Privacy Policy
Gardeners Queen's Park Privacy Policy
This Privacy Policy explains how Gardeners Queen's Park collects, uses, stores and protects your personal data when you use our gardening and related services. It applies to all Gardeners Queen's Park customers in our service area, including prospective, current and past customers, as well as individuals who contact us with enquiries.
Who We Are and Scope of This Policy
Gardeners Queen's Park is a gardening service provider operating in the Queen's Park area. In relation to the personal data of our customers and prospective customers, we act as a data controller. This means we determine the purposes and means of processing your personal data and are responsible for ensuring that such processing is carried out in compliance with the UK General Data Protection Regulation and the Data Protection Act 2018.
This Privacy Policy applies to all personal data we process about individuals who engage with us as customers or potential customers within our operating area, whether you contact us in person, by post, online, or by any other method.
Personal Data We Collect
We collect and process different types of personal data depending on how you engage with us and the services you request. The categories of personal data we may collect include:
Identification and contact details such as your full name and preferred contact details.
Service and property information such as your residential or business address where services are provided, descriptions of your garden or outdoor space, access instructions and any relevant notes needed to provide our services safely and effectively.
Communication records such as details of enquiries, quotes, correspondence and feedback that you share with us by any communication method.
Billing and transaction details such as payment amounts, dates, references and limited payment-related information necessary for processing and reconciling payments. We do not store full payment card details when third-party payment processors are used.
Scheduling and operational information such as preferred service times, visit schedules, and records of services provided.
Marketing preferences such as whether you wish to receive updates about services, seasonal offers or relevant information.
How We Collect Your Data
We primarily obtain personal data directly from you when you contact us for a quote, request services, enter into a contract, or otherwise communicate with us. We may also receive personal data indirectly when someone acts on your behalf, for example a family member, tenant, landlord or managing agent arranging services for your property, or when your details are provided in the context of a referral or recommendation.
Lawful Basis for Processing Your Data
We will only process your personal data when we have a lawful basis to do so under data protection law. The main lawful bases we rely on are:
Contractual necessity: we process your personal data where it is necessary to enter into or perform a contract with you. This includes taking steps at your request before entering into a contract, such as providing quotes or responding to service enquiries, arranging visits and carrying out agreed services.
Legitimate interests: we may process your personal data where it is necessary for our legitimate business interests, provided that your interests and fundamental rights do not override those interests. This includes managing and improving our services, keeping appropriate records, handling customer queries and complaints, and protecting our business and assets.
Legal obligation: we may process your personal data where we are required to do so to comply with legal or regulatory obligations, such as record-keeping, tax and accounting requirements, or responding to lawful requests from public authorities.
Consent: in certain situations, we may rely on your consent, for example for some forms of direct marketing. Where we rely on consent, you have the right to withdraw it at any time, without affecting the lawfulness of processing carried out before withdrawal.
How We Use Your Personal Data
We use the personal data we collect for the following purposes:
To provide and manage our gardening services, including assessing your requirements, preparing quotes, scheduling and carrying out work, and keeping you informed about appointments and service updates.
To manage our relationship with you, including handling enquiries, feedback, complaints and requests, and providing customer support.
To administer billing and payments, keep financial records, and manage accounts.
To maintain accurate internal records of services provided, communications and operational matters.
To send you, where permitted, information about services, offers or updates that may be of interest to you, taking into account your marketing preferences.
To comply with legal and regulatory obligations, exercise or defend legal claims, and protect our rights, property and safety, as well as those of our customers and others.
Data Sharing and Processors
We do not sell your personal data. However, we may share your personal data with carefully selected third parties where necessary for the purposes described in this Privacy Policy and where there is a lawful basis to do so.
We may use third-party service providers acting as data processors to support our operations. These processors may provide services such as secure data storage, payment processing, accounting support, administrative support, scheduling tools or communication tools. When we use processors, we ensure that appropriate contracts and safeguards are in place so that your personal data is processed only on our documented instructions, securely, and in compliance with applicable data protection laws.
We may also share personal data with professional advisers, such as accountants or legal advisers, where necessary for legitimate business purposes or to meet legal obligations, and with public authorities or law enforcement agencies where we are required or permitted to do so by law.
Data Retention
We will retain your personal data only for as long as is necessary for the purposes for which it was collected, including to meet legal, accounting or reporting requirements.
In general, we keep customer records, including contact details, service details and billing information, for a period compatible with applicable limitation periods for claims and mandatory record-keeping obligations. After this period, personal data that is no longer required will be securely deleted, anonymised or otherwise disposed of in a safe manner.
If you are a prospective customer who does not go on to use our services, we may retain limited information about your enquiry and our communications for a reasonable period to respond to any follow-up questions, manage our business records and understand demand for our services.
International Transfers
Where we use third-party service providers that store or process personal data outside the United Kingdom or the European Economic Area, we will ensure that appropriate safeguards are in place to protect your personal data in accordance with data protection law. These safeguards may include the use of standard contractual clauses or other recognised transfer mechanisms.
How We Protect Your Data
We take appropriate technical and organisational measures to protect your personal data from accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access. These measures include restricting access to personal data to personnel and service providers who need to know it for the purposes described in this Privacy Policy, and requiring them to respect the confidentiality and security of such data.
Your Data Protection Rights
Under data protection law, you have a number of rights in relation to your personal data, subject to certain conditions and exceptions. These rights include:
Right of access: you can request confirmation as to whether we process your personal data and obtain a copy of that data, along with information about how and why it is processed.
Right to rectification: you can ask us to correct inaccurate personal data and complete incomplete data.
Right to erasure: in certain circumstances, you can request the deletion of your personal data, for example where it is no longer necessary for the purposes for which it was collected or where you withdraw consent and there is no other lawful basis for processing.
Right to restriction of processing: you can ask us to restrict the processing of your personal data in specific situations, such as while we are considering a request to rectify or erase data.
Right to data portability: in certain circumstances, you can request that we provide you with personal data you have given us in a structured, commonly used and machine-readable format, or that we transmit it directly to another organisation where this is technically feasible.
Right to object: you can object to our processing of your personal data where we rely on legitimate interests, including for direct marketing purposes. Where you object to direct marketing, we will stop processing your personal data for that purpose.
Right to withdraw consent: where we rely on your consent, you can withdraw it at any time. This 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 this Privacy Policy or our use of your personal data, you can contact us using the usual communication channels you use to engage our services. We will respond to your request in accordance with applicable data protection laws and may ask you to verify your identity before responding to certain requests.
You also have the right to lodge a complaint with the UK data protection supervisory authority if you are concerned about how we handle your personal data. We encourage you to contact us first so we can try to address your concerns directly.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements or service offerings. Any updated version will apply from the date it is made available. We recommend that you review this Privacy Policy periodically to stay informed about how we process your personal data.
