Privacy Policy

Gardeners Kidbrooke Privacy Policy

This Privacy Policy explains how Gardeners Kidbrooke collects, uses, stores and protects personal data of its customers and prospective customers in the Kidbrooke area. It also explains the rights you have under the UK General Data Protection Regulation and related data protection laws. This Privacy Policy applies to all Gardeners Kidbrooke customers and people who make enquiries about our gardening and related services in the Kidbrooke area.

Who we are and scope of this policy

Gardeners Kidbrooke is a local gardening service provider offering garden maintenance, landscaping, and related services to residential and commercial clients in the Kidbrooke area. For the purposes of applicable data protection law, Gardeners Kidbrooke is the controller of the personal data described in this Privacy Policy. This means that we are responsible for deciding how we hold and use your personal data.

Types of personal data we collect

We only collect personal data that is relevant for providing our services, managing our relationship with you and meeting our legal obligations. The personal data we may collect and process includes the following categories:

Identification and contact information, such as your name, postal address, service address, and preferred contact details.

Communication information, such as information you provide when you contact us by any means to request a quote, ask a question, make a booking, or provide feedback or a complaint.

Service and contract information, including details of the gardening services you request or receive, property access instructions where provided, service history, invoices, and payment records.

Payment information, such as records of payments you make to us and limited payment-related details we need for accounting. We do not store full card details when third party payment processors are used.

Marketing preferences, such as whether you agree to receive service updates or marketing messages from us and how you prefer to be contacted.

Technical and usage information, such as basic device or browser details and information about how you interact with our website or online content if you use those channels.

How we collect your personal data

We collect personal data from you directly when you contact us, request a quote, book a service, or otherwise communicate with us. This can be done in person, by telephone, or through online or written communication. We may also receive personal data about you from third parties where this is necessary for us to provide our services, such as referral partners or payment processors, and where this is permitted by law.

Lawful basis for processing your data

We only process your personal data when we have a lawful basis for doing so under data protection law. Gardeners Kidbrooke relies on the following lawful bases:

Contractual necessity: We process your personal data where it is necessary for us to enter into and perform a contract with you for gardening or related services. This includes arranging visits, confirming bookings, issuing invoices, and communicating about the work.

Legitimate interests: We process personal data where it is necessary for our legitimate interests or those of a third party, provided your interests and fundamental rights do not override those interests. This may include managing our business operations, improving our services, handling queries and complaints, and protecting our legal rights.

Legal obligation: We process personal data where we are required to do so in order to comply with legal or regulatory obligations. This may include record keeping, tax, and accounting requirements.

Consent: In limited circumstances we may rely on your consent, for example for certain types of marketing communications not based on our legitimate interests. When we rely on consent, you have the right to withdraw it at any time.

How we use your personal data

We use your personal data for the following purposes in connection with our services in the Kidbrooke area:

To provide and manage gardening services, including responding to enquiries, providing quotations, scheduling and carrying out work, and managing any follow up visits.

To manage our relationship with you as a customer, including communication about your bookings, updates to services, renewals, feedback requests, and handling complaints or disputes.

To process payments and maintain accurate financial and accounting records relating to the services we provide.

To improve and develop our services, including reviewing service feedback and usage patterns to help us understand how our services are used.

To send you service notifications and, where lawful and in line with your preferences, marketing information about our gardening services and offers that we believe may be relevant to you.

To meet our legal, regulatory and risk management obligations, including cooperating with law enforcement and regulatory authorities where required.

Data processors and other recipients

We may share your personal data with carefully selected third parties that act as processors on our behalf. These processors are only permitted to use your personal data in accordance with our instructions and for the purposes we specify. They must also keep your personal data secure and confidential.

Examples of processors we may use include:

Payment processing providers that handle electronic payments and transactions on our behalf.

IT and hosting providers that support our website, email, and data storage solutions.

Customer management or scheduling tools used to manage appointments, reminders, and customer records.

We may also share personal data with other categories of recipients where this is necessary and lawful, such as professional advisers including accountants or legal advisers, and public authorities or law enforcement agencies when required by law.

Data retention and storage

We retain personal data for as long as necessary to fulfil the purposes described in this Privacy Policy, including satisfying any legal, accounting or reporting requirements. The length of time we keep your data may vary depending on the type of information and the purposes for which we use it.

As a general guideline, we retain customer account and service records for a period that allows us to manage our ongoing relationship, handle queries, and comply with relevant legal obligations. Financial and invoice records are kept for the period required by tax and accounting laws. Where personal data is no longer needed, it will be securely deleted or anonymised so that it can no longer be associated with you.

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, alteration or disclosure. Access to personal data is limited to those who have a business need to know it and are subject to duties of confidentiality.

International data transfers

Where we use processors or service providers that are located outside the United Kingdom or the European Economic Area, or that store data in other countries, we take steps to ensure that your personal data is protected with appropriate safeguards in accordance with data protection laws. This may include using standard contractual clauses or relying on other legally recognised transfer mechanisms.

Your data protection rights

Under data protection law, you have a number of rights in relation to your personal data held by Gardeners Kidbrooke. These rights apply to all customers and enquirers in the Kidbrooke area, subject to certain limitations and exemptions set out in the law.

Right of access: You have the right to request confirmation as to whether we process your personal data and to obtain a copy of that data, together with other information about how we use it.

Right to rectification: You have the right to request the correction of inaccurate personal data and the completion of incomplete data relating to you.

Right to erasure: In certain circumstances, you have the right to request that we delete your personal data. This right is not absolute and may be restricted where we need to retain data to comply with legal obligations or to establish, exercise or defend legal claims.

Right to restriction: You have the right to request that we restrict the processing of your personal data in certain situations, for example while we consider a request for rectification.

Right to data portability: Where processing is based on consent or on a contract and 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 transmit that data to another controller.

Right to object: You have the right to object to our processing of your personal data where we rely on legitimate interests as our lawful basis. You also have an absolute right to object at any time to the processing of your personal data for direct marketing purposes.

Rights related to consent: Where we process your personal data based on your consent, you have the right to withdraw that consent at any time. Withdrawal of consent does not affect the lawfulness of processing based on consent before it was withdrawn.

Exercising your rights and contacting us

If you wish to exercise any of your data protection rights or have questions about this Privacy Policy or how Gardeners Kidbrooke handles your personal data, you can contact us using the contact details that we make available on our usual communication channels. When making a request, we may need to confirm your identity to protect your personal data.

You also have the right to lodge a complaint with the relevant supervisory authority if you are unhappy with how we handle your personal data. We encourage you to contact us first so that we have an opportunity to address your concerns directly.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or how we process personal data. Any updates will be effective when we publish the revised version. We recommend that you review this Privacy Policy periodically to stay informed about how we protect your personal data as a Gardeners Kidbrooke customer in the Kidbrooke area.