Privacy Policy

Gardeners Nunhead Privacy Policy

This Privacy Policy explains how Gardeners Nunhead collects, uses, stores and protects personal data relating to our customers and prospective customers in our service area. It is intended to meet the requirements of the UK General Data Protection Regulation and related data protection laws. By using our gardening and related services, you acknowledge that you have read and understood this Privacy Policy.

Scope of this Privacy Policy

This Privacy Policy applies to all Gardeners Nunhead customers and prospective customers in our operating area, including individuals who contact us to request information, quotations or services. It applies to personal data collected through any channels we use, such as in-person discussions, telephone, written correspondence and online contact forms.

Data controller

Gardeners Nunhead is the data controller for the personal data described in this Privacy Policy. As data controller, we determine the purposes and means of processing your personal data and are responsible for ensuring that such processing is carried out in accordance with applicable data protection law.

Personal data we collect

We collect and process different categories of personal data depending on how you engage with us. The main types of data we collect are:

Identification and contact details, such as your name, postal address, property address where services are delivered, and other contact details you choose to provide.

Service and contract information, such as details of the gardening services requested or provided, visit dates and times, access instructions, photographs of your garden where needed for quotations or records of work, and related notes.

Billing and payment records, such as invoices issued, payment status, payment method type and basic transaction references. We do not store full payment card details; where card payments are taken, these are processed by secure third-party payment processors.

Communication history, such as records of your communications with us about our services, including enquiries, quotations, complaints and feedback, along with our responses.

Technical and usage data, where applicable, such as basic information about how you use any online forms or digital services we operate, including date and time of contact and technical diagnostic information. This may include limited cookie or similar data where strictly necessary for the operation of our online services.

How we collect your personal data

We typically collect personal data directly from you when you contact us, request a quote, make a booking or receive services. This can be in person, by phone, in writing or through online forms. We may also receive data about you from third parties where necessary to provide our services, for example where another person arranges gardening work at your property on your behalf and provides your contact details for coordination and billing.

Lawful bases for processing your data

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

Contract: We process your personal data where it is necessary for the performance of a contract with you or to take steps at your request before entering into a contract, for example to provide quotations, schedule works and deliver our gardening services.

Legal obligation: We process certain information to comply with legal and regulatory obligations, such as record keeping for tax and accounting purposes.

Legitimate interests: We may process your personal data where this is necessary for our legitimate business interests or those of a third party, and where your rights and interests do not override those interests. This can include scheduling and managing works efficiently, maintaining records of previous works at a property, responding to enquiries, and improving our services.

Consent: In limited cases, we may rely on your consent, for example where you agree to receive certain types of optional marketing communications. Where processing is based on consent, you can withdraw your consent at any time.

How we use your personal data

We use your personal data for purposes that include:

Providing and managing services, including assessing your requirements, preparing quotes, planning visits, carrying out gardening works and following up on jobs completed.

Customer care and communication, including responding to your queries, rescheduling visits, managing complaints or disputes, and providing updates about your bookings or services.

Administration and business management, including maintaining accurate records, issuing invoices, processing payments, performing accounting and auditing, and managing suppliers and subcontractors.

Safety, security and quality, including keeping a record of access arrangements to ensure safe and efficient working and documenting works completed for quality control and reference.

Legal and regulatory compliance, including keeping documentation required by law, responding to lawful requests from authorities and establishing or defending legal claims.

Data sharing and processors

We may share your personal data with carefully selected third parties where necessary for the purposes described in this Privacy Policy. These may include:

Service providers and processors who perform services on our behalf, such as payment processing providers, accounting or bookkeeping services, information technology and hosting providers, and any subcontracted gardening or specialist contractors engaged to carry out part of the work at your property.

Professional advisers, such as accountants or legal advisers, where needed for business management, legal compliance or the establishment, exercise or defence of legal claims.

Public authorities, regulators or law enforcement, where we are legally required to do so or where disclosure is necessary to protect our rights, property or safety or that of others.

Where third parties act as data processors, they process your personal data only on our instructions and are required to implement appropriate security measures and protect your data in accordance with applicable law.

Data retention

We retain your personal data only for as long as is reasonably necessary for the purposes for which it was collected and to meet any legal, accounting or reporting requirements. In general:

Basic customer and contract records, including invoices and work history, are normally retained for up to seven years after the end of our relationship with you to comply with legal obligations and for legitimate business purposes such as handling queries about past work.

Enquiry and quotation information where no contract is formed is retained for a shorter period, typically up to two years, unless a longer period is justified by ongoing discussions or potential services.

Photographs and service notes may be kept for as long as they are relevant to the management and maintenance of your garden and our service history, usually linked to the above retention periods.

Where personal data is no longer needed, we will securely delete or anonymise it.

Data security

We take appropriate technical and organisational measures to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access. These measures include restricting access to personal data to those who have a business need to know it and taking reasonable steps to ensure that staff and processors are subject to duties of confidentiality.

Your data protection rights

You have a number of rights under data protection law in relation to your personal data. Subject to certain conditions and exemptions, these include:

Right of access: You have the right to request confirmation that we process your personal data and to request a copy of the personal data we hold about you.

Right to rectification: You have the right to request that inaccurate or incomplete personal data we hold about you is corrected or completed.

Right to erasure: In some circumstances, you have the right to request that we delete your personal data, for example where it is no longer necessary for the purposes for which it was collected and we have no other lawful basis for continuing to process it.

Right to restriction of processing: You have the right to request that we restrict the processing of your personal data in certain situations, such as while we verify the accuracy of the data or our lawful basis for processing.

Right to data portability: Where processing is based on consent or 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 request that we transmit that data directly to another controller where technically feasible.

Right to object: You have the right to object to certain types of processing, including processing based on our legitimate interests, on grounds relating to your particular situation. We will stop the processing unless we have compelling legitimate grounds that override your interests, rights and freedoms or where processing is required for legal claims.

Right to withdraw consent: Where we rely on your consent for specific processing activities, you have the right to withdraw that consent at any time. Withdrawal of consent will not affect the lawfulness of processing carried out before consent was withdrawn.

Exercising your rights and complaints

If you wish to exercise any of your data protection rights or have questions about how we handle your personal data, you can contact us using the contact methods you normally use to communicate with Gardeners Nunhead. Please provide sufficient information for us to identify you and respond to your request. You also have the right to lodge a complaint with your national data protection authority if you believe that your data protection rights have been infringed.

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 changes will be posted in the latest version of this Privacy Policy, and where appropriate we will notify you of significant changes. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data.