Gardeners Camberwell Privacy Policy

This Privacy Policy explains how Gardeners Camberwell collects, uses, stores, and shares personal data relating to its customers in the Camberwell area. It also sets out your rights under the UK General Data Protection Regulation and related data protection laws. By using our gardening services, you acknowledge that you have read and understood this Privacy Policy.

Scope of this Privacy Policy

This Privacy Policy applies to all Gardeners Camberwell customers in our service area, including individuals and businesses who contact us, request a quote, make a booking, receive our services, or otherwise interact with us. It applies to personal data we collect directly from you and through our service providers acting on our behalf.

Who is responsible for your data

Gardeners Camberwell is the controller of your personal data. This means we decide how and why your personal data is used, and we are responsible for ensuring it is processed in accordance with applicable data protection law.

Personal data we collect

We collect and process different types of personal data depending on how you interact with us. This may include:

Identification and contact details, such as your name, address, and any other contact information you choose to provide so we can communicate with you about quotes, bookings, and services.

Service and property details, such as the type of property, garden size, access information, specific instructions, photos you choose to send to illustrate the work required, and records of services provided at your premises.

Booking and transaction data, such as dates and times of appointments, services requested, prices, invoices, payment status, and basic payment-related information necessary to confirm that payment has been made. We do not store full payment card details if card payments are processed by a payment provider.

Communication records, such as emails, messages, and notes of phone conversations relating to quotes, bookings, feedback, or complaints.

Technical and usage data, where applicable, such as basic device or browser information and how you interact with our website, where this is necessary for site security, service improvement, or analytics. Any such information will be collected in line with data protection and cookie rules.

How we collect your personal data

We collect personal data directly from you when you contact us, request a quote, make a booking, or interact with us. This may be in person, by phone, or online. We may also receive limited personal data from third parties such as online booking or advertising platforms where you have submitted your details to request our services.

Lawful basis for processing

Under the UK General Data Protection Regulation, we must have a lawful basis to process your personal data. Depending on the context, Gardeners Camberwell relies on the following bases:

Contract: We process personal data to enter into and perform our contract with you. This includes providing quotes, confirming appointments, delivering gardening services, and handling payments.

Legal obligation: We may process personal data to comply with legal and regulatory requirements, such as tax and accounting rules and responding to lawful requests from authorities.

Legitimate interests: We may process personal data where it is necessary for our legitimate business interests, provided your interests and fundamental rights do not override those interests. This includes managing bookings, maintaining records of work done, improving our services, protecting our business against fraud or misuse, and handling queries and complaints.

Consent: In limited cases, we may rely on your consent, for example, where we send direct marketing messages by electronic means that require consent under applicable law. Where we rely on consent, you can withdraw it at any time.

How we use your personal data

We use your personal data for the following purposes:

To respond to your enquiries, provide quotes, and manage bookings.

To deliver gardening and related services at your property, including planning the work and visiting your premises.

To process payments, issue invoices, and maintain financial and service records.

To manage our relationship with you, including handling feedback, complaints, and service updates.

To ensure the security of our systems, prevent fraud, and protect our rights and the rights of others.

To comply with legal, regulatory, and tax obligations.

Where permitted or required by law, to send you information about our services that may be of interest to you, with the option to opt out at any time.

Sharing your personal data with processors and other recipients

We may share your personal data with third parties who act as data processors on our behalf. These processors only process personal data according to our instructions and for the purposes described in this Privacy Policy. They are required to protect your personal data and keep it secure.

Such processors may include:

IT service and hosting providers who support our systems and data storage.

Booking, customer management, and scheduling software providers that help us manage appointments and customer information.

Payment service providers that process payments on our behalf.

Professional advisers such as accountants or legal advisers, where they need access to relevant data for the services they provide to us.

We may also share personal data with other recipients where required by law, for example with law enforcement authorities, regulators, or tax authorities, or where it is necessary to establish, exercise, or defend legal claims.

Data retention

We keep your personal data only for as long as necessary to fulfil the purposes for which it was collected, including to provide services to you and to meet any legal, accounting, or reporting requirements.

In general, service and booking information, including invoices and transactional records, may be retained for the period required by tax and accounting laws. Communication records may be kept for a reasonable period in case of queries, disputes, or complaints.

When personal data is no longer needed for the purposes for which it was collected, we will either delete it securely or anonymise it so that it can no longer be linked back to you.

How we protect your data

Gardeners Camberwell takes appropriate technical and organisational measures to protect your personal data from unauthorised access, accidental loss, destruction, or damage. Measures may include secure storage arrangements, access controls, and restricting personal data to staff and processors who need it to perform their duties.

International transfers

Where any of our service providers or systems are located 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 laws. These safeguards may include standard contractual clauses or equivalent arrangements recognised in the relevant jurisdiction.

Your data protection rights

As a data subject, you have a number of rights in relation to the personal data we hold about you, subject to certain conditions and exemptions under law. These rights include:

The right of access: You can request confirmation that we process your personal data and receive a copy of the data we hold about you, together with information about how we use it.

The right to rectification: You can ask us to correct inaccurate or incomplete personal data we hold about you.

The right to erasure: In certain circumstances, you can ask us to delete 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.

The right to restriction of processing: You can ask us to restrict the processing of your personal data in certain situations, such as where you contest its accuracy or object to our use of it.

The right to data portability: In certain cases, you can request that we provide your personal data in a structured, commonly used, machine-readable format so that you can transfer it to another organisation.

The right to object: You can object to our processing of your personal data where we rely on legitimate interests as our lawful basis. You also have the right to object at any time to direct marketing.

Where we rely on consent as our lawful basis, you have the right to withdraw that consent at any time. Withdrawal of consent will not affect the lawfulness of processing carried out before you withdrew it.

Exercising your rights and complaints

If you wish to exercise any of your data protection rights in relation to Gardeners Camberwell, you can contact us with details of your request. We may need to verify your identity before responding. We will respond within the timescales required by data protection law.

You also have the right to lodge a complaint with the relevant data protection supervisory authority if you believe that your personal data has not been handled in accordance with the law. We would, however, appreciate the chance to address your concerns directly before you contact a supervisory authority.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or for other operational reasons. Any updated version will apply from the date it is made available. We encourage you to review this Privacy Policy periodically to stay informed about how Gardeners Camberwell handles your personal data.