Privacy Policy

Gardeners Harlesden Privacy Policy

This Privacy Policy explains how Gardeners Harlesden collects, uses, stores and protects personal data relating to customers and prospective customers in the Harlesden area. It also sets out the rights you have under the UK General Data Protection Regulation and related data protection laws. This Privacy Policy applies to all Gardeners Harlesden customers and potential customers within our service area.

Who we are and scope of this policy

Gardeners Harlesden is a gardening and outdoor maintenance business operating in and around the Harlesden area. For the purposes of data protection law, Gardeners Harlesden acts as the data controller in relation to the personal data described in this Privacy Policy. This means we determine how and why your personal data is processed.

This Privacy Policy applies to personal data we collect from customers and potential customers when you contact us, request a quote, book a service, visit our online pages, engage with us on social platforms, or otherwise interact with Gardeners Harlesden within our service area.

Types of personal data we collect

We may collect and process the following categories of personal data about you:

Identification and contact details: name, address, service address, and general contact details such as communication handles you provide to us. We do not require you to provide more information than is necessary for our services.

Service and contract information: details of the gardening or maintenance services you request or receive, property descriptions that are relevant to the work, access instructions you choose to provide, and related notes about your preferences.

Payment and transaction data: details of payments you make to us, such as dates, amounts, and methods of payment. We do not store full payment card details; where card services are used, these are handled by third-party payment processors with their own security standards.

Communications: records of correspondence and communications with you, including quotes, enquiries, feedback, and any complaints.

Technical and usage data: limited information about how you access and use our online pages, such as device and browser type, basic analytics, and interaction data, where this is collected. We aim to use only the minimum cookies or similar technologies required for the proper functioning and improvement of our services.

How we collect personal data

We collect personal data directly from you when you contact us, request a quote, book a service, or communicate with us by any means. We may also collect data when you provide feedback or respond to any surveys we may carry out.

In some cases, we may receive your contact details from third parties where you have given them permission to share your information, for example, from recommendation platforms or referral schemes. In such cases, we will treat your data in accordance with this Privacy Policy as soon as we receive it.

Lawful basis for processing

We process your personal data only when we have a lawful basis to do so. Depending on the context, this may include the following:

Performance of a contract: We use your personal data to provide our services, manage bookings, issue quotes, take payment, and fulfil our contractual obligations to you.

Legitimate interests: We may process your personal data where it is necessary for our legitimate business interests and where these interests are not overridden by your rights and freedoms. This can include managing and improving our services, maintaining accurate records, responding to enquiries, and promoting similar services to existing customers in a proportionate way.

Legal obligations: We may need to process your personal data to comply with legal and regulatory requirements, such as accounting, tax, or insurance obligations.

Consent: In limited cases, we may rely on your consent, for example where required for optional marketing communications that go beyond what is permitted under legitimate interests. 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 provide and manage our gardening and maintenance services, including site visits, ongoing maintenance, and follow-up visits.

To communicate with you about quotes, bookings, changes to appointments, service updates, and customer support.

To process payments, issue invoices, and keep internal records of transactions and services provided.

To manage our business operations, including planning routes, scheduling work, and improving our services.

To send limited and appropriate information about services that are similar to those you have already used, where this is permitted and in line with your preferences.

To comply with legal obligations and protect our legal rights, such as handling disputes or enforcing agreements.

Data retention

We keep your personal data only for as long as is necessary for the purposes for which it was collected, including for the purposes of satisfying any legal, accounting, or reporting requirements.

In general, we retain customer records and related service information for a period that allows us to manage ongoing relationships, respond to queries about past work, and meet tax and legal requirements. After the relevant retention period has expired, we will securely delete or anonymise your personal data.

The specific retention period may vary depending on the type of data, the nature of our relationship with you, and any legal or regulatory requirements that apply.

Data processors and third parties

We may use third-party service providers to help us operate our business and deliver services. These providers may act as data processors on our behalf and may handle personal data strictly in accordance with our instructions. Typical categories of processors include:

Payment processing services that handle card or electronic payments.

Accounting and bookkeeping services that assist with financial records.

IT and hosting providers that support our digital tools, storage, and communications.

Communication and scheduling tools used to manage appointments and customer messages.

When we engage processors, we require them to implement appropriate technical and organisational measures to safeguard your personal data and to process it only for the agreed purposes.

We may also share personal data where required by law, for example with regulatory authorities, or where it is necessary to protect our rights, property, or safety, or that of our customers or others.

International transfers

Where our use of digital tools or service providers involves transferring personal data outside the United Kingdom or European Economic Area, we will ensure that appropriate safeguards are in place. These safeguards may include adequacy regulations, standard contractual clauses, or other lawful transfer mechanisms to ensure that your data continues to be protected.

Data security

We take the security of your personal data seriously. We use appropriate technical and organisational measures to protect your data against unauthorised access, accidental loss, destruction, or damage. These measures include limiting access to personal data to only those individuals and third parties who need it for legitimate business purposes and requiring them to keep it confidential.

While we take reasonable steps to protect your personal data, no method of transmission or storage is completely secure. We therefore cannot guarantee absolute security, but we work continuously to reduce risks and keep our safeguards up to date.

Your data protection rights

Under data protection law, you have certain rights in relation to your personal data. Subject to specific conditions and exemptions, these include:

Right of access: You can request confirmation that we process your personal data and obtain a copy of that data.

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

Right to erasure: You can request that we delete your personal data in certain circumstances, for example where it is no longer needed for the purpose for which it was collected or where you withdraw consent and there is no other legal basis for processing.

Right to restriction of processing: You can ask us to restrict how we use your data in certain situations, such as while we are assessing a request to rectify or erase it.

Right to data portability: In certain cases, you can request that we provide your personal data in a structured, commonly used, machine-readable format or transmit it to another controller where technically feasible.

Right to object: You can object to our processing of your personal data where we rely on legitimate interests, including any direct marketing. We will stop processing unless we have compelling legitimate grounds or a legal requirement to continue.

Right to withdraw consent: Where we rely on your consent, you have the right to withdraw that consent at any time. This will not affect the lawfulness of any processing carried out before consent was withdrawn.

Exercising your rights and complaints

If you wish to exercise any of your rights or have questions about this Privacy Policy or how we handle your personal data, you can contact Gardeners Harlesden using the usual communication channels you have for our services. We will respond to your request in accordance with applicable data protection laws.

You also have the right to lodge a complaint with the relevant data protection supervisory authority if you believe that your data protection rights have been infringed. We would, however, appreciate the opportunity to address your concerns directly first and aim to resolve any issues promptly and fairly.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, services, or legal obligations. When we make significant changes, we will take appropriate steps to inform you. The updated version will apply from the date it is published.