Gardeners Dollis Hill Privacy Policy

This Privacy Policy explains how Gardeners Dollis Hill collects, uses, stores and shares your personal data when you use our gardening and related services. It applies to all current and former customers, prospective customers, and people who make enquiries about our services in the Dollis Hill area.

We are committed to protecting your privacy and handling your personal data in a fair, transparent and lawful way, 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 individuals who are customers or potential customers of Gardeners Dollis Hill in the Dollis Hill area, including people who contact us to request a quote, arrange a visit, or ask a question about our services.

By using our services or by contacting us, you acknowledge that you have read and understood this Privacy Policy.

Personal data we collect

We collect and process different types of personal data depending on how you interact with us and what services you use. This may include:

Identity and contact details: name, address, property location, billing address, and other basic contact details such as communication preferences.

Service information: details of the gardening or related services requested or provided, such as type of work, size of garden or property, access information, dates and times of visits, notes about special instructions, and records of our interactions with you about those services.

Payment and transaction data: details of payments made, payment method used, amounts, dates, and invoices or receipts. We do not store full payment card details; where card payments are used, they are processed securely by payment service providers.

Communication data: information you provide when you contact us, request a quote, give feedback, make a complaint, or respond to our messages. This can include the content of emails or messages and any information you choose to share.

Website and usage data: to the extent that you use our website or online tools, we may collect technical data such as IP address, device type, and basic usage data generated by your use of the site, where this is necessary to operate and secure the website.

How we collect your data

We collect personal data directly from you when you:

contact us to request a quote or make an enquiry;

book or use our services;

communicate with us by phone, in person, by post, or online;

provide feedback, testimonials, or respond to surveys we may run;

visit or use our website, where technical information is collected automatically.

We may also receive personal data from third parties who help provide our services, such as payment processors or subcontractors working on our behalf, but only where this is necessary to provide our services to you.

Lawful bases for processing

We only process your personal data when we have a lawful basis for doing so. Depending on the situation, this may include:

Contract: to take steps at your request before entering into a contract and to perform our contract with you. This includes providing quotes, making bookings, delivering gardening services, arranging access, managing payments, and handling customer service.

Legitimate interests: to pursue our legitimate business interests in a way that does not override your rights and freedoms. This includes managing and improving our services, maintaining business records, protecting our business and property, and communicating with you about similar services you have previously used, where allowed by law.

Legal obligation: to comply with legal or regulatory requirements, such as record keeping for tax and accounting purposes, or responding to lawful requests from public authorities.

Consent: in limited cases where we rely on your consent, such as where required for certain types of marketing communications or the use of specific optional cookies. Where we rely on consent, you can withdraw it at any time.

How we use your personal data

We use your personal data for the following purposes:

to provide, manage and improve our gardening and related services;

to respond to your enquiries, provide quotes, and manage bookings and appointments;

to send service-related messages such as confirmations, updates, and reminders;

to process payments, issue invoices, and manage accounts and refunds;

to maintain our business records and comply with legal and tax obligations;

to improve our services, including through feedback and customer history;

to manage any complaints, disputes or claims;

to protect our staff, property and business operations.

Data sharing and processors

We do not sell your personal data. We may share your personal data with trusted third parties where necessary for the purposes described in this Privacy Policy, including:

service providers and subcontractors who help us deliver our gardening services, only to the extent they need the information to perform their tasks for us;

payment processors and financial institutions who process payments and refunds;

professional advisers such as accountants or legal advisers, where needed for our legitimate business needs or to comply with legal obligations;

IT and administration providers who host or support our systems, customer databases, or communication tools.

These third parties act as processors or independent controllers depending on the circumstances. Where they act as processors, they are required to process your personal data only on our instructions, to keep it secure, and to comply with data protection law.

We may also share personal data where required by law, to enforce our rights, or to protect the safety of our staff, customers, or property.

Data retention

We keep your personal data only for as long as necessary to fulfil the purposes for which it was collected, including to meet any legal, accounting, or reporting requirements.

In general, we will retain:

basic customer and service records for as long as you are an active customer and for a reasonable period afterwards;

contract and transaction records, including invoices and payment details, for the period required by tax and accounting laws;

communication records for as long as necessary to handle enquiries, bookings, and any disputes.

When personal data is no longer needed, we will delete it or anonymise it so that it can no longer be linked to you.

International transfers

We aim to store and process your personal data within the United Kingdom or the European Economic Area. If we use a service provider that transfers personal data outside these areas, we will take steps to ensure appropriate safeguards are in place, such as standard data protection clauses, in line with data protection laws.

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 restricted access to personal data, using secure systems, and limiting the personal data collected to what is necessary for our purposes.

Your data protection rights

You have a number of rights under data protection law in relation to your personal data. Subject to certain conditions and legal limitations, these include:

Right of access: you can request confirmation that we process your personal data and obtain a copy of it.

Right to rectification: you can ask us to correct inaccurate or incomplete personal data.

Right to erasure: in some circumstances, you can request that we delete your personal data.

Right to restriction: you can ask us to limit the way we use your personal data in certain situations.

Right to data portability: where legally applicable, you can request that we provide your personal data in a structured, commonly used, machine-readable format, or transfer it to another controller.

Right to object: you can object to our processing of your personal data based on legitimate interests, and you can always object to direct marketing.

Right to withdraw consent: where we rely on your consent, you can withdraw it at any time. This will not affect the lawfulness of processing carried out before withdrawal.

To exercise any of these rights, you can contact us using the usual contact methods you use to reach Gardeners Dollis Hill. We may need to verify your identity before responding to your request.

Complaints

If you are concerned about how we handle your personal data, you can contact us and we will do our best to address your concerns. You also have the right to lodge a complaint with the UK data protection supervisory authority.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, how we process personal data, or changes in the law. When we make changes, we will update the date of the latest version. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data.