Privacy Policy

Gardeners Parsons Green Privacy Policy

This Privacy Policy explains how Gardeners Parsons Green collects, uses, stores, and protects personal data relating to its customers and prospective customers in the Parsons Green area. It also explains your rights under the UK General Data Protection Regulation and related data protection laws. This Privacy Policy applies to all Gardeners Parsons Green customers and service users in the Parsons Green area, whether you contact us online, by post, or in person.

Who we are and scope of this Privacy Policy

Gardeners Parsons Green provides gardening and related services to residential and commercial customers in and around Parsons Green. For the purposes of data protection law, we act as the data controller in relation to the personal data we collect about you. This means we decide why and how your personal data is processed when you use our services or interact with us.

Personal data we collect

We collect and process different types of personal data depending on how you interact with us. The categories of personal data we may collect include:

Contact and identification details such as your name, postal address, service address, and any other address details you provide to us so we can deliver our services.

Communication details such as the content of emails, letters, and messages you send to us, as well as notes from phone conversations or in-person discussions relating to inquiries, quotations, bookings, and ongoing services.

Service and contract details such as records of services requested and provided, garden maintenance plans, site visit notes, job reports, and any photographs of your outdoor space that are necessary to plan, deliver, or evidence the services we provide.

Billing and payment information such as your billing address, information needed to issue invoices, records of payments made, and related accounting information. If you make payment by bank transfer or other non-cash method, we may receive limited payment reference information from your bank or payment provider. We do not store full card details when you pay by card.

Marketing preferences and feedback such as whether you wish to receive updates or offers from us, and any feedback or testimonials you choose to give about our services.

Technical and usage information such as basic information that may be collected when you visit our website, for example the date and time of your visit and the pages you view. This information is used to help us understand how our website is used and to improve its performance.

How we collect your personal data

We collect personal data directly from you when you contact us to request a quotation, enquire about our services, make a booking, or otherwise communicate with us. This can be in person, through written correspondence, or through our online contact facilities if these are available.

We may also receive personal data about you from third parties when it is necessary for us to provide services you have requested. For example, a managing agent, landlord, or another person responsible for a property may share your contact or property details with us so we can deliver services at that property, or we may be given your details as a point of contact for access and practical arrangements.

Lawful bases for processing your data

We are required to identify a lawful basis each time we process your personal data. Depending on the circumstances, we rely on one or more of the following lawful bases:

Contract. We process your personal data where it is necessary to enter into or perform a contract with you, including providing quotations, confirming bookings, delivering gardening services, communicating about work in progress, and issuing invoices.

Legal obligation. We process certain information in order to comply with legal obligations, for example accounting, tax, and record keeping requirements, and to respond to lawful requests by public authorities where we are required to do so.

Legitimate interests. We process personal data for our legitimate business interests, provided such interests are not overridden by your fundamental rights and freedoms. These interests include managing and improving our services, responding to enquiries and complaints, scheduling and logistics, ensuring site safety, and protecting our business against fraud or misuse.

Consent. In limited circumstances, we may rely on your consent as a lawful basis, for example where you have specifically asked to receive certain direct marketing communications or agreed to the use of photographs of your garden as promotional material. You may withdraw your consent at any time, which will not affect the lawfulness of processing before consent was withdrawn.

How we use your personal data

We use the personal data we collect for the following purposes:

To provide our services to you, including assessing your requirements, preparing and sending quotations, arranging site visits, delivering gardening and related services, and communicating with you about your bookings and ongoing work.

To manage our relationship with you, including dealing with your questions and requests, handling complaints, and maintaining up-to-date records of the services we have provided at your property.

To manage our business operations, including scheduling work, coordinating our gardening teams, maintaining health and safety records, and planning service improvements or new offerings tailored to customer needs in the Parsons Green area.

To administer billing and payments, including sending invoices, processing payments through our chosen payment providers, and maintaining accurate accounts and tax records.

To send marketing communications where you have asked to receive them or where permitted by law, and to understand the effectiveness of our communications so we can improve them. You can opt out of marketing at any time.

To comply with legal and regulatory requirements, to establish or defend legal claims, and to protect the rights, property, or safety of Gardeners Parsons Green, our staff, our customers, or other individuals.

Data sharing and processors

We do not sell your personal data. We may share your personal data with trusted third parties where necessary for the purposes described in this Privacy Policy. These third parties act either as data controllers in their own right or as data processors acting on our behalf.

Data processors are service providers who process personal data only under our instructions and for our purposes. Examples include companies providing cloud-based data storage, invoicing or accounting systems, customer management tools, and secure payment processing services. We ensure that such processors are subject to appropriate contractual and security obligations to protect your personal data.

We may also share your personal data with other organisations where required by law, where necessary to exercise or defend legal claims, or where you have requested or consented to this. Examples include sharing limited information with professional advisers such as accountants, or with property managers or landlords where this is required to coordinate access and services at the property.

International transfers

Some of our service providers or systems they use may be located outside the United Kingdom or the European Economic Area, or may store data on servers in other countries. Where this involves transferring your personal data internationally, we take steps to ensure that an adequate level of protection is in place, for example by using appropriate contractual safeguards or working with providers in countries recognised as providing an adequate level of data protection.

Data retention and storage

We keep your personal data only for as long as necessary to fulfil the purposes for which it was collected, and to meet any legal, accounting, or reporting requirements. The length of time we retain information varies depending on the type of data and our legal obligations.

Information relating to quotations, bookings, and services provided is generally retained for as long as you remain a customer and for a reasonable period afterwards, so that we can respond to queries about historical work and maintain accurate records for tax and accounting purposes. In many cases this will be up to seven years from the end of the relevant financial year or from the end of our relationship with you.

Marketing information, such as your contact details and preferences, is retained for as long as we have a valid lawful basis to send you marketing communications, or until you object or opt out of such communications.

When personal data is no longer required for the purposes for which it was collected and there is no legal requirement to retain it, we will securely delete or anonymise it.

Your data protection rights

Under data protection law, you have several rights in relation to your personal data. These rights apply to all Gardeners Parsons Green customers and service users in the Parsons Green area and include:

The 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, subject to certain legal exemptions.

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

The right to erasure. In certain circumstances, you may have the right to request that we delete your personal data. This right is not absolute and may be limited by our need to retain certain information for legal or legitimate business reasons.

The right to restrict processing. You can ask us to restrict the processing of your personal data in certain situations, for example while we verify its accuracy or consider an objection you have raised.

The right to object. You may object to our processing of your personal data on grounds relating to your particular circumstances where we are relying on legitimate interests as the lawful basis. You always have the right to object to the use of your personal data for direct marketing.

The right to data portability. In certain circumstances, you can request that we provide you or another organisation with the personal data you have provided to us in a structured, commonly used, and machine-readable format.

If you wish to exercise any of these rights, we may need to ask you for information to help confirm your identity and ensure your rights are respected securely. We will respond to your request in accordance with applicable legal time limits.

Security of your personal data

We take appropriate technical and organisational measures to protect personal data against unauthorised or unlawful processing, accidental loss, destruction, or damage. These measures include limiting access to personal data to staff and service providers who need it for legitimate business purposes, using secure systems to store and process data, and keeping our procedures under review to maintain an appropriate level of security.

Updates to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, how we process personal data, or legal requirements. Any updates will apply to all Gardeners Parsons Green customers and service users in the Parsons Green area from the date on which the revised Privacy Policy is made available. We encourage you to review this Privacy Policy periodically so that you remain informed about how we protect your personal data.