Gardeners Lamorbey Privacy Policy

This Privacy Policy explains how Gardeners Lamorbey collects, uses, stores and shares personal data relating to our customers and prospective customers. It applies to all individuals in our service area who contact us, request a quote, use our gardening services, or otherwise interact with Gardeners Lamorbey in the course of our business.

We are committed to protecting your privacy and handling your personal data in a lawful, fair and transparent manner, in accordance with the UK General Data Protection Regulation and applicable data protection laws.

Who this Privacy Policy applies to

This Privacy Policy applies to all Gardeners Lamorbey customers and potential customers in our service area. It applies whether you contact us in person, by post, through online forms, or by other means, and whether you purchase our services once or on an ongoing basis.

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, postal address, and any other basic contact details you choose to provide when you get in touch or book a service.

Property and service information, such as your garden or property type, access instructions, the services you request, notes about your preferences, and photographs of garden areas where this is necessary to provide a quote or plan work.

Transaction and billing information, such as records of work carried out, service dates and times, prices, payment status, and non-sensitive billing details related to the services we provide.

Communication records, such as information you provide in communications with us, including enquiries, complaints, feedback, and any other correspondence relevant to our services.

Technical information, where relevant, such as basic usage information related to our online presence, including the date and time you access any online forms and general technical information needed to ensure the security and functioning of our digital services.

How we collect your data

We collect personal data directly from you when you contact us, request a quote, make a booking, or communicate with us about our services.

We may also collect information about your property or garden during site visits, including written notes and, where needed, photographs taken by our team to assess the work.

In limited cases, we may receive personal data from third parties, for example recommendation platforms or partners that pass your enquiry to us, or from other individuals who book our services on your behalf. When this happens, we take steps to ensure you are made aware of this Privacy Policy as soon as reasonably possible.

Lawful bases for processing your data

We only process your personal data where we have a lawful basis under data protection law. Depending on the context, we may rely on the following bases:

Contract: We process your data when it is necessary to enter into or perform a contract with you. This includes providing quotes, scheduling and carrying out gardening services, managing your bookings, and handling payments.

Legal obligation: We may process your data when it is necessary to comply with our legal and regulatory obligations, for example for tax, accounting and record-keeping requirements.

Legitimate interests: We may process your data for our legitimate business interests, provided that your interests and fundamental rights do not override these. This may include managing and improving our services, responding to enquiries, maintaining security, and keeping appropriate business records.

Consent: In limited cases, we may rely on your consent, for example where we wish to send you certain types of marketing communications that are not covered by legitimate interests. Where we rely on consent, you have the right to withdraw it at any time.

How we use your personal data

We may use your personal data for the following purposes:

To provide our gardening services to you, including preparing quotes, carrying out site visits, planning and performing the agreed work, and communicating with you about the services.

To manage our relationship with you, including handling enquiries, rescheduling appointments, responding to feedback or complaints, and maintaining our customer records.

To process payments and maintain financial records, including issuing invoices, recording payments, and maintaining documentation for tax and accounting purposes.

To improve and develop our services, including evaluating customer feedback, understanding service usage patterns, planning staff and resources, and improving our customer service processes.

To protect our business and prevent misuse, including ensuring the safety of our staff during visits, detecting and preventing fraud or other unlawful activity, and managing any potential disputes.

Data retention and storage

We keep personal data only for as long as is necessary for the purposes described in this Privacy Policy or as required by law.

In general, we retain customer and job records for a period that allows us to manage our relationship with you, respond to any questions about past services, and meet our tax and accounting obligations. After the relevant retention period expires, we will securely delete or anonymise your personal data.

The specific retention period may vary depending on the type of data and the applicable legal requirements, but we will not keep your personal data in an identifiable form for longer than is reasonably necessary.

Data processors and third parties

We may share your personal data with trusted third parties who act as data processors and provide services to support our business. These may include:

IT and hosting providers who help us store and manage our records and maintain the security and availability of our systems.

Accountancy and administrative service providers who support our financial and business operations.

Tools or platforms used for scheduling, quoting or managing customer information, where these are needed to deliver our services.

Where we use data processors, we ensure they are bound by appropriate contractual obligations to process your personal data only on our documented instructions, to keep it secure, and to comply with applicable data protection laws.

We may also need to share your personal data with other third parties in certain circumstances, for example with professional advisers, law enforcement bodies or regulators where this is required by law or necessary to protect our rights or the rights of others.

International transfers

Where it is necessary for us to use service providers located outside the United Kingdom or the European Economic Area, we will ensure that appropriate safeguards are in place to protect your personal data. This may include using standard contractual clauses or other mechanisms approved under data protection law to ensure that your data is afforded a level of protection essentially equivalent to that in the United Kingdom.

Your data protection rights

Under data protection law, you have a number of rights in relation to your personal data. These include:

The right of access: You can ask us for confirmation of whether we process your personal data and request a copy of the data we hold about you.

The right to rectification: You can ask us to correct or complete any personal data that is inaccurate or incomplete.

The right to erasure: In certain circumstances, you can ask us to 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 legal basis for processing.

The right to restriction of processing: You can ask us to restrict the processing of your personal data in certain situations, for example while we investigate a concern about accuracy or the lawfulness of processing.

The right to data portability: In some cases, you can ask us to provide your personal data in a structured, commonly used and machine-readable format, and to transfer it to another controller where this is technically feasible.

The right to object: You can object to the processing of your personal data where we are relying on legitimate interests as our lawful basis. If you object, we will stop processing your data unless we can demonstrate compelling legitimate grounds that override your interests, rights and freedoms, or the processing is needed for legal claims.

The right to withdraw consent: Where we rely on your consent to process your data, you can withdraw that consent at any time, without affecting the lawfulness of processing carried out before the withdrawal.

You also have the right to lodge a complaint with the relevant data protection supervisory authority if you believe your data protection rights have been breached.

Security of your personal data

We take the security of your personal data seriously and implement appropriate technical and organisational measures to protect it against unauthorised access, loss, misuse or disclosure. These measures are designed to ensure a level of security appropriate to the risks presented by the processing of your personal data.

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 changes will apply from the date the updated Privacy Policy is made available. We encourage you to review this Privacy Policy periodically to stay informed about how we handle your personal data.