Privacy Policy

Gardeners Coney Hall Privacy Policy

This Privacy Policy explains how Gardeners Coney Hall collects, uses, stores and protects personal data relating to our customers in the Coney Hall area. We are committed to complying with the UK General Data Protection Regulation and all applicable data protection laws. This policy applies to all Gardeners Coney Hall customers in our service area, including prospective, current and former customers.

Who We Are

Gardeners Coney Hall is a gardening and grounds maintenance service operating in the Coney Hall area. For the purposes of data protection law, Gardeners Coney Hall is the data controller for the personal data described in this Privacy Policy. This means we decide how and why your personal data is processed.

Personal Data We Collect

We collect and process different types of personal data in order to provide our services and manage our business. The categories of data we may collect include:

Contact details such as name, postal address, service address, billing address, and any other address relevant to the services we provide.

Communication details such as your preferred method of contact and the content of communications you send to us, including queries, feedback, or complaints.

Service information such as details of the gardening or maintenance services requested, visit notes, before and after descriptions of work carried out, and any specific instructions you provide about your property or garden.

Account and transaction data such as invoices issued, payments made, payment method type, and records of quotes and estimates provided to you.

Usage and interaction data such as information about how you contact us, for example when you call or when you send us a message or use any online forms we may provide.

Limited technical data such as basic device or browser information if you visit any website we operate, to ensure security and proper functioning of the site. We do not seek to identify you from this technical data unless required for security, legal, or fraud prevention reasons.

How We Collect Your Data

We collect personal data directly from you when you contact us to request a quote, book a service, or ask a question. We may also collect data when you interact with us in person, by phone or through any online forms we provide.

We may receive personal data about you from third parties if you are introduced or referred to us by another customer, or when we receive information from service partners who assist us in delivering our services. In these cases, we only process the personal data we need, in line with this Privacy Policy.

Lawful Basis for Processing

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

Contractual necessity: We process personal data where it is necessary to enter into a contract with you or to perform a contract we have with you. This includes providing quotes, booking appointments, delivering gardening services, and managing payments.

Legitimate interests: We process personal data where it is necessary for our legitimate business interests, and where these interests are not overridden by your rights. Our legitimate interests include managing our business operations, planning our work, improving our services, handling customer enquiries, and maintaining appropriate records.

Legal obligation: We process personal data where we are required to do so by law, such as maintaining accounting records for tax and financial reporting, or complying with lawful requests from public authorities.

Consent: In limited situations, we may rely on your consent, for example where we wish to send you certain types of optional marketing communications. Where we rely on consent, you can withdraw your consent at any time.

How We Use Your Personal Data

We use your personal data to:

Provide our gardening and maintenance services, including booking visits, attending your property, and carrying out the requested work.

Prepare and send quotes, estimates, invoices and payment confirmations.

Communicate with you about your bookings, changes to appointments, service updates, and queries you raise with us.

Manage our customer relationships, including handling feedback, complaints, and service issues.

Maintain accurate records for accounting, taxation, and business administration.

Plan and organise our resources, routes, and schedules in order to provide an efficient service.

Protect our business, prevent fraud, and address security or safety concerns.

Comply with legal and regulatory requirements and cooperate with public authorities where we are legally required to do so.

Data Retention

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

In general, customer account and transaction records, including invoices and payment records, are retained for a period in line with applicable legal and tax requirements. Service notes and communications related to the services may be kept for as long as reasonably necessary to manage our relationship with you, respond to queries, and address any complaints or disputes.

Where personal data is no longer required, we will delete it securely or anonymise it so that it can no longer be associated with an identifiable individual.

Data Processors and Third Parties

We may share your personal data with carefully selected third parties who act as data processors on our behalf. These third parties only process your personal data in accordance with our instructions and for the purposes described in this Privacy Policy. They are required to keep your data secure and to comply with data protection laws.

Examples of data processors and third parties we may use include:

Payment and accounting service providers that help us process payments and manage our financial records.

IT and systems providers that support the operation of any digital tools, communication systems, or data storage we use.

Professional advisers such as accountants or legal advisers, where this is necessary for the services they provide to us.

We may also share your personal data with public authorities or other third parties where we are legally required to do so, or where it is necessary to protect our rights, property or safety.

We do not sell your personal data to third parties.

International Transfers

Where we use service providers that are located outside the United Kingdom or the European Economic Area, or that store data in such locations, we take appropriate steps to ensure that your personal data remains protected. This may include using standard contractual clauses or other safeguards recognised under data protection law.

Security of Your Data

We take reasonable technical and organisational measures to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access. These measures are appropriate to the nature of the personal data and the risks associated with processing it. However, no system can be completely secure, and we cannot guarantee absolute security of your data.

Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights apply subject to certain conditions and exemptions. Your rights include:

Right of access: You have the right to request a copy of the personal data we hold about you and information about how we process it.

Right to rectification: You have the right to ask us to correct any inaccurate or incomplete personal data we hold about you.

Right to erasure: In certain circumstances, you have the right to request that we delete your personal data. This is sometimes known as the right to be forgotten.

Right to restriction: You have the right to ask us to restrict the processing of your personal data in certain situations, for example while we are considering a request to correct your data.

Right to data portability: In some cases, you have the right to receive personal data you have provided to us in a structured, commonly used and machine readable format, and to request that we transfer this data to another organisation.

Right to object: You have the right to object to our processing of your personal data where we rely on legitimate interests, including any profiling based on those interests. We will stop processing your data unless we have compelling legitimate grounds to continue.

Right to withdraw consent: Where we rely on your consent to process your personal data, you have the right to withdraw that consent at any time.

How to Exercise Your Rights and Contact Us

If you wish to exercise any of your rights, or if you have any questions or concerns about this Privacy Policy or how we handle your personal data, you can contact Gardeners Coney Hall using the contact details provided on our usual customer communications or on our website. We will respond to your request in line with applicable legal requirements.

You also have the right to lodge a complaint with the relevant data protection supervisory authority if you are unhappy with how we handle your personal data. We would, however, welcome the opportunity to address your concerns directly in the first instance.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or how we process personal data. Any updates will apply to all Gardeners Coney Hall customers in the Coney Hall area from the date the revised policy is published. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data.