Privacy Policy

Gardeners Cambridge Heath Privacy Policy

This Privacy Policy explains how Gardeners Cambridge Heath collects, uses, stores and protects personal data relating to customers located in the Cambridge Heath area. It is intended to provide clear information in accordance with the UK General Data Protection Regulation and the Data Protection Act 2018. By using our gardening services, you acknowledge that you have read and understood this Privacy Policy.

Scope of this Privacy Policy

This Privacy Policy applies to all customers and prospective customers of Gardeners Cambridge Heath in the Cambridge Heath area, including individuals who contact us to request a quote, make a booking, or ask for information about our services. It covers personal data collected through any communication channel, including in person, by post, or through digital means, where applicable.

Data Controller

For the purposes of data protection law, Gardeners Cambridge Heath is the data controller for the personal data described in this Privacy Policy. This means that we determine the purposes and means of processing your personal data and are responsible for ensuring that such processing complies with applicable law.

Personal Data We Collect

We collect and process different categories of personal data, depending on how you interact with us and which services you use. The personal data we may collect includes:

Identification and contact details such as your name, postal address, service address, and any other contact details you choose to provide.

Service and contract information such as details of the gardening services you request or receive, property access notes that you provide, booking dates and times, job history, and related correspondence.

Billing and payment information such as records of payments made, payment method, invoices issued, and associated accounting records. Card payments may be processed by secure payment processors; we do not retain full card details where payment is handled by a third party.

Communication records such as enquiries, quotes, feedback, complaints, and any other messages you send to us or information you provide when you contact us.

Technical and usage information where relevant, such as basic technical information associated with digital communication. We do not seek to identify individuals from such data unless required or permitted by law.

How We Collect Personal Data

We usually collect personal data directly from you, for example when you contact us to request a gardening service, ask for a quote, or communicate with us about an existing service. In some cases, we may receive personal data from third parties, such as referral partners or service platforms, where you have given them permission to share your details with us so that we can provide services.

Lawful Bases for Processing

We process personal data only where we have a lawful basis under data protection law. The main lawful bases we rely on are:

Contract: We process your personal data where it is necessary to take steps at your request prior to entering into a contract with you, and to perform a contract for gardening services once agreed. This includes using your details to provide quotes, schedule work, deliver services, and manage ongoing arrangements.

Legal obligation: We process certain personal data to comply with our legal and regulatory obligations, for example keeping appropriate accounting records and complying with tax rules.

Legitimate interests: We process personal data where it is necessary for our legitimate business interests and where your interests and fundamental rights do not override those interests. These interests include managing and improving our services, handling enquiries and complaints, and maintaining records of work carried out.

Consent: In some limited situations we may rely on your consent, for example if we wish to send you certain types of marketing communications by specific channels where consent is required. Where we rely on consent, you can withdraw it at any time.

How We Use Your Personal Data

We use your personal data for the following purposes:

To provide gardening services to you, including preparing quotes, booking appointments, carrying out agreed work, and following up on work completed.

To manage our relationship with you, including handling enquiries, providing customer support, and communicating about your bookings or changes to services.

To manage our business operations, including maintaining accurate records, planning workloads, training staff, and monitoring service quality.

To process payments and maintain financial and accounting records.

To comply with legal and regulatory obligations, such as record keeping and responding to lawful requests from public authorities.

To protect our legal rights, for example in connection with actual or potential legal claims or disputes.

Data Sharing and Processors

We do not sell your personal data. We may share your personal data with trusted third parties where necessary and lawful, including:

Service providers acting as data processors who provide services to us such as bookkeeping, accounting, payment processing, information technology support, and data storage. These providers are contractually required to process your personal data only in accordance with our instructions and to protect it appropriately.

Professional advisers such as legal or financial advisers where necessary in the course of receiving professional advice.

Public authorities or law enforcement agencies where required by law or where necessary to protect our rights, your rights, or the rights of others.

Where we use data processors, we take steps to ensure that appropriate contractual and technical safeguards are in place to protect your personal data.

Data Retention

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

As a general guide, customer and service records are retained for the duration of our relationship with you and for a period afterwards to enable us to respond to queries, deal with any disputes, and demonstrate proper record keeping. Financial and accounting records, including invoices, are kept for the minimum periods required by law.

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

International Transfers

Our main operations are located in the United Kingdom. If we ever need to transfer personal data outside the United Kingdom, we will do so only where appropriate safeguards are in place, such as adequacy regulations or standard contractual clauses, in accordance with data protection law.

Security of Personal Data

We take appropriate technical and organisational measures to protect personal data against unauthorised or unlawful processing, accidental loss, destruction, or damage. These measures include limiting access to personal data to those who have a business need to know it and using security practices that are proportionate to the sensitivity of the information.

Your Data Protection Rights

Under data protection law, you have a number of rights in relation to your personal data, subject to certain conditions and exceptions. These rights include:

The right of access: You can request confirmation that we process your personal data and obtain a copy of the personal data we hold about you.

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

The right to erasure: In certain circumstances, you can ask us to delete your personal data.

The right to restriction of processing: In some situations, you can ask us to restrict how we use your personal data.

The right to data portability: Where processing is based on consent or contract and carried out by automated means, you may have the right to receive your personal data in a structured, commonly used, and machine-readable format and to request that it be transmitted to another controller.

The right to object: You may object to certain types of processing, including processing based on legitimate interests, on grounds relating to your particular situation.

The right to withdraw consent: Where processing is based on your consent, you can withdraw that consent at any time. This will not affect the lawfulness of processing based on consent before its withdrawal.

To exercise any of these rights, please contact us using your usual contact route for Gardeners Cambridge Heath. We may need to verify your identity before responding to your request.

Complaints

If you have concerns about how we handle your personal data, you are encouraged to contact us in the first instance so we can try to resolve the issue. You also have the right to lodge a complaint with the UK Information Commissioner's Office or with another supervisory authority if you are located elsewhere in the United Kingdom.

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. Any changes will take effect when the updated policy is made available. We encourage you to review this Privacy Policy periodically to remain informed about how we protect your personal data.