Gardeners Belsize Park Privacy Policy
This Privacy Policy explains how Gardeners Belsize Park collects, uses, stores and protects personal data relating to customers in the Belsize Park area. It also explains the lawful bases we rely on under the UK General Data Protection Regulation and the Data Protection Act, how long we keep personal data, when we share it with processors, and the rights you have in relation to your personal information.
This Privacy Policy applies to all Gardeners Belsize Park customers and prospective customers in our service area, including individuals, households, landlords, property managers and small businesses who contact us, request a quote, or use our gardening and related services.
About Gardeners Belsize Park as Data Controller
For the purposes of applicable data protection laws, Gardeners Belsize Park is the data controller in relation to the personal data described in this Privacy Policy. This means that we determine the purposes and means of processing your personal information when we provide gardening, maintenance and related services.
Types of Personal Data We Collect
We may collect and process the following categories of personal data about you:
Identification and contact details, such as your name, title, postal address, service address, and other contact details you choose to provide.
Communication details, including the content of enquiries, quotes, bookings, feedback, and any correspondence you have with us in writing or verbally that we record in our systems.
Service and contract information, including details about the gardening services you request or receive, property details relevant to the service, service notes, visit schedules, invoices, payment status and related records.
Payment-related information, such as anonymised or partial transaction details and payment confirmations. Card numbers or full payment information are processed by our payment processor and are not stored by us when we use third party payment services.
Technical and usage information, where applicable, such as basic information about how you interact with our online presence, for example pages viewed or forms submitted. This information is limited to what is necessary for security, analytics and service improvement.
Marketing preferences, including your preferences regarding receiving updates or offers from us, where you have given consent or where we are permitted to send marketing about our own similar services.
How We Collect Personal Data
We collect personal data directly from you when you contact us, request a quote, make a booking, enter into a contract for services, interact with us via messaging or online forms, or provide feedback. We may also collect data from publicly available sources for the limited purpose of confirming property details or contact information where needed to perform our services.
Lawful Basis for Processing Your Data
We process your personal data only when we have a lawful basis to do so under applicable data protection laws. The main lawful bases we rely on are:
Contract. We process your personal data to take steps at your request prior to entering into a contract and to perform our contract with you. This includes providing quotations, confirming bookings, delivering gardening services, and managing payments.
Legitimate interests. We process certain personal data for our legitimate business interests, provided these are not overridden by your rights and freedoms. This includes managing our customer records, scheduling and optimising our work, improving our services, handling enquiries, preventing fraud or misuse, and protecting our legal rights.
Legal obligation. We process personal data where this is necessary to comply with legal obligations, such as tax, accounting and record keeping requirements, and to respond to lawful requests from authorities where required.
Consent. In some cases we rely on your consent, for example for certain types of direct marketing or optional communications. When we rely on consent, you can withdraw it at any time, and we will stop the relevant processing.
How We Use Your Personal Data
We use your personal data for the following purposes:
To provide gardening and related services, including assessing your requirements, preparing quotes, undertaking site visits, performing agreed work, and managing aftercare.
To manage our relationship with you, including handling enquiries, scheduling appointments, communicating about upcoming or changed visits, managing your preferences, and dealing with complaints or disputes.
To administer billing and payments, including issuing invoices, recording payments, dealing with payment queries and maintaining financial records.
To maintain and improve our services, including analysing service performance, planning resources, monitoring quality, and training staff or contractors.
To send service-related and, where permitted, marketing communications about similar services you have previously used or expressed interest in. You can object to marketing communications at any time.
To comply with legal and regulatory requirements, respond to legal claims, exercise or defend legal rights, and cooperate with lawful requests from public authorities where required.
Data Retention
We keep your personal data only for as long as necessary to fulfil the purposes for which it was collected, including to satisfy any legal, accounting or reporting requirements.
Customer and service records are generally retained for a period that allows us to manage ongoing services and deal with queries or disputes after services end, as well as fulfilling tax and accounting obligations. After this period, data is securely deleted or anonymised so that it can no longer identify you.
Where we rely on your consent for specific processing activities, associated personal data will be retained until you withdraw your consent or until the processing is no longer necessary, whichever occurs first, unless we have another lawful basis to continue processing it.
Data Processors and Third Party Recipients
We may share your personal data with carefully selected third parties who act as data processors on our behalf. These processors are only permitted to process your personal data in accordance with our instructions and for the purposes we specify, and they are required to implement appropriate security measures.
Examples of processors and third party recipients include:
Service management and scheduling providers that help us organise appointments and record work carried out.
Payment processing providers that handle card or online payments securely on our behalf.
Accountants or professional advisers who require access to financial records for accounting, tax or legal advice.
IT and hosting service providers that support our systems, storage and security.
In limited circumstances we may share personal data where we are under a legal obligation to do so, for example with tax authorities or law enforcement bodies, or to establish, exercise or defend legal claims.
International Data Transfers
Where personal data is transferred outside the United Kingdom or European Economic Area by our processors, we require that appropriate safeguards are in place to protect your data in accordance with applicable data protection laws. These safeguards may include the use of recognised adequacy decisions or standard contractual clauses approved by relevant authorities.
Data Security
We take appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, alteration or disclosure. These measures include restricting access to personal data to those who need it for their role, using secure systems and storage, and regularly reviewing our security practices.
Your Data Protection Rights
Under data protection law, you have a number of rights in relation to your personal data held by Gardeners Belsize Park. Subject to certain conditions and exemptions, these rights include:
Right of access. You have the right to request confirmation of whether we process your personal data and to obtain a copy of that data, together with certain information about how we use it.
Right to rectification. You can request that inaccurate or incomplete personal data about you is corrected or updated.
Right to erasure. In certain circumstances, you may request that we delete your personal data, for example where it is no longer needed for the purposes for which it was collected or where you withdraw consent and there is no other lawful basis for processing.
Right to restriction of processing. You can request that we restrict the processing of your personal data in certain situations, such as while we verify its accuracy or assess an objection you have raised.
Right to object. You have the right to object to processing that is based on our legitimate interests, including profiling, and we will stop such processing unless we have compelling legitimate grounds that override your interests, rights and freedoms or unless the processing is for the establishment, exercise or defence of legal claims. You also have an absolute right to object at any time to direct marketing.
Right to data portability. Where the processing is based on consent or on a contract and is carried out by automated means, you may request that we provide your personal data in a structured, commonly used and machine readable format or transmit it directly to another controller where technically feasible.
If you exercise any of these rights, we may need to verify your identity before responding to your request. We aim to respond within the time limits set by data protection law.
Complaints and Further Information
If you have concerns about how we handle your personal data or wish to exercise any of your rights, you can contact us using the usual contact methods you use for our services. We will do our best to resolve your concerns. You also have the right to lodge a complaint with your local data protection supervisory authority if you believe your rights have been infringed.
We may update this Privacy Policy from time to time to reflect changes in the law, our practices or our services. Any updated version will apply to all Gardeners Belsize Park customers in our service area from the date it is published.
