Privacy Policy - Gardeners Petts Wood

This Privacy Policy explains how Gardeners Petts Wood collects, uses, stores, shares, and protects personal data in connection with the services we provide. It applies to all Gardeners Petts Wood customers in the area, including anyone who makes an enquiry, requests a quotation, books a visit, receives garden services, or otherwise interacts with our business. We are committed to handling personal data fairly, lawfully, and transparently in line with the UK GDPR and the Data Protection Act 2018.

We respect your privacy and aim to keep our practices clear and proportionate. This policy describes the categories of information we may collect, the legal reasons we rely on to process that information, the periods for which we keep it, the third parties who may process it on our behalf, and the rights available to you as a data subject.

1. Information We Collect

We may collect and process different types of personal data depending on how you engage with us. The information is generally limited to what is necessary to deliver our services and manage our relationship with you.

Information you provide directly

Contact details such as your name, telephone number, and email address
Property details relevant to the gardening service, such as address, access notes, or garden requirements
Service preferences, instructions, and communication preferences
Billing and payment information, where required for invoicing and payment processing
Correspondence sent by email, phone, message, or other written communication

Information collected automatically or from other sources

Basic technical data such as device or browser information when you interact with digital systems
Service history including appointment records, quotations, completed work, and customer notes
Publicly available information where relevant to verify property or service details

We do not seek to collect unnecessary or excessive data. If we need sensitive information in a specific situation, we will only do so where there is a clear lawful basis and where it is genuinely required for the service.

2. How We Use Personal Data

We use personal data for purposes connected to operating Gardeners Petts Wood and delivering services effectively. These purposes may include:

Responding to enquiries and providing quotations
Arranging and carrying out gardening work
Managing customer accounts, scheduling, and service administration
Preparing invoices and handling payments
Keeping records of work completed and customer instructions
Improving service quality and customer experience
Maintaining business records for legal, tax, and accounting purposes
Handling complaints, disputes, or insurance matters
Complying with applicable legal and regulatory obligations

We only process your data for specified, explicit, and legitimate purposes. Where a new purpose is materially different from the original reason for collection, we will consider whether further notice or a fresh lawful basis is required.

3. Lawful Basis for Processing

Under data protection law, we must identify a lawful basis for each processing activity. Gardeners Petts Wood may rely on the following lawful bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes providing quotations, scheduling services, completing work, issuing invoices, and communicating about your bookings.

Legal obligation

We may process and retain certain records where required by law, such as for tax, accounting, insurance, or other regulatory requirements.

Legitimate interests

We may process personal data where it is necessary for our legitimate interests and where those interests are not overridden by your rights and freedoms. This may include managing our customer relationships, maintaining business records, preventing fraud, or improving service delivery. We balance any such processing carefully and only use data in a way that is proportionate and reasonable.

Consent

In limited cases, we may rely on your consent, for example where it is required for certain types of marketing or optional communications. Where consent is used, you may withdraw it at any time without affecting the lawfulness of processing carried out before withdrawal.

We do not rely on one single lawful basis for every activity. The basis used depends on the specific purpose and context of processing.

4. Sharing Data and Processors

We may share personal data with trusted third parties who assist in operating our services. These organisations act as data processors or independent controllers depending on the service provided. We only share the information necessary for the relevant purpose and require appropriate safeguards.

Examples of processors may include:

Payment service providers for processing card or electronic payments
Accounting and bookkeeping providers for financial administration and tax compliance
Scheduling, CRM, or business software providers used to manage appointments and customer records
IT and cloud storage providers that securely host data and support business systems
Professional advisers such as accountants, insurers, or legal advisers where needed

Where personal data is shared, we seek to ensure that third parties process it only on documented instructions, keep it secure, and retain it only for as long as necessary. We do not sell personal data.

We may also disclose data if required by law, court order, or a lawful request from public authorities. In addition, if there is a business reorganisation, merger, or transfer, personal data may be disclosed as part of that process, subject to appropriate protections.

5. Data Retention

We keep personal data only for as long as necessary for the purpose for which it was collected, or for as long as required by legal, accounting, or insurance obligations. Retention periods vary depending on the type of record and the reason for keeping it.

Typical retention approach

Customer enquiries and quotations are usually retained for a limited period after the enquiry ends, unless they result in ongoing work or another legitimate reason to keep them
Service records and invoices may be retained for several years to meet accounting and legal obligations
Correspondence and complaints may be retained for as long as needed to resolve the matter and to demonstrate proper handling
Marketing preferences are kept until you opt out or request deletion where applicable

When data is no longer required, we will securely delete, anonymise, or archive it where appropriate. Retention is reviewed periodically to ensure we are not keeping information longer than necessary.

6. Your Rights

As a data subject, you have rights under data protection law. These rights may apply in full or in part depending on the processing activity and any legal exemptions.

Right of access - you can request a copy of the personal data we hold about you
Right to rectification - you can ask us to correct inaccurate or incomplete information
Right to erasure - you can request deletion of data in certain circumstances
Right to restriction - you can ask us to 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 may request data you have provided to us in a structured, commonly used format where applicable
Right to withdraw consent - where processing is based on consent, you may withdraw it at any time

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) if you believe your data protection rights have been infringed.

7. Data Security

We take appropriate technical and organisational measures to protect personal data from unauthorised access, accidental loss, disclosure, alteration, or destruction. These measures may include access controls, secure storage, staff awareness, and restricted sharing of information. While no system can be guaranteed to be completely secure, we work to maintain a level of protection appropriate to the risk.

8. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or service arrangements. Any revised version will apply from the date it is made available. We encourage customers to review this policy periodically so they remain informed about how their data is handled.

9. Summary of Our Commitment

Gardeners Petts Wood handles personal data with care, fairness, and respect. We collect only what we need, use it for clear and lawful purposes, keep it only as long as necessary, and limit access to trusted processors and advisers. We aim to ensure that every customer in the Petts Wood area understands how their information is used and what rights they have.

By engaging our services, you acknowledge that this policy applies to your personal data in connection with Gardeners Petts Wood services.