Privacy Policy - Gardeners Lamorbey

Gardeners Lamorbey is committed to protecting the privacy and personal data of all customers in the Lamorbey area and nearby locations where our gardening services are provided. This Privacy Policy explains how we collect, use, store, share, and safeguard personal information in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

This policy applies to all Gardeners Lamorbey customers in the area, including prospective customers, existing customers, property owners, tenants, and anyone who contacts us to request gardening services, quotations, maintenance visits, seasonal work, or related support.

1. Data We Collect

We only collect personal data that is necessary for delivering our services, managing customer relationships, and meeting legal or operational obligations. The information we may collect includes:

Identity details such as your name and title.
Contact details such as telephone number, email address, and service address.
Property and service information such as garden access notes, preferred visit times, work instructions, and service history.
Billing and payment details where needed for invoicing, payment processing, and account management.
Communication records such as emails, messages, call notes, and service requests.
Technical information such as basic website or device data, if you submit information electronically.

We do not intentionally collect special category data unless it is necessary and lawful to do so. If such information is ever provided to us, we will handle it with additional care and only where a valid legal basis applies.

2. How We Use Your Data

Gardeners Lamorbey uses personal data to provide, improve, and manage our gardening services. Typical purposes include:

responding to enquiries and preparing quotations;
booking and delivering gardening visits and maintenance work;
managing customer accounts and records;
handling payments, invoices, and administrative tasks;
sending service updates or appointment confirmations;
maintaining operational and legal records;
improving service quality and customer experience;
preventing fraud, misuse, or unauthorised access.

We only use your data for a purpose that is compatible with the reason it was originally collected, unless we have your consent or another lawful basis to do otherwise.

3. Lawful Basis for Processing

We process personal data only when we have a lawful basis under GDPR. Depending on the situation, we rely on one or more of the following:

Performance of a Contract

We process your information when it is necessary to provide a quotation, carry out gardening services, manage your booking, or fulfil our obligations under an agreement with you.

Legitimate Interests

We may process data for our legitimate business interests, such as maintaining service records, improving operations, communicating with customers, and protecting our business from misuse. When we rely on this basis, we ensure that our interests do not override your rights and freedoms.

Legal Obligation

Some information must be retained or processed to comply with legal obligations, including tax, accounting, insurance, and regulatory requirements.

Consent

In limited situations, we may ask for your consent, for example where certain communications or optional uses of information require it. You can withdraw consent at any time where consent is the basis for processing.

4. How We Share Personal Data

We do not sell your personal data. However, we may share information with trusted third parties where necessary for business operations and service delivery. These may include:

Payment providers for secure payment processing;
Accountants or bookkeepers for tax and financial administration;
IT or software providers that support scheduling, invoicing, or data storage;
Professional advisers where required for legal or business support;
Public authorities if we are legally required to disclose information.

Any processor or third party acting on our behalf is required to handle data securely, process it only according to our instructions, and respect applicable data protection law. We take reasonable steps to ensure that these providers meet appropriate security and confidentiality standards.

5. Data Retention

We keep personal data only for as long as necessary for the purpose it was collected. Retention periods may vary depending on the type of data, the service provided, and legal requirements. In general:

Customer and service records are kept for the duration of the service relationship and for a reasonable period afterwards.
Financial and invoice records are retained in line with tax and accounting obligations.
Communication records are kept as needed to manage queries, complaints, or follow-up service needs.

When data is no longer required, we will securely delete, anonymise, or archive it in accordance with our retention procedures. We do not keep personal data indefinitely.

6. Data Security

We use appropriate technical and organisational measures to protect personal data from loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, password protection, and staff awareness procedures.

While no system can be guaranteed to be completely secure, we regularly review our practices to reduce risk and protect customer information. If a personal data breach occurs and it poses a risk to your rights and freedoms, we will handle it in accordance with legal requirements.

7. Your Rights Under GDPR

As a data subject, you have rights regarding your personal information. Subject to legal conditions and exemptions, these rights include:

Right of access – you can ask for a copy of the personal data we hold about you.
Right to rectification – you can request correction of inaccurate or incomplete data.
Right to erasure – you can ask for your data to be deleted in certain circumstances.
Right to restriction – you can request that we limit how we use your data in some situations.
Right to object – you can object to processing based on legitimate interests or direct marketing.
Right to data portability – you can request your data in a structured, commonly used format where applicable.
Right to withdraw consent – if we rely on consent, you may withdraw it at any time.

If you wish to exercise any of these rights, we will review your request and respond within the time limits required by law. We may need to verify your identity before taking action to protect your data.

8. International Transfers

If any service provider stores or processes data outside the UK, we will ensure appropriate safeguards are in place so that your personal data remains protected to a standard consistent with UK GDPR requirements. These safeguards may include approved contractual protections or other lawful transfer mechanisms.

9. Children’s Data

Our services are intended for adults and property-related customers. We do not knowingly collect personal data from children unless it is necessary for a service and lawfully provided by a parent, guardian, or authorised adult.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or our data handling practices. Any updated version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically so they remain informed about how their data is handled.

11. Summary of Our Commitment

Gardeners Lamorbey values privacy, transparency, and lawful processing. We collect only the data needed to provide gardening services, rely on clear legal bases for each use, retain information for no longer than necessary, and work with trusted processors under proper safeguards. We also respect your rights and are committed to responding to requests fairly and promptly.

By using our services in the Lamorbey area, you acknowledge that your personal data may be processed in accordance with this Privacy Policy and applicable data protection law.