Privacy Policy - Gardeners Purley

This Privacy Policy explains how Gardeners Purley collects, uses, stores, shares, and protects personal data when providing gardening services. It applies to all Gardeners Purley customers in the area, including prospective customers, active clients, and anyone who communicates with us in relation to our services. We are committed to handling personal information in a lawful, fair, and transparent manner in line with the UK GDPR and the Data Protection Act 2018.

We respect the privacy of every customer and aim to collect only the information that is necessary to deliver our services effectively. This policy also explains your rights as a data subject and the choices available to you regarding your personal data.

1. Information We Collect

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

Identity details such as your name and title.
Contact details such as address, phone number, and email address.
Service information such as property details, garden preferences, work instructions, and booking notes.
Billing and payment information where relevant for invoices and transaction records.
Communication records including messages, enquiries, complaints, and feedback.
Technical data such as basic website or device information if you submit an enquiry through an online form.
Operational records such as service history, quotes, appointment details, and consent preferences.

We do not intentionally collect special category data unless it is necessary and you have provided it voluntarily. If such information is ever relevant, we will only process it where a lawful basis exists and where additional safeguards are in place.

2. How We Use Your Personal Data

Gardeners Purley uses personal data to operate efficiently and provide a reliable service. We may use your information for the following purposes:

To respond to enquiries and provide quotations.
To arrange and deliver gardening services.
To manage bookings, cancellations, and follow-up work.
To send service-related updates and administrative messages.
To issue invoices and maintain financial records.
To improve our customer service and service delivery.
To maintain internal records and protect against fraud or misuse.
To comply with legal, tax, and regulatory obligations.

We only use your personal data for the purposes for which it was collected, unless we reasonably consider that we need to use it for another compatible reason. If that happens, we will ensure the new use is lawful and appropriate.

3. Lawful Basis for Processing

Under data protection law, we must have a valid lawful basis to process personal data. Gardeners Purley relies on the following bases:

Contract – when processing is necessary to provide a quote, arrange a booking, or carry out gardening services you have requested.
Legitimate interests – when we need to manage our business, improve services, respond to enquiries, keep records, and protect against misuse, provided your rights do not override those interests.
Legal obligation – when we are required to keep records for tax, accounting, or compliance purposes.
Consent – where we rely on your clear permission for any specific purpose that is not covered by another lawful basis.

Where consent is used, you may withdraw it at any time. This will not affect the lawfulness of any processing carried out before withdrawal.

4. Sharing Personal Data and Processors

We do not sell personal data. However, we may share information with trusted third parties where necessary to provide our services, manage our operations, or comply with law. These third parties act as processors or independent controllers depending on the service they provide.

Examples of processors may include:

IT and cloud service providers that store or support our records securely.
Accounting and invoicing providers that assist with financial administration.
Communication providers that help us send messages or manage customer records.
Payment service providers where card or online payments are processed.
Professional advisers such as accountants, legal advisers, or insurers when required.

Any processor handling personal data on our behalf is required to act only on our instructions, keep information secure, and comply with data protection law. We take reasonable steps to ensure all third parties protect your data appropriately.

We may also disclose personal data if required by law, regulation, court order, or lawful request from an authority. In limited cases, data may be shared to protect our rights, customers, staff, or property.

5. Data Retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including service delivery, record keeping, legal compliance, and dispute resolution. The length of time we keep information depends on the type of data and the reason it is held.

In general:

Customer service records are kept for the duration of the business relationship and a reasonable period afterwards.
Financial and tax records are retained for the period required by law.
Enquiry data that does not lead to a booking is kept only as long as needed to manage the enquiry or follow-up.
Data no longer required is securely deleted, anonymised, or archived where appropriate.

When deciding retention periods, we consider legal obligations, operational needs, and the principle of data minimisation. We do not keep personal data indefinitely without a valid reason.

6. Data Security

We take the security of personal data seriously. Gardeners Purley uses reasonable technical and organisational measures to protect information from unauthorised access, accidental loss, alteration, or disclosure. These measures may include access controls, secure storage, careful handling of records, and limiting data access to authorised personnel only.

Although we work hard to safeguard personal information, no system can be completely secure. If a data breach occurs that may affect your rights or freedoms, we will act in line with legal requirements and take appropriate steps to reduce any risk.

7. Your Rights Under Data Protection Law

You have a number of rights concerning your personal data. These rights may apply depending on the circumstances and any legal exemptions. They include:

Right of access – you can request a copy of the personal data we hold about you.
Right to rectification – you can ask us to correct inaccurate or incomplete information.
Right to erasure – you can request deletion of your data in certain situations.
Right to restriction – you can ask us to limit how we use your data in some cases.
Right to object – you can object to processing based on legitimate interests in certain circumstances.
Right to data portability – you can request transfer of certain data to you or another organisation, where applicable.
Right to withdraw consent – if processing is based on consent, you may withdraw it at any time.

You also have the right to raise a concern with the UK Information Commissioner’s Office if you believe your data protection rights have been infringed. We encourage customers to raise any concerns with us first so we can try to resolve them promptly and fairly.

8. Children’s Data

Our services are intended for adults and property owners, tenants, or authorised representatives who arrange gardening work. We do not knowingly collect personal data from children in the ordinary course of our services. If we become aware that information has been provided by a child without appropriate consent, we will take reasonable steps to delete it where appropriate.

9. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data protection practices. The latest version will apply from the date it is published or otherwise made available. We encourage customers to review this policy periodically so they remain informed about how their data is used.

10. Summary of Our Approach

Gardeners Purley is committed to handling personal data responsibly, securely, and in accordance with the law. We collect only what is needed, use it for clear and legitimate purposes, retain it only as long as necessary, and work with processors that are expected to protect it properly. We also respect your rights and aim to make privacy practices straightforward and transparent for every customer in the area.

By using our services, you acknowledge that your personal data may be processed as described in this policy.

This Privacy Policy applies to all Gardeners Purley customers in the area.