Gardeners Park Royal Privacy Policy

This Privacy Policy explains how Gardeners Park Royal collects, uses, stores and protects personal data of its customers and prospective customers in its local service area. It is intended to comply with the UK General Data Protection Regulation and related data protection laws. By using our services or contacting us, you acknowledge that you have read and understood this Privacy Policy.

Scope of this Privacy Policy

This Privacy Policy applies to all Gardeners Park Royal customers, and individuals who enquire about or use our gardening and related services, within our service area. It covers personal data collected through our website, by telephone, in person, and through any other communication channels that we use to provide our services.

Data Controller

Gardeners Park Royal is the data controller for the personal data described in this Privacy Policy. This means that we determine the purposes and means of processing your personal data. Where we use third party service providers to process data on our behalf, those third parties act as data processors and are bound by written agreements and legal obligations.

Personal Data We Collect

We may collect and process the following categories of personal data about you when you contact us, request a quote, or use our services:

Identification and contact details such as your name, address, property location, and communication details you choose to share with us.

Service and contract information such as details of the gardening or maintenance services you request, quotations, booking dates and times, project notes, and records of work we have carried out.

Payment and billing information such as records of payments and invoices. We do not store full payment card details if you pay by card through a payment processor.

Communication records such as information contained in emails, messages, or notes of conversations, including enquiries, feedback, and complaints.

Technical and usage information where applicable, such as basic information about how you interact with our website or online content, including standard log data. We do not seek to identify individuals from this data unless required for security or legal reasons.

Any other information that you voluntarily provide when communicating with us, where relevant to the provision of our services.

How We Collect Personal Data

We collect personal data directly from you when you contact us to request information or a quote, when you make a booking or enter into a service agreement with us, when you communicate with our staff in person, by telephone, or through online channels that we operate, and when you provide feedback or take part in surveys about our services.

We may also generate personal data in the course of providing our services, for example notes about your service preferences or property requirements so that we can deliver work safely and effectively.

Lawful Bases for Processing

We process your personal data only when we have a lawful basis under data protection law. Depending on the circumstances, we rely on one or more of the following lawful bases:

Performance of a contract. We need to process your personal data to enter into and perform our contract with you, for example to provide gardening services, manage bookings, and issue invoices.

Legitimate interests. We process personal data where this is necessary for our legitimate business interests, provided that your interests and fundamental rights do not override those interests. This includes managing and improving our services, maintaining business records, handling customer enquiries, and promoting compatible services to existing customers.

Legal obligation. We process certain data to comply with legal or regulatory requirements, including tax, accounting, and health and safety obligations.

Consent. In limited situations, and where required by law, we may rely on your consent, for example for certain types of direct marketing communications. 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 respond to enquiries, provide quotes, and communicate with you about potential or existing services.

To schedule, manage, and deliver gardening and associated services at your property.

To manage our relationship with you, including administering contracts, handling feedback and complaints, and maintaining accurate records.

To process payments, issue invoices, pursue any outstanding amounts, and maintain financial records.

To maintain the safety and security of our staff, customers, and property, for example by recording access instructions or site risks.

To send service updates or information about similar services that may be of interest to you, where permitted by law and subject to your marketing preferences.

To comply with legal obligations and to establish, exercise, or defend legal claims.

Data Sharing and Processors

We may share your personal data with trusted third parties who act as data processors on our behalf. These may include payment processing providers to process card or electronic payments, accounting or invoicing service providers to manage our financial records, information technology and system support providers to host or support our digital systems, and administrative or customer management service providers that help us organise bookings and communications.

All processors are required to protect your personal data, use it only for the specified purpose, and act in accordance with our written instructions and applicable data protection laws.

We may also share personal data with professional advisers such as accountants or legal advisers where necessary for legitimate business or legal reasons, and with public authorities or regulators when required by law or in connection with legal proceedings.

We do not sell your personal data to third parties.

International Data Transfers

Where any of our service providers are located outside the United Kingdom or European Economic Area, or store data in those locations, we take appropriate steps to ensure that your personal data is protected. This includes using legal safeguards such as standard contractual clauses or relying on adequacy decisions where available, in accordance with data protection law.

Data Retention

We keep your personal data only for as long as is necessary for the purposes for which it was collected, including for the purpose of satisfying legal, accounting, or reporting requirements.

In general, customer and service records are kept for the duration of our relationship with you and for a period afterwards to enable us to respond to queries, deal with any disputes, and meet legal obligations. Financial and invoicing records are retained for the period required by tax and accounting laws. Where data is no longer needed, we delete it or anonymise it so that it can no longer identify you.

Security of Your Personal Data

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, alteration, disclosure, or destruction. These measures include restricted access to personal data on a need-to-know basis, use of secure systems and, where appropriate, encryption or password protection, and staff awareness of confidentiality and data protection responsibilities.

While we take reasonable steps to protect your data, no method of transmission or storage is completely secure. We therefore cannot guarantee absolute security but are committed to ongoing improvement of our safeguards.

Your Data Protection Rights

As an individual whose personal data we process, you have certain rights under data protection law. Subject to legal conditions and limitations, these may include:

The right of access. You can request confirmation of whether we process your personal data and receive a copy of that data.

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

The right to erasure. In certain circumstances, you can request that we delete your personal data.

The right to restrict processing. You can ask us to limit the way we use your data in specific situations.

The right to data portability. Where processing is based on consent or contract and carried out by automated means, you may request to receive your data in a structured, commonly used, and machine-readable format or ask us to transfer it to another controller where technically feasible.

The right to object. You may object to our processing of your personal data based on legitimate interests, including any direct marketing. Where you object to direct marketing, we will stop processing your personal data for that purpose.

The right to withdraw consent. Where we rely on your consent, you may withdraw it at any time, without affecting the lawfulness of processing before withdrawal.

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

Children

Our services are not directed at children, and we do not knowingly collect personal data relating to children. If we become aware that we have inadvertently collected such data, we will take steps to delete it as soon as reasonably possible, unless we are legally required to retain it.

Changes to This Privacy Policy

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