Privacy Policy
Gardeners Notting Hill Privacy Policy
This Privacy Policy explains how Gardeners Notting Hill collects, uses, stores and protects personal data relating to customers and prospective customers in the Notting Hill area. It also explains your rights under the UK General Data Protection Regulation and related data protection laws.
This Privacy Policy applies to all customers and prospective customers of Gardeners Notting Hill located in or requesting services for properties within the Notting Hill area, regardless of how you contact us or provide your information.
Data Controller
Gardeners Notting Hill 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 information and are responsible for ensuring that such processing is carried out in accordance with data protection laws.
Personal Data We Collect
We collect and process different types of personal data depending on how you interact with us and which services you request. The categories of data we may collect include:
Identification and contact details, such as name, address, property location, and other contact details you choose to provide so that we can deliver our gardening services and communicate with you.
Service and contract information, such as details of the gardening or maintenance services you request, visit dates, access instructions for your property, service preferences, and related correspondence.
Billing and payment data, such as records of payments made, payment method details where required for processing, and related transactional information. We do not store full card details where payments are processed by a third party provider.
Communication data, such as records of your communications with us by phone, text, messaging services, or in person, including notes of conversations that are relevant to the services we provide.
Usage and technical data, where applicable, such as basic information about how you interact with our website, including pages visited and technical information about your device and browser, collected through standard web technologies.
How We Collect Your Data
We collect personal data directly from you when you contact us to request a quote, make a booking, or ask a question about our services; when we carry out gardening services at your property; when you update your details or preferences; and when you communicate with us for any other reason related to our services.
We may also collect data indirectly from publicly available sources, such as property information that helps us understand the size and type of garden we may be working with, but only where this is relevant to providing our services and is permitted by law.
Purposes and Lawful Bases for Processing
We only process your personal data when we have a lawful basis to do so. For Gardeners Notting Hill, the main lawful bases are:
Performance of a contract. We process your personal data to provide you with gardening services you have requested, to schedule and manage bookings, to prepare quotes, to send invoices, and to manage payments. Without this information, we would be unable to deliver our services.
Legitimate interests. We process data to manage and improve our business operations, to respond to enquiries, to maintain accurate records, and to handle any complaints or disputes. We do so only where our legitimate interests are not overridden by your rights and freedoms.
Legal obligations. We may process and retain certain information where needed to comply with legal and regulatory requirements, such as tax and accounting rules or obligations to respond to lawful requests from authorities.
Consent. In limited cases, we may rely on your consent, for example for certain types of optional marketing communications. Where we rely on consent, you can withdraw it at any time, and we will stop processing your data for that purpose.
How We Use Your Personal Data
We use the personal data we collect for the following purposes:
To provide and manage gardening and related services, including scheduling appointments, gaining access to your property, tailoring our work to your preferences, and ensuring work is completed to your satisfaction.
To communicate with you about quotes, bookings, service updates, and any issues that may affect your appointment or ongoing service arrangements.
To manage billing and payments, including issuing invoices or receipts, processing payments, and managing any queries about charges.
To maintain internal records for administrative and operational purposes, including monitoring service quality, staff planning, and resolving any complaints or disputes.
To comply with legal and regulatory requirements and to cooperate with competent authorities, where we are legally required to share or retain certain information.
Data Retention
We keep personal data only for as long as necessary for the purposes for which it was collected. This will depend on various factors, including the nature of our relationship with you, whether you have an ongoing service arrangement, and our legal obligations.
Customer and service records are typically kept for a period necessary to manage our relationship with you and to deal with any queries, disputes, or legal claims that might arise after the services are provided. Financial and accounting records may be retained for longer periods where required by law.
When your personal data is no longer required for these purposes, we will securely delete or anonymise it.
Sharing Your Personal Data and Use of Processors
We do not sell your personal data. We may share limited information with carefully selected third parties where necessary for the operation of our services or to meet legal obligations.
Service providers acting as data processors may assist us with tasks such as payment processing, bookkeeping, administrative support, or information storage. These processors are only permitted to process your data on our instructions and are required to keep your data secure and confidential.
We may also share your information with professional advisers, such as accountants or legal advisers, where reasonably necessary for the management of our business or in connection with legal claims.
Where required by law or regulation, we may be compelled to share your data with public authorities or law enforcement agencies. In such cases, we will only disclose what is strictly necessary and permitted.
International Transfers
Where any of our service providers or systems are located outside the United Kingdom or the European Economic Area, we will take appropriate steps to ensure that your personal data is afforded an equivalent level of protection. This may include using contracts approved for international data transfers or relying on other safeguards permitted under data protection law.
Security of Your Data
We take appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, destruction, or damage. These measures include restricting access to personal data to those who need it for legitimate business purposes and requiring any third party processor to implement suitable security protections.
While we take reasonable steps to safeguard your data, no system can be guaranteed to be completely secure. We continuously review our procedures to maintain a proportionate level of security in line with our size and the nature of our activities.
Your Data Protection Rights
Under data protection law, you have a number of rights in relation to the personal data we hold about you. These include:
The right of access. You can request confirmation of whether we process your personal data and obtain a copy of that data, together with certain information about how it is used.
The right to rectification. You can ask us to correct or complete any inaccurate or incomplete personal data we hold about you.
The right to erasure. In certain circumstances, you can request that we delete your personal data, for example where it is no longer needed for the original purpose and we have no overriding legitimate reason to continue processing it.
The right to restrict processing. You can ask us to suspend the processing of your data in certain situations, such as while we consider a request for rectification.
The right to object. You may object to our processing of your personal data where we rely on legitimate interests as our lawful basis. We will then stop processing your data for that purpose unless we can demonstrate compelling legitimate grounds that override your interests, rights, and freedoms.
The right to data portability. Where processing is based on consent or on a contract and is carried out by automated means, you may request that we provide your data in a structured, commonly used, and machine readable format, or that we transfer it directly to another controller, where technically feasible.
You also have the right to lodge a complaint with a data protection authority if you are concerned about how we handle your personal data. We encourage you to contact us first so that we can try to resolve your concerns.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data protection practices. Any updates will apply from the date they are posted. We recommend that you review this Policy periodically to stay informed about how we process and protect your personal data.
