Privacy Policy
Gardeners West Hampstead Privacy Policy
This Privacy Policy explains how Gardeners West Hampstead collects, uses, stores and protects personal data relating to customers and prospective customers within the West Hampstead area. It also explains your rights under the UK General Data Protection Regulation and related data protection laws. By using our gardening services, requesting a quotation, or otherwise interacting with us as a customer in the West Hampstead area, you acknowledge that you have read and understood this Privacy Policy.
Scope of this Privacy Policy
This Privacy Policy applies to all Gardeners West Hampstead customers and prospective customers located in the West Hampstead area. It covers personal data collected through any communication with us about our gardening services, including enquiries, bookings, on-site work, invoicing and customer support.
Personal Data We Collect
We collect and process different types of personal data depending on your interaction with us. The categories of data we may collect include:
Identity and contact details such as your name, address, property location, and other basic contact details that you provide when you request a quote, make a booking, or communicate with us.
Service and property information such as details about your garden or outdoor area, access instructions, preferred times for visits, photos you may provide of your garden, and records of the services you have requested or received.
Communication records such as notes from phone conversations, messages you send to us, and internal records of our responses and any follow up actions.
Billing and payment information such as invoice details, payment status, and records of payments made. We do not store full payment card details; where third party payment processors are used, they handle card information in accordance with their own security and compliance obligations.
Technical and usage data where relevant such as approximate location related to your service address and basic analytics about how you interact with any online content we may provide, to the extent this is necessary for responding to your enquiry or providing services.
How We Collect Your Data
We collect your personal data through various methods, including:
Direct interactions when you contact us to request information, ask for a quotation, make a booking, or communicate with us about ongoing or completed gardening work.
Service delivery when we visit your property to carry out gardening services, assess your garden, and record the work completed for our records and invoicing.
Third parties and publicly available sources where permitted by law, such as when a landlord, letting agent, or property manager provides us with your details as the occupant or contact person for a property where services are requested.
Lawful Basis for Processing
Gardeners West Hampstead processes personal data only where there is a lawful basis under the UK GDPR. Depending on the specific situation, the lawful bases we rely on include:
Contractual necessity when we need to process your data to provide gardening services you have requested, to give you a quotation, to manage your bookings, and to administer your account and payments.
Legitimate interests where we have a legitimate business interest in processing your data and this is not overridden by your rights and interests. This may include maintaining service records, improving our services, managing schedules, and keeping basic records of communications with you.
Legal obligation when we are required to retain or share certain information to comply with legal or regulatory requirements, such as tax or accounting rules.
Consent where you have clearly agreed to us using your data for a specific purpose that is not covered by the bases above. You can withdraw your consent at any time, although this will not affect the lawfulness of processing carried out before consent was withdrawn.
How We Use Your Personal Data
We use your personal data to provide and manage our gardening services in West Hampstead, including:
Responding to enquiries, providing quotations, and advising on suitable gardening services for your property.
Planning, scheduling and delivering gardening work at your property, including repeat or regular maintenance visits.
Creating and managing customer records, issuing invoices, processing payments, and maintaining financial records.
Communicating with you regarding appointments, changes to services, service reminders, and feedback requests relating to completed work.
Maintaining internal records for operational purposes, including health and safety, quality control and staff training.
Handling complaints, resolving disputes and enforcing our terms of service where necessary.
Data Sharing and Processors
We do not sell your personal data. We may share your data with carefully selected third parties where necessary for the operation of our business and the delivery of services, including:
Service providers and data processors such as IT service providers, scheduling tools, invoicing and accounting platforms, and payment processors who support our internal systems and processes.
Professional advisers such as accountants or legal advisers, where this is necessary for compliance, financial reporting or handling disputes.
Regulators, public authorities or law enforcement where we are legally required to do so or where disclosure is necessary to protect our rights, property or safety.
Where we engage third party processors, they are required to process your data only in accordance with our instructions, to keep it secure, and to comply with applicable data protection laws.
International Transfers
If any of our service providers or data processors are located outside the United Kingdom, we will take appropriate steps to ensure that your personal data is adequately protected. This may include using standard contractual clauses or relying on other approved safeguards under data protection law.
Data Retention
We retain 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 kept for a period necessary to manage ongoing or repeat services and to handle any queries about past work. Financial and invoicing records may be retained for longer periods as required by tax and accounting regulations.
When personal data is no longer needed, we will delete it or anonymise it so that it can no longer be linked to you.
Data Security
We take appropriate technical and organisational measures to protect your personal data from unauthorised access, accidental loss, misuse or disclosure. These measures include access controls, secure record keeping and limiting access to personal data to those who need it for legitimate business purposes.
Your Data Protection Rights
Under the UK GDPR, you have a number of rights in relation to your personal data. Subject to certain conditions and exemptions, you have the right to:
Access your personal data and receive a copy of the information we hold about you.
Request correction of any incomplete or inaccurate data we hold about you.
Request erasure of your personal data where there is no good reason for us to continue processing it, or where you have successfully exercised your right to object.
Object to processing of your personal data where we are relying on legitimate interests and you feel that your rights and interests override our reasons for processing.
Request restriction of processing of your personal data in certain circumstances, for example while we are verifying the accuracy of data you believe is incorrect.
Request transfer of your personal data to you or to a third party in a structured, commonly used and machine readable format, where this is technically feasible and the processing is based on consent or contract.
Withdraw consent where we rely on your consent to process personal data. Withdrawing consent does not affect the lawfulness of processing carried out before the withdrawal.
If you wish to exercise any of these rights, you can contact us and provide sufficient information to identify yourself and your relationship with Gardeners West Hampstead so we can locate your data.
Complaints
If you have concerns about how we handle your personal data, you can raise them with us so that we have an opportunity to address the issue. You also have the right to lodge a complaint with the relevant data protection supervisory authority if you believe that your data protection rights have been infringed.
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 apply from the date the updated policy is made available. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information.
