing or previous customer. You can ask us to stop such communications at any time.

Data sharing and processors

We may share your personal data with trusted third parties who act as data processors on our behalf. These processors may include providers of payment processing services, accountancy and bookkeeping services, information technology and system support, data storage and backup, communication platforms, and other professional service providers who assist in running our business.

We only share the personal data that is necessary for these processors to perform their functions and we require them to process your data only in accordance with our instructions, to keep it secure, and to comply with applicable data protection laws.

We may also share your personal data with other third parties in limited circumstances, such as with legal or regulatory authorities where required by law, or with professional advisers including lawyers and insurers for the purposes of obtaining advice or managing legal claims.

International transfers

If any of our trusted processors or service providers are located outside the United Kingdom, we will take appropriate steps to ensure that your personal data remains adequately protected. This may include relying on adequacy regulations, or using standard contractual clauses or other safeguards recognised under data protection law.

Data retention

We keep your personal data only for as long as is reasonably necessary for the purposes described in this Privacy Policy, and to satisfy any legal, accounting or reporting requirements.

The specific retention period for each category of data depends on factors including the nature of the data, the purpose for which it is used, and any legal or regulatory requirements. In general, we retain customer and service records for a period that allows us to manage ongoing services, respond to queries, and fulfil our legal obligations, after which the data will be securely deleted or anonymised.

We may keep certain basic information for a longer period where needed for tax or accounting purposes, or to establish, exercise or defend legal claims.

Security of your data

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, destruction or damage. These measures include limiting access to personal data to personnel and processors who need it for their role, using secure systems and tools where appropriate, and taking reasonable steps to ensure the ongoing confidentiality, integrity and availability of personal data.

While we take security seriously and strive to protect your personal data, no method of transmission or storage can be guaranteed as completely secure. We therefore cannot guarantee absolute security of your data.

Your data protection rights

As a data subject, you have certain rights in relation to your personal data under data protection law. These rights apply to all Gardeners Brent Park customers in our service area, subject to any limitations or exemptions in the law. Your rights include:

The right of access to obtain confirmation as to whether we process your personal data and, if so, to receive a copy of that data along with certain information about how we use it.

The right to rectification to ask us to correct any inaccurate or incomplete personal data we hold about you.

The right to erasure in certain circumstances, to request that we delete your personal data. This right is not absolute and applies only where specific conditions are met, for example where the data is no longer necessary for the purposes for which it was collected.

The right to restriction of processing to request that we restrict the processing of your personal data in certain situations, for example while we verify the accuracy of the data or our reasons for processing it.

The right to data portability in certain circumstances, to receive personal data you have provided to us in a structured, commonly used and machine-readable format, and to have that data transmitted to another controller where technically feasible.

The right to object to our processing of your personal data where we are relying on legitimate interests as the lawful basis, including for direct marketing. If you object to processing for direct marketing, we will stop processing your data for that purpose.

The right to withdraw consent where we rely on your consent to process your personal data. Withdrawing consent will not affect the lawfulness of processing before consent was withdrawn.

Exercising your rights and complaints

If you wish to exercise any of your data protection rights or have questions about how we handle your personal data, you can contact us using the contact details provided on our main communication channels. 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 or other relevant supervisory authority if you believe that your data protection rights have been infringed. We would welcome the opportunity to address your concerns directly before you approach a supervisory authority.