Privacy Policy - Gardeners North Kensington

Gardeners North Kensington is committed to protecting the privacy and personal data of all customers in the North Kensington area. This Privacy Policy explains how we collect, use, store, share, and protect personal information, and it applies to all Gardeners North Kensington customers in the area.

1. Introduction

We respect your privacy and handle personal data in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other applicable privacy laws. This policy sets out what data we collect, why we collect it, how long we keep it, who may process it on our behalf, and the rights available to you.

By using our services, making an enquiry, or engaging with us as a customer, you acknowledge that your personal data may be processed in line with this policy. We aim to keep our practices transparent, lawful, and fair.

2. Personal Data We Collect

We collect only the information necessary to provide and manage our gardening services. Depending on your interaction with us, this may include:

Identity details, such as your name.
Contact details, such as your address, phone number, and email address.
Service information, including property access details, job preferences, garden instructions, and service history.
Billing and payment data, such as invoice details and payment status.
Communication records, including emails, messages, and notes from phone conversations.
Technical data, where relevant, such as basic device or usage information if you interact with digital booking systems.

We do not intentionally collect special category data unless you voluntarily provide it and it is necessary for a legitimate purpose, such as informing us about allergies or accessibility requirements related to the service. If such information is provided, we handle it with additional care and only where permitted by law.

3. How We Use Your Data

We use personal data to deliver our services efficiently and responsibly. Typical purposes include:

Responding to enquiries and providing quotations.
Scheduling and carrying out gardening services.
Managing customer accounts and service records.
Issuing invoices and processing payments.
Monitoring service quality and handling complaints.
Complying with legal, tax, and accounting obligations.
Maintaining records for business administration and dispute resolution.

We only use your data for the purposes stated here or for purposes that are compatible with them. We do not sell personal data.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process your personal data. Depending on the context, Gardeners North Kensington relies on the following bases:

Contract

We process data where it is necessary to enter into or perform a contract with you, such as providing gardening services, preparing quotes, managing bookings, or handling payment arrangements.

Legal Obligation

We may process and retain information where required to comply with legal obligations, including tax records, accounting duties, and responses to lawful requests from authorities.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided these interests are not overridden by your rights and freedoms. This may include service improvement, record keeping, internal administration, fraud prevention, and safeguarding our business operations.

Consent

Where we rely on your consent, we will make that clear at the point of collection. You may withdraw consent at any time, without affecting the lawfulness of processing before withdrawal.

5. Retention of Personal Data

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including service delivery, legal compliance, and legitimate business needs. Retention periods vary depending on the type of record and legal requirements.

In general:

Customer service records are retained for the duration of the working relationship and for a reasonable period afterward.
Financial and tax records are kept for the period required by law.
Communication records may be retained to resolve disputes, improve service, or maintain a complete customer history.

When data is no longer needed, we will securely delete, anonymise, or archive it in line with our retention procedures.

6. Processors and Data Sharing

We may use trusted third-party service providers, known as processors, to help operate our business. These processors only handle personal data on our instructions and are bound by contractual obligations to protect it.

Examples of processors may include:

IT and hosting providers used for secure storage and system support.
Payment service providers used to process transactions.
Accounting and invoicing services used for financial administration.
Communication tools used to manage emails, messages, or appointment notices.

We may also share data where required by law, where necessary to protect our rights, or where you have asked us to do so. Any sharing is limited to what is necessary and appropriate.

7. Data Security

We take reasonable and proportionate technical and organisational measures to protect personal data from unauthorised access, loss, misuse, or alteration. These measures may include access controls, secure storage, staff confidentiality expectations, and routine review of data handling practices.

Although no system can be guaranteed completely secure, we are committed to maintaining a high standard of protection. Security is an ongoing responsibility, and we review our measures regularly.

8. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. Subject to legal conditions and exemptions, these include:

The right to be informed about how your data is used.
The right of access to request a copy of your personal data.
The right to rectification to correct inaccurate or incomplete information.
The right to erasure, also known as the right to be forgotten, in certain circumstances.
The right to restrict processing in certain cases.
The right to data portability for data you have provided to us, where applicable.
The right to object to processing based on legitimate interests or direct marketing.
Rights related to automated decision-making, where such processing applies.

If you wish to exercise any of these rights, we will respond in accordance with applicable data protection law. We may need to verify your identity before acting on your request.

9. Marketing Preferences

If we ever send marketing communications, we will do so only where permitted by law. You can object to marketing at any time. Where required, we will ask for consent before sending promotional messages. We will always respect your communication preferences.

10. International Transfers

Where personal data is transferred outside the UK, we will ensure appropriate safeguards are in place to protect it. These safeguards may include adequacy regulations, standard contractual clauses, or equivalent legal measures designed to preserve your rights and data security.

11. Children’s Data

Our services are intended for adult customers and property-related service arrangements. We do not knowingly collect personal data from children unless it is incidental and necessary for a service-related reason. If we become aware that we have collected such data inappropriately, we will take steps to delete it where required.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data protection practices. Any revised version will apply from the date it is made available. We encourage customers to review the policy periodically to remain informed.

13. Summary of Our Commitment

Gardeners North Kensington treats personal data with care and responsibility. We collect only what is necessary, use it for clear and lawful purposes, retain it for appropriate periods, and rely on trusted processors where needed. We also recognise and respect your rights under data protection law.

In short: your privacy matters to us, and we are committed to handling your information in a lawful, fair, and secure manner for all Gardeners North Kensington customers in the area.