Gardeners Crofton Park Privacy Policy

This Privacy Policy explains how Gardeners Crofton Park collects, uses, stores and protects personal data relating to customers and prospective customers in the Crofton Park area and surrounding neighbourhoods. It also explains the legal bases we rely on under the UK General Data Protection Regulation and related data protection laws, how long we keep your data, how we share it with processors, and what rights you have in relation to your personal information.

Scope of this Privacy Policy

This Privacy Policy applies to all Gardeners Crofton Park customers, as well as individuals who make enquiries about our services, within the Crofton Park area and the nearby locality that we serve. By contacting us, requesting a quote, entering into a contract for our gardening services, or otherwise interacting with us, you acknowledge that your personal data will be processed in accordance with this Privacy Policy.

Personal data we collect

We collect and process different types of personal data, depending on how you interact with us and which services you use. The categories of data we may collect include the following.

Identification and contact details, such as your name, postal address, property address where gardening services are carried out, and other basic contact information that you choose to provide. Service and contract details, including information about the type of gardening work requested, property access instructions, service preferences, dates and times of visits, and information relating to quotes, invoices and payments. Communication records, which may include notes of telephone conversations, messages you send to us, and any feedback, testimonials or complaints you provide. Transaction information relating to your payments for our services, such as payment amounts, dates and basic payment method details. We do not store full card numbers or bank account details when payments are taken through secure third party payment processors.

We may also collect limited technical and usage data when you visit our website or interact with our online content, such as your approximate location, device type and basic analytics information. This is used to understand how people find and use our services and to help us improve them.

How we collect your data

We collect personal data directly from you when you contact us by phone, online, or in person to request information, a quotation, or to book gardening services. We also obtain data when you enter into a contract for regular or one off gardening work, respond to our messages, or provide feedback.

In some cases, we may receive your details from another person who has recommended you or booked our services on your behalf, for example a landlord, tenant, family member or property manager. We will process that information as if it had been provided by you and will always respect your rights as a data subject.

Lawful bases for processing personal data

Under data protection law, we must have a lawful basis to process your personal information. Gardeners Crofton Park relies on the following legal bases.

Performance of a contract or steps taken prior to entering into a contract. We need to process your personal data to provide quotations, schedule and deliver gardening services, manage your account, and handle payments. This includes all processing that is necessary to fulfil our agreement with you.

Legitimate interests. We may process your personal data where it is necessary for our legitimate business interests, and where those interests are not overridden by your fundamental rights and freedoms. This can include using your data to manage and improve our services, keep appropriate business records, handle queries and complaints, and maintain the security of our systems and staff. When relying on legitimate interests, we always consider the impact on your privacy and your reasonable expectations.

Legal obligations. We may process certain information to meet our legal and regulatory duties, such as keeping financial and tax records, dealing with requests from competent authorities, and complying with applicable health and safety requirements.

Consent. In limited situations, we may rely on your consent, for example if we send you certain types of optional marketing messages. Where we rely on consent, you can withdraw it at any time by contacting us and we will stop that specific processing.

How we use your personal data

We use your personal data for the purposes set out below, to the extent that each use is lawful and necessary for our relationship with you.

To respond to enquiries, provide quotations, arrange site visits and prepare service proposals. To provide gardening and related services you have requested, including scheduling visits, accessing the property where instructed, and performing agreed works. To manage our ongoing relationship with you, including handling any changes to your requirements, dealing with queries and complaints, and providing customer service.

To administer our business operations, including invoicing, taking payments, maintaining accounting records and performing internal reporting. To improve and develop our services by analysing how customers use our services, reviewing feedback, and monitoring demand across the Crofton Park area. To protect our legitimate interests, such as preventing misuse of our services, ensuring the safety of our team, and defending or establishing legal claims.

Data retention and storage

We keep your personal data only for as long as is necessary for the purposes for which it was collected, and in line with our legal and regulatory obligations. The retention period depends on the type of data and the context in which it was collected.

Customer and contract records are generally retained for a period that allows us to manage our relationship with you, handle any complaints or disputes, and maintain accurate financial and tax records. In many cases this will mean keeping records for a number of years after our last interaction, in accordance with statutory limitation periods and tax regulations.

Where data is no longer required for the purposes for which it was collected, or for any compatible lawful purpose, we will securely delete it or anonymise it so that it can no longer be linked to an identifiable individual.

Use of processors and sharing of data

We may share your personal data with carefully selected third parties who act as data processors on our behalf. These processors only process your data in accordance with our instructions and for the purposes specified in this Privacy Policy.

Examples of processors include providers of scheduling or job management software used to organise appointments and visits, payment service providers that process card or electronic payments securely, and providers of secure cloud based storage, backup and email or communication tools.

We take steps to ensure that our processors protect your personal data to at least the same standard that we apply. This includes putting in place appropriate contracts and safeguards so that your data remains secure and is not used for their own independent purposes.

We may also share your information where it is required by law or where we are permitted to do so to protect our rights, for example when dealing with insurance matters or legal claims. We do not sell your personal data.

Your data protection rights

Data protection laws give you several important rights in relation to your personal data. These rights apply to all Gardeners Crofton Park customers and prospective customers within the service area, subject to certain legal limitations and exceptions.

You have the right to access your personal data and to receive a copy of the information we hold about you, together with certain details about how we use it. You have the right to request that inaccurate or incomplete personal data is corrected or updated.

You have the right in some circumstances to request that we delete your personal data, for example where it is no longer needed for the purposes for which it was collected, or where you withdraw consent and there is no other legal basis for processing. You may also request that we restrict the processing of your data in certain situations, such as while we are investigating a concern you have raised.

Where we rely on legitimate interests to process your personal data, you have the right to object to that processing, including any related profiling. We will then stop processing unless we can demonstrate compelling legitimate grounds that override your interests, or the processing is required for legal claims.

Where we process your personal data based on your consent, you have the right to withdraw that consent at any time. This will not affect the lawfulness of processing that took place before you withdrew consent.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in the law, our services or our internal practices. Any updated version will apply to all Gardeners Crofton Park customers and prospective customers in the Crofton Park area from the time it is published. We encourage you to review this Policy periodically so that you remain informed about how we handle your personal data.