Gardeners Camden Privacy Policy
This Privacy Policy explains how Gardeners Camden collects, uses, stores and protects personal data relating to our customers in the Camden area. It also explains your rights under the UK General Data Protection Regulation and relevant data protection laws. This Privacy Policy applies to all Gardeners Camden customers in our service area, including prospective, current and former customers.
Who we are
Gardeners Camden is a gardening and outdoor maintenance service operating in the Camden area. For the purposes of data protection law, Gardeners Camden is the controller of the personal data described in this Privacy Policy.
Personal data we collect
We only collect personal data that is necessary for us to provide our services and manage our relationship with you. The types of personal data we may collect include the following.
Identification and contact details such as name, address, property access details to the extent needed to provide services, and basic contact details such as your preferred communication method.
Service and contract information such as details of the services you request, service history, visit dates and times, and any relevant notes about your garden or property that are needed to perform the work safely and effectively.
Payment and billing information such as records of payments, invoices, and the method by which you choose to pay. We do not store full payment card details; where third party payment providers are used, they process these details on our behalf.
Communication records including enquiries, quotes, messages and feedback you send to us by any communication channel, along with our responses and related internal notes.
Technical information if you visit our website, such as basic usage data, device information, and information about how you interact with the site, where this is collected by necessary cookies or similar technologies.
How we collect personal data
We collect personal data directly from you when you contact us to request a quote, make a booking, ask a question, or otherwise communicate with us. This may be in person, by phone, through online forms, or other communication channels.
We may also obtain information from third party service providers, such as payment processors, where this is necessary to complete transactions or resolve payment issues. In limited cases, we may receive contact details from someone who refers you to our services, and in those cases we rely on them to have your consent to share that information.
Purposes and lawful bases for processing
We process your personal data only where we have a lawful basis under data protection law. The main purposes and legal bases are as follows.
To provide our gardening services. We use your identification, contact, service and property information to give quotes, schedule and deliver services, and manage your bookings. The legal basis is performance of a contract or taking steps at your request prior to entering into a contract.
To manage payments and billing. We use your payment and billing information to issue invoices, process payments, and maintain our financial records. The legal basis is performance of a contract and compliance with our legal obligations in relation to accounting and taxation.
To communicate with you. We use your contact and communication data to respond to enquiries, send confirmations and service updates, and deal with any issues or complaints. The legal basis is performance of a contract or legitimate interests in managing customer relationships.
To improve and manage our business. We may use service history and feedback to improve our services, train staff, and manage capacity and scheduling. The legal basis is our legitimate interests in running and developing our business, provided these interests are not overridden by your rights.
To comply with legal and regulatory obligations. We may process your data where necessary to comply with tax, accounting, health and safety, or other legal requirements. The legal basis is compliance with our legal obligations.
Marketing communications. We may, from time to time, send you information about services that are similar to those you have already purchased from us. We will do this only where permitted by law, and you can opt out of such communications at any time. The legal basis is our legitimate interests in promoting our services, or your consent where required.
Data retention
We keep personal data only for as long as is necessary for the purposes described in this Privacy Policy or as required by law.
Customer and service records are generally retained for the duration of our relationship with you and for a period afterwards, typically up to six years, to enable us to handle queries, maintain accurate financial records, and comply with legal obligations.
Payment and accounting data is kept for the periods required by tax and accounting laws, which may be up to several years after the end of the relevant financial year.
Enquiry information where no contract is formed may be kept for a shorter period, generally not longer than two years, unless we need to keep it for a longer period for legal or operational reasons.
Website usage data collected through necessary cookies is retained only for as long as needed for security, troubleshooting or analytics consistent with our legitimate interests, after which it is deleted or anonymised.
Sharing your personal data
We do not sell your personal data. We may share it with selected third parties where necessary for the purposes described in this Privacy Policy.
Service providers and processors. We use third party providers to support our operations, such as hosting and IT support providers, payment processors, and administrative service providers. These organisations act as processors and can only process your personal data on our instructions and for the purposes set out in this Privacy Policy.
Professional advisers. We may share limited personal data with professional advisers such as accountants or legal advisers where this is necessary to obtain advice or comply with our legal obligations.
Authorities and regulators. We may disclose personal data where required to do so by law or where we believe it is necessary to protect our rights, property or safety, or that of our customers or others.
If we ever consider a reorganisation of our business, personal data may be shared as part of a confidential process with potential successors or partners, but only where appropriate safeguards are in place and in accordance with data protection law.
International transfers
Where any of our processors or service providers are located outside the United Kingdom or the European Economic Area, we take steps to ensure that your personal data is afforded an equivalent level of protection. This may include the use of standard contractual clauses or reliance on other legally recognised transfer mechanisms, together with additional safeguards where appropriate.
Your data protection rights
As a data subject, you have a number of rights in relation to your personal data, subject to certain conditions and exceptions under data protection law.
Right of access. You have the right to request confirmation as to whether we process your personal data and to receive a copy of that data, together with information about how it is used.
Right to rectification. You have the right to ask us to correct or complete any inaccurate or incomplete personal data that we hold about you.
Right to erasure. In some circumstances you may 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 and there is no legal requirement for us to retain it.
Right to restriction of processing. You may have the right to request that we restrict the processing of your personal data in certain situations, such as while we are investigating a complaint about its accuracy.
Right to data portability. Where our processing is based on your consent or on a contract and is 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 we transfer it to another controller where technically feasible.
Right to object. You have the right to object at any time to processing based on our legitimate interests, including direct marketing. We will stop processing your data for those purposes unless we can demonstrate compelling legitimate grounds that override your interests, rights and freedoms, or we need to process it for the establishment, exercise or defence of legal claims.
Right to withdraw consent. Where we rely on your consent for processing, you have the right to withdraw that consent at any time. Withdrawal of consent does not affect the lawfulness of processing carried out before the withdrawal.
You also have the right to lodge a complaint with a data protection supervisory authority if you believe that your rights have been infringed. We encourage you to contact us first so we can try to address your concerns.
Security of your personal data
We take appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, destruction or damage. These measures include limiting access to personal data to those who have a legitimate need to know it, maintaining appropriate physical and digital security safeguards, and regularly reviewing our security practices.
Updates to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements or data protection practices. Any updated version will apply to all Gardeners Camden customers in our service area from the date it is made available. We recommend that you review this Privacy Policy periodically to stay informed about how we handle your personal data.
