Privacy Policy - Gardeners Riddlesdown

Gardeners Riddlesdown is committed to protecting the personal data of all customers in the Riddlesdown area. This Privacy Policy explains how personal information is collected, used, stored, shared, and protected when individuals engage our gardening services. It applies to all Gardeners Riddlesdown customers in the area, including prospective customers, active customers, and past customers whose data we are required to keep for lawful business purposes.

1. Scope of this Policy

This Policy applies to personal data processed in connection with the provision of gardening services, including quotations, bookings, site visits, maintenance work, seasonal gardening, planting, lawn care, hedge trimming, and related customer administration. It covers information received directly from customers, from authorised representatives, and from third parties where relevant to service delivery. By using our services, requesting a quotation, or entering into a service arrangement, customers acknowledge that their personal data may be processed in accordance with this Policy.

2. Data We Collect

We collect only the personal data necessary for legitimate business and legal purposes. Depending on the nature of the services requested, this may include:

Identity data: name, title, and any relevant customer reference details.
Contact data: address, email address, telephone number, and preferred communication method.
Service data: details of requested gardening work, site access instructions, appointment times, service history, and job notes.
Payment data: billing details, invoice records, payment status, and transaction references. We do not routinely store full card details where payment is processed securely by a third party.
Technical data: limited information such as device or browser details if customers contact us electronically.
Special instructions: any information voluntarily provided by customers that is necessary for service performance, such as access arrangements or safety considerations.

We do not intentionally collect unnecessary sensitive personal data. If such information is provided incidentally, it will only be processed where there is a valid lawful basis and where it is necessary for the service or to comply with legal obligations.

3. How We Use Personal Data

Personal data is used for the administration, delivery, and improvement of our gardening services. Typical uses include:

Providing quotations and confirming appointments.
Delivering gardening services and maintaining service records.
Managing invoices, payments, and account administration.
Communicating about scheduling, changes to work, or follow-up matters.
Maintaining records for quality assurance, dispute handling, and customer support.
Meeting legal, accounting, insurance, and tax obligations.
Protecting the security of staff, customers, property, and equipment.

We do not use personal data for unrelated purposes unless a lawful basis exists and the customer has been informed where required.

4. Lawful Basis for Processing

Gardeners Riddlesdown processes personal data under the UK GDPR and the Data Protection Act 2018 using one or more of the following lawful bases:

Contract

We process data where it is necessary to enter into or perform a contract with a customer, such as providing quotations, arranging services, and completing work requested by the customer.

Legal Obligation

We may process and retain certain records to comply with legal requirements, including tax, accounting, insurance, health and safety, and regulatory obligations.

Legitimate Interests

We may process data for legitimate business interests, such as service administration, record keeping, fraud prevention, service improvement, and defending legal claims, provided these interests do not override the rights and freedoms of the customer.

Consent

Where consent is the appropriate legal basis, we will seek it clearly and may rely on it for specific optional processing. Customers may withdraw consent at any time, where applicable, without affecting processing already carried out lawfully.

Vital Interests

In rare situations, data may be processed to protect someone’s vital interests, such as in an emergency involving health or safety.

5. Data Sharing and Processors

We may share personal data only where necessary and lawful. This may involve trusted processors who handle data on our behalf under written agreements that require confidentiality, security, and GDPR-compliant processing. Examples may include:

Accounting and bookkeeping providers.
Payment processors.
IT, cloud storage, and email service providers.
Scheduling or customer management software providers.
Professional advisers such as insurers, legal advisers, or auditors.

We may also disclose data where required by law, by a court order, or to public authorities with lawful authority. We do not sell customer data. If data is transferred outside the UK or EEA, appropriate safeguards will be used to protect it.

6. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, unless a longer retention period is required by law. Retention periods depend on the type of information and the purpose of processing. In general:

Customer service and quotation records are kept for the duration of the relationship and for a reasonable period afterwards.
Financial and invoice records are retained in line with accounting and tax requirements.
Communication records may be retained for service history, dispute resolution, and operational continuity.
Information no longer required is securely deleted or anonymised.

Retention is reviewed regularly to ensure data is not kept longer than necessary. Where data is no longer needed, we dispose of it securely.

7. Data Security

We use appropriate technical and organisational measures to safeguard personal data against unauthorised access, accidental loss, destruction, alteration, or disclosure. These measures may include controlled access, secure storage, staff awareness, and limited data sharing on a need-to-know basis. While no system can be guaranteed completely secure, we take reasonable steps to reduce risks and protect customer information.

8. User Rights

Under data protection law, customers have important rights over their personal data. Subject to legal conditions and exemptions, these rights may include:

Right of access: to request a copy of the personal data we hold.
Right to rectification: to request correction of inaccurate or incomplete data.
Right to erasure: to request deletion of data in certain circumstances.
Right to restriction: to request limited processing in certain cases.
Right to object: to object to processing based on legitimate interests.
Right to data portability: to receive certain data in a structured, commonly used format where applicable.
Right to withdraw consent: where processing is based on consent.

Customers also have the right to raise concerns about how their data is handled. If unresolved, they may lodge a complaint with the Information Commissioner’s Office (ICO) or the relevant supervisory authority.

9. Marketing Communications

We only send marketing messages where permitted by law. If customers opt in to receive updates or promotional information, they may opt out at any time. We will always respect preferences regarding direct marketing and will not send unnecessary communications.

10. Children’s Data

Our services are directed to adults and property owners or authorised representatives. We do not knowingly collect data from children except where incidental and necessary for service-related communication with a responsible adult. Where such data is encountered, it will be handled carefully and only for legitimate service purposes.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in legal requirements, business practices, or service arrangements. Any updated version will apply from the date it is issued. Customers are encouraged to review the policy periodically to stay informed about how their personal data is protected.

12. Summary of Our Commitment

Gardeners Riddlesdown is committed to data minimisation, lawful processing, secure handling, and transparent communication. We aim to process personal data fairly, lawfully, and only for clear purposes connected to our gardening services. We recognise that privacy matters to every customer, and we take our responsibilities seriously in managing the information entrusted to us.

This Privacy Policy applies to all Gardeners Riddlesdown customers in the area and reflects our commitment to GDPR-compliant data protection practices.