Gardeners Rotherhithe Privacy Policy

This Privacy Policy explains how Gardeners Rotherhithe collects, uses, stores, and protects personal data relating to our customers in the Rotherhithe area. It also explains your rights under the UK General Data Protection Regulation and the Data Protection Act 2018. This policy applies to all existing and prospective Gardeners Rotherhithe customers within our service area in and around Rotherhithe.

Who This Privacy Policy Applies To

This Privacy Policy applies to individuals who contact Gardeners Rotherhithe, request a quotation, make a booking, receive gardening or related services, or otherwise interact with us as a customer or prospective customer in the Rotherhithe area. It also covers individuals who act on behalf of another customer, such as a family member or property manager arranging services.

Personal Data We Collect

Gardeners Rotherhithe collects and processes different types of personal data in order to provide and manage our services. The categories of personal data we may collect include:

Identification and contact details, such as your name, residential or business address, and preferred contact details. Service and property information, such as property type, garden size, access instructions, and any notes required to carry out the work safely and efficiently. Booking and transaction information, including service requests, job dates and times, quotations, invoices, payment records, and relevant financial information required to process payments. Communication records, such as notes of conversations, messages, and any feedback or complaints you choose to provide. Technical usage information where relevant, such as basic information about how you interact with our online presence, to the extent necessary to manage enquiries and bookings.

We only collect the personal data we reasonably need for the purposes described in this Privacy Policy.

How We Collect Personal Data

We collect personal data directly from you when you contact us to request information, a quotation, or a booking for gardening or related services, when you communicate with us before, during, or after the provision of services, or when you provide feedback or make a complaint. We may also receive personal data indirectly, for example when another person arranges services on your behalf or when basic address and contact information is provided by a landlord, letting agent, or property manager who is authorised to do so.

Purposes and Lawful Bases for Processing

Gardeners Rotherhithe processes personal data only where we have a lawful basis under data protection law. The main purposes for which we process your personal data and their corresponding lawful bases are:

To provide quotations, schedule visits, and deliver our gardening services, where the lawful basis is performance of a contract or taking steps at your request before entering into a contract. To manage customer accounts, process payments, and issue invoices and receipts, where the lawful basis is performance of a contract and compliance with legal obligations relating to financial and tax records. To respond to enquiries, feedback, and complaints, and to maintain our relationship with you, where the lawful basis is performance of a contract or our legitimate interests in running our business and ensuring customer satisfaction. To send essential service-related communications such as appointment confirmations, schedule changes, or health and safety notices, where the lawful basis is performance of a contract or our legitimate interests in ensuring services are delivered safely and efficiently. To maintain internal records, analyse service quality, and improve our operations, where the lawful basis is our legitimate interests in managing and developing our business. To comply with legal and regulatory requirements, such as accounting, tax, and health and safety obligations, where the lawful basis is compliance with a legal obligation.

Where we rely on legitimate interests, we assess that our interests are balanced against your rights and freedoms and that the processing is proportionate and limited to what is necessary.

Data Retention and Storage

We keep personal data only for as long as necessary for the purposes for which it was collected or to meet legal, accounting, or reporting requirements. In general, we retain customer and service records for a period that allows us to manage ongoing services, handle queries or disputes, and demonstrate compliance with our contractual and legal obligations.

Financial and invoicing records are typically retained for the period required by applicable tax and accounting laws. Communication records and job details may be retained for an appropriate period in case we need to refer back to previous work at your property or to resolve any issues that arise later.

When personal data is no longer required, we will securely delete or anonymise it so that it can no longer be linked to you.

Use of Data Processors and Third Parties

Gardeners Rotherhithe may use carefully selected third party service providers, acting as data processors, to help us operate our business and deliver our services. These may include providers of scheduling or invoicing tools, payment processing services, secure data storage or backup services, and basic information technology and administrative support.

Where we engage data processors, they are only permitted to process your personal data in accordance with our documented instructions and for the specific purposes we have identified. We require them to implement appropriate technical and organisational measures to protect personal data and to maintain confidentiality. We do not sell your personal data to third parties.

Your personal data may also be shared with other parties where required by law, such as regulatory bodies or law enforcement agencies, or where it is necessary to establish, exercise, or defend legal claims.

International Data Transfers

Where any of our service providers are located outside the United Kingdom or the European Economic Area, or where data may be stored on servers located in other countries, we take appropriate steps to ensure that your personal data remains protected in accordance with data protection law. This may include using standard contractual clauses or ensuring that appropriate safeguards are in place with the relevant processor.

How We Protect Your Personal Data

We take appropriate technical and organisational measures to protect personal data against accidental or unlawful destruction, loss, alteration, or unauthorised disclosure or access. These measures include access controls, secure storage practices, restricting access to personal data to those who need it for their role, and using secure methods for transmitting and storing information where possible.

While no system can guarantee absolute security, we review our safeguards regularly and aim to ensure that personal data is handled responsibly and with care.

Your Data Protection Rights

As a customer of Gardeners Rotherhithe in the Rotherhithe area, you have a number of rights under data protection law in relation to your personal data. These include:

The right to be informed about how your personal data is collected and used, which is the purpose of this Privacy Policy. The right of access, meaning you can request a copy of the personal data we hold about you and information about how we process it. The right to rectification, allowing you to request that we correct or complete any inaccurate or incomplete personal data. The right to erasure, sometimes known as the right to be forgotten, which in certain circumstances allows you to request that we delete your personal data. The right to restrict processing, which enables you in some situations to limit the way we use your data. The right to data portability, which allows you in specific circumstances to obtain and reuse your personal data for your own purposes across different services. The right to object to certain types of processing, including where we rely on legitimate interests, in which case we will stop processing unless we have compelling legitimate grounds to continue. Rights in relation to automated decision making and profiling, although Gardeners Rotherhithe does not typically carry out automated decision making that produces legal or similarly significant effects on you.

Some of these rights apply only in certain circumstances and may be subject to legal restrictions. If you exercise a right, we will respond in accordance with data protection law.

Exercising Your Rights and Contacting Us

If you wish to exercise any of your data protection rights, have questions about this Privacy Policy, or are concerned about how your personal data is being handled, you can contact Gardeners Rotherhithe using your usual communication channels with us. We will respond to your request as soon as reasonably possible and within the timeframes required by law.

You also have the right to raise a concern with the relevant data protection supervisory authority if you believe that your rights have been infringed or that your personal data has not been handled in accordance with applicable law.

Updates to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, business practices, or legal obligations. When we make significant changes, we will take reasonable steps to bring the updated policy to your attention. The latest version of this Privacy Policy will always apply to how we process your personal data.