Privacy Policy
Gardeners Hampstead Privacy Policy
This Privacy Policy explains how Gardeners Hampstead collects, uses, stores and protects personal data about its customers in the Hampstead area. It also describes your rights under the UK General Data Protection Regulation and the Data Protection Act 2018. This Policy applies to all Gardeners Hampstead customers and prospective customers within our service area, regardless of how you contact us or use our services.
Who we are and scope of this Policy
Gardeners Hampstead is a gardening services business providing maintenance, landscaping and related services to residential and commercial customers in the Hampstead area. For the purposes of data protection law, Gardeners Hampstead is the data controller for the personal data described in this Privacy Policy.
This Policy covers personal data we collect from you directly, data we receive from third parties acting on our behalf, and data we generate about you when we provide our services.
Personal data we collect
We collect and process different types of personal data about our customers and prospective customers, depending on how you interact with us and which services you use. The main categories of personal data we collect are:
Identification and contact details, such as your name, postal address, service address, billing address, and any other details you choose to provide when you contact us about our services.
Service and property information, such as the type of property, size of garden or outdoor space, access arrangements, photographs you provide to help us quote or plan work, and notes we make about your preferences and requirements.
Contract and transaction information, such as records of quotations, services ordered, service dates, invoices, payments received, payment method used, and any communications in relation to your contract with us.
Communication records, such as emails, messages sent through contact forms, letters, and notes of telephone conversations or in-person discussions relevant to your service.
Technical and usage data, such as basic information about how you use our website or online services, including pages visited and general device information, where this is collected through essential cookies or similar technologies. We do not use this information to identify you directly without combining it with other information we hold.
How we collect your data
We collect personal data in a number of ways:
Directly from you when you contact us to request a quote, make a booking, or ask a question about our services, or when you communicate with us during the course of our work.
When we visit your property to carry out an assessment, provide a quotation, or deliver services, including when we make notes or take photographs needed for the planning or performance of the service.
From third parties that help us deliver our services, such as payment providers who confirm that a payment has been made, or digital service providers that pass us your details if you complete a contact form hosted on their platform.
Lawful bases for processing your data
We only process your personal data when we have a lawful basis to do so under data protection law. The lawful bases we rely on are:
Performance of a contract: We process personal data where it is necessary to enter into a contract with you or to perform a contract for gardening or related services. This includes providing quotes, managing bookings, carrying out work, and handling payments.
Legitimate interests: We may process personal data where it is necessary for our legitimate business interests and where these interests are not overridden by your rights and freedoms. Examples include maintaining business records, improving our services, managing customer relationships, and ensuring the security of our operations.
Legal obligations: We process personal data when necessary to comply with legal obligations, such as record-keeping for tax and accounting purposes, or to respond to lawful requests from regulatory or public authorities.
Consent: In limited cases, we may rely on your consent to process personal data, for example for certain types of marketing communications. When we rely on consent, you can withdraw it at any time by contacting us. Withdrawal of consent will not affect the lawfulness of processing carried out before consent was withdrawn.
How we use your personal data
We use the personal data we collect for the following purposes:
To provide quotations, manage bookings, and deliver gardening and related services at your property.
To communicate with you about your enquiries, appointments, ongoing work, invoices, payments, and aftercare.
To manage our relationship with you, including handling feedback, comments, and complaints.
To maintain accurate business records, including financial and accounting records.
To improve and develop our services, including by reviewing past work and service outcomes.
To protect our business, staff, and customers, including by detecting and preventing fraud, misuse, or unlawful activity.
To meet our legal and regulatory obligations, and to cooperate with regulators and law enforcement authorities where required.
Data sharing and processors
We may share your personal data with trusted third parties where necessary for the operation of our business and the delivery of our services. These third parties act as data processors and only process your data on our instructions and for the purposes described in this Policy.
Types of third-party processors we may use include:
Payment service providers that process card or online payments on our behalf.
Accountancy and bookkeeping service providers that assist us in maintaining our financial records.
IT and cloud service providers that host our business systems, website, email services, and data storage.
Communication service providers that facilitate the sending and receiving of messages between you and us.
Where required by law, we may also share personal data with public authorities, regulators, law enforcement bodies, or professional advisers, but only to the extent necessary and in line with data protection law.
We do not sell your personal data to third parties.
International transfers
Some of our service providers may operate or store data outside the United Kingdom. Where this is the case, we will ensure that appropriate safeguards are in place to protect your personal data, such as the use of standard contractual clauses approved by relevant authorities or ensuring that the destination country has an adequate level of data protection.
Data retention
We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including for the purposes of satisfying any legal, accounting, or reporting requirements.
In general, we will retain customer and contract records for a period that allows us to manage our ongoing relationship and meet legal obligations, which may require us to keep certain information for a number of years after the end of our relationship with you.
When personal data is no longer needed for the purposes for which it was collected and there is no legal requirement to retain it, we will securely delete or anonymise it.
Security of your data
We take appropriate technical and organisational measures to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access. These measures include limiting access to personal data to those staff and service providers who need it, using secure systems for storing and transmitting data, and regularly reviewing our security procedures.
Your data protection rights
As a customer or prospective customer of Gardeners Hampstead, you have a number of rights under data protection law in relation to your personal data. These rights apply to all customers in our service area, subject to certain legal limitations and exemptions.
Right of access: You have the right to request confirmation of whether we process your personal data and to receive a copy of that data, along with information about how we use it.
Right to rectification: You have the right to ask us to correct any inaccurate or incomplete personal data we hold about you.
Right to erasure: In some circumstances, you have the right to 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 have the right to request that we suspend the processing of your personal data in certain situations, for example while we verify the accuracy of the data or assess an objection you have raised.
Right to object: You have the right to object to the processing of your personal data where we rely on legitimate interests as our lawful basis, including any direct marketing activities. We will stop processing your data unless we can demonstrate compelling legitimate grounds that override your interests, rights, and freedoms, or where processing is required for legal claims.
Right to data portability: Where processing is based on your consent or on a contract, and carried out by automated means, you have the right to receive the personal data you provided to us in a structured, commonly used, and machine-readable format and to request that we transmit it to another controller where technically feasible.
Right to withdraw consent: Where we rely on your consent to process personal data, you can withdraw your consent at any time. This will not affect the lawfulness of processing before withdrawal.
How to exercise your rights or contact us
If you wish to exercise any of your data protection rights, or if you have questions or concerns about how Gardeners Hampstead processes your personal data, you can contact us using the contact details provided on our website or through the usual communication channels you use with us.
You also have the right to lodge a complaint with the Information Commissioner’s Office if you are unhappy with how we use your personal data. We encourage you to contact us first so that we can try to resolve your concerns.
Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or how we process personal data. Any changes will be posted on our website and will apply from the date they are published. We encourage you to review this Policy periodically to stay informed about how we protect your personal data.
