Gardeners Perivale Privacy Policy

This Privacy Policy explains how Gardeners Perivale collects, uses, stores and protects personal data relating to our customers and prospective customers in the Perivale area. It also explains your rights under UK data protection law, including the UK General Data Protection Regulation and the Data Protection Act. This Privacy Policy applies to all Gardeners Perivale customers and anyone who makes an enquiry or uses our services in the Perivale area.

Who we are and scope of this policy

Gardeners Perivale is a local gardening and maintenance service provider operating in the Perivale area. For the purposes of data protection law, Gardeners Perivale is the controller of the personal data described in this Privacy Policy. This Policy covers personal data we collect through our communications with you, when providing gardening services, and when you interact with us offline or through any online contact channels we may operate.

Types of 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 and preferred contact details you provide to us, such as postal address or online contact identifiers. Service and property information, such as details about your garden or outdoor areas, access instructions, photographs you choose to share to describe the work required, and any notes relevant to the services. Transaction and account information, such as records of services ordered, dates and times of appointments, invoices, amounts paid, payment status, and related correspondence. Communication data, such as enquiries, feedback, complaints, and any other information you volunteer when contacting us. Usage and technical data when you interact with our online content, such as general device and browsing information, where this is available and relevant.

How we collect your personal data

We collect personal data directly from you when you contact us to request a quote, make a booking, or ask a question; when we provide our gardening services at your property; and when you communicate with us in relation to our services. We may also receive personal data from third parties who refer you to us, where it is lawful to do so, and from publicly available sources where we need to confirm address or property details for service planning and access.

Lawful basis for processing

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

Contract: We process your personal data where it is necessary to enter into or perform a contract with you, for example to provide gardening services, manage bookings, and handle payments. Legal obligation: We may process your information where necessary to comply with legal obligations, such as accounting, tax, and record-keeping requirements. Legitimate interests: We may process your personal data where it is necessary for our legitimate interests, provided your interests and fundamental rights do not override those interests. Our legitimate interests include managing and improving our services, maintaining accurate records, preventing fraud, and responding to enquiries or complaints. Consent: In limited situations, we may rely on your consent, for example if we wish to send you certain types of marketing communications by specific channels where consent is required. Where we rely on consent, you may withdraw it at any time.

How we use your personal data

We use your personal data for the following purposes:

To provide and manage gardening services at your property, including arranging visits, performing agreed work, and following up where necessary. To prepare quotes, answer enquiries and provide customer support before, during and after services are delivered. To manage billing and payments, including issuing invoices, processing payments through chosen methods, and maintaining transaction records. To plan work efficiently and safely, including assessing the condition and access of your garden and outdoor spaces. To maintain our internal records and to manage our relationship with you, including confirming appointments, sending necessary service updates, and responding to questions and feedback. To improve and develop our services, including reviewing job history, service quality and customer satisfaction. To comply with legal, regulatory, and professional obligations, including financial record keeping and responding to lawful requests from authorities.

Data sharing and processors

We may share your personal data with carefully selected third parties where this is necessary and lawful. These include service providers who act as data processors on our behalf, such as providers of scheduling and customer management tools, accounting or invoicing tools, secure data storage and backup services, and payment processing services. These processors are permitted to process your personal data only on our instructions and must protect it in line with data protection law and contractual obligations.

We may also share personal data with professional advisers, such as accountants or legal advisers, where necessary for our legitimate interests and legal obligations, and with public authorities or regulators where we are required to do so by law.

Data retention

We retain personal data only for as long as necessary to fulfil the purposes described in this Privacy Policy, including to meet any legal, accounting or reporting requirements. In general, we keep customer and service records for a period that allows us to answer queries about past work, manage any disputes, and comply with statutory retention periods.

When personal data is no longer required, we will securely delete or anonymise it so that it can no longer be linked to you. The specific retention period may vary depending on the type of data, the nature of our relationship with you, and legal requirements that apply to our records.

International transfers

Where our service providers or their systems are located outside the United Kingdom or the European Economic Area, your personal data may be transferred to and processed in other countries. In such cases, we will take steps to ensure that an adequate level of protection is in place, such as relying on adequacy regulations or using appropriate contractual safeguards required by data protection law.

How we protect your personal data

We take appropriate technical and organisational measures to help protect your personal data from unauthorised access, loss, misuse, or disclosure. These measures include limiting access to personal data to those who need it for business purposes, using secure methods to store and transmit information, and maintaining internal policies and procedures on data protection and retention.

Your data protection rights

You have a number of rights in relation to your personal data under data protection law. These rights may be subject to certain conditions and exemptions. Your rights include:

The right of access: You can ask 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 request that inaccurate or incomplete personal data be corrected or updated. The right to erasure: In certain circumstances, you may request that we delete your personal data, for example where it is no longer needed for the purposes for which it was collected and we have no legal basis to retain it. The right to restriction of processing: You may ask us to restrict the processing of your personal data in certain situations, such as while we verify its accuracy or consider an objection. The right to object: You may object to processing based on our legitimate interests, including any direct marketing activities, where we rely on those interests as our lawful basis. The right to data portability: Where processing is based on consent or contract and carried out by automated means, you may request that we provide your personal data in a structured, commonly used and machine-readable format, or ask us to transmit it to another controller where technically feasible.

Exercising your rights

If you would like to exercise any of your rights, or if you have questions about how we handle your personal data, you can contact us using the contact details made available through our usual communication channels. We may need to verify your identity before responding to your request. We aim to respond to all valid requests within one month, or within any extended period allowed by law where a request is particularly complex.

Right to complain

If you are concerned about how we handle your personal data, we would encourage you to contact us first so that we can try to resolve your concerns. You also have the right to lodge a complaint with the relevant data protection supervisory authority in the United Kingdom.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, the way we process personal data, or changes in legal requirements. The updated version will apply from the date it is published or otherwise communicated. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data.