Privacy Policy - Gardeners Rotherhithe

This Privacy Policy applies to all Gardeners Rotherhithe customers in the area. It explains how personal data is collected, used, stored, shared, and protected when services are provided to local customers. We are committed to handling personal information lawfully, fairly, and transparently in accordance with the UK GDPR and the Data Protection Act 2018.

Gardeners Rotherhithe respects the privacy of every customer and treats personal data with care. This policy is designed to help you understand what data may be processed, why it is needed, how long it is kept, and what rights you have over it. By using our services, you can expect a clear and responsible approach to data protection.

1. Information We Collect

We collect only the information necessary to provide gardening services, manage customer arrangements, and maintain appropriate business records. Depending on the service requested, this may include:

Identity details such as name and title.
Contact details such as address, email address, and phone number.
Service details including property notes, garden preferences, appointment times, and instructions related to the work requested.
Billing and payment information where needed for invoicing, accounting, and payment processing.
Communication records such as messages, feedback, complaints, and service confirmations.
Technical information that may be collected through standard website or device interactions, if applicable, such as IP address or browser type.

We do not seek to collect unnecessary personal data. If special category data is ever provided accidentally, we will handle it with additional care and only where a valid lawful basis applies.

2. How We Use Personal Data

Personal data is used for clear and limited purposes connected to the delivery of services. These purposes include:

Arranging and providing gardening services.
Managing quotes, bookings, and customer requests.
Communicating about appointments, service changes, and follow-up matters.
Issuing invoices and processing payments.
Keeping internal records for administration, accounting, and legal compliance.
Responding to complaints, queries, and service improvements.
Maintaining safety, security, and quality standards.

We do not use customer data for unrelated or unexpected purposes. If any new purpose arises, we will ensure it is compatible with the original reason for collection or obtain permission where required.

3. Lawful Basis for Processing

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

Contract

We process personal data where it is necessary to enter into or perform a contract with a customer. This includes using contact details, address information, and service instructions to deliver the requested gardening work.

Legal Obligation

Certain records must be kept to comply with legal, tax, accounting, and business requirements. In these cases, data is processed to meet legal obligations.

Legitimate Interests

We may process information where it is necessary for our legitimate business interests, provided those interests are not overridden by the rights and freedoms of the individual. Examples include service administration, record keeping, quality control, and handling customer enquiries.

Consent

Where consent is required, such as for optional communications or non-essential uses of data, we will ask for it clearly. Consent can be withdrawn at any time without affecting the lawfulness of processing before withdrawal.

Each type of data is processed only where a lawful basis applies and only to the extent required for the relevant purpose.

4. Sharing and Processors

We may share personal data with trusted third parties known as processors, but only when necessary and with appropriate safeguards. These processors act on our instructions and are required to protect data in line with applicable law.

Payment processors to handle transactions securely.
Accounting and bookkeeping services to support financial records and tax compliance.
IT and system providers to store, protect, or manage business data.
Administrative support services where needed for scheduling or record management.
Professional advisers such as accountants or legal advisers when necessary.

We require processors to use personal data only for specified purposes, to keep it secure, and to delete or return it when it is no longer needed. We do not sell personal data.

Where data is shared, it is limited to what is necessary and protected by appropriate contractual and technical controls.

5. Data Retention

We keep personal data only for as long as necessary to fulfil the purpose for which it was collected, including for legal, accounting, or reporting requirements. Retention periods depend on the type of information and the reason it is held.

Customer and service records are kept for the period needed to manage the relationship and resolve any follow-up issues.
Invoices and financial records are typically retained for the period required by tax and accounting law.
Communication records are retained for a reasonable period to support service history and customer care.
Inactive or unnecessary records are securely deleted or anonymised when they are no longer required.

When personal data is no longer needed, we ensure it is disposed of securely. Retention schedules are reviewed regularly so that data is not kept for longer than necessary.

6. Security Measures

Gardeners Rotherhithe takes security seriously and uses reasonable technical and organisational measures to protect personal information from loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, limited staff access, and careful handling of records.

No system can be guaranteed to be completely secure. However, we take appropriate steps to reduce risk and to ensure any personal data handled in connection with our services is safeguarded as far as reasonably possible.

7. Your Rights

As a data subject, you have rights under data protection law. These rights may apply in different circumstances, subject to legal limitations and exemptions.

Right of access - You can request a copy of the personal data held about you.
Right to rectification - You can ask for inaccurate or incomplete data to be corrected.
Right to erasure - You can request deletion of personal data in certain situations.
Right to restriction - You can ask for processing to be restricted in certain circumstances.
Right to object - You can object to processing based on legitimate interests.
Right to data portability - You can request certain data in a structured, commonly used format.
Right to withdraw consent - Where consent is used, you may withdraw it at any time.

If you believe your rights are not being respected, you also have the right to raise a concern with the relevant data protection authority.

8. Children’s Data

Our services are intended for adult customers and property-related service arrangements. We do not knowingly collect personal data from children for marketing or service administration purposes. If such data is received unintentionally, it will be handled appropriately and deleted where lawful and appropriate to do so.

9. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, business practices, or service arrangements. Any updates will take effect when published or otherwise communicated. We encourage customers to review the policy periodically so they remain informed about how their data is handled.

10. Summary of Our Commitment

Gardeners Rotherhithe is committed to protecting the privacy of all customers in the area by using personal data only where necessary, keeping it secure, and respecting individual rights. We process information fairly, rely on appropriate lawful bases, work only with trusted processors, and retain data for no longer than required.

Privacy is an essential part of the service experience. Our aim is to ensure that every customer can use Gardeners Rotherhithe services with confidence, knowing that their personal information is managed responsibly, lawfully, and with respect.