Gardeners Dartmouth Park Privacy Policy

This Privacy Policy explains how Gardeners Dartmouth Park collects, uses, stores and protects personal data relating to our customers. It applies to all Gardeners Dartmouth Park customers in our service area, including existing, former and potential customers who contact us to enquire about our gardening services.

We are committed to protecting your privacy and handling your personal data in a manner that is lawful, fair, transparent and consistent with the obligations set out in the UK General Data Protection Regulation and the Data Protection Act 2018.

Who this policy applies to

This Privacy Policy applies to all individuals who use or request our services within the Dartmouth Park area and surrounding neighbourhoods. This includes customers who engage us for one-off gardening work, regular maintenance, landscaping projects, consultations or related services, as well as people who contact us for quotations or information.

Personal data we collect

We collect and process personal data that is necessary to provide our services and manage our relationship with you. The types of personal data we may collect include:

Identification and contact details such as your name, home address, service address if different, and other basic contact details you choose to provide.

Service and contract details such as information about your garden or outdoor space, photos of the areas to be worked on if supplied by you or taken with your knowledge as part of the service, records of the services requested or provided, appointments, quotations, invoices, payment history and relevant notes about your preferences.

Communication records such as information you provide when you contact us by any method, including notes of conversations, requests, instructions and feedback.

Payment-related information such as payment confirmations and amounts. We do not store full payment card details, but we may receive limited transaction information from banks or payment processors for accounting and record-keeping purposes.

Technical and usage information where relevant, such as basic information derived from your interactions with any digital tools or platforms we use to manage bookings or communications, to the extent necessary for providing our services.

How we collect personal data

We collect personal data in several ways:

Directly from you when you contact us to request a quotation, make a booking, ask a question, or provide feedback.

During the provision of services, for example when we visit your property and record details relevant to completing the work safely and effectively.

From third parties where necessary, such as payment processors or subcontractors who support our services, and who may provide limited information needed to process payments or complete agreed work.

Lawful bases for processing your data

We only process your personal data where we have a valid lawful basis to do so. Depending on the context, the lawful bases we rely on include:

Performance of a contract. We process your data when it is necessary to enter into or perform a contract with you, such as to provide gardening services, deliver materials, manage appointments and process payments.

Legitimate interests. We may process your personal data where it is necessary for our legitimate business interests, provided that your interests and fundamental rights do not override those interests. Examples include managing our business operations, maintaining records of past work for reference, improving our services and defending our legal rights.

Legal obligations. We process certain information where we are required to do so by law, for example for tax, accounting and record-keeping purposes.

Consent. In limited circumstances, we may ask for your consent to process specific data, for example to send you specific types of marketing communications. 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 quotations and arrange site visits.

To plan, deliver and manage gardening and related services at your property.

To communicate with you about appointments, changes to services, access to your property and any issues that arise during the work.

To issue invoices, process payments and maintain financial records.

To keep internal records of past and current work for operational purposes and to help ensure continuity of service.

To manage our relationship with you, including dealing with complaints, resolving disputes and handling any claims.

To comply with applicable laws, regulations and legal processes.

Data sharing and processors

We do not sell your personal data. However, we may share your data with carefully selected third parties where necessary and lawful, including:

Service providers and processors who support our operations, such as payment processing services, accountancy services and administrative support. These parties act on our instructions, are bound by data protection obligations and may not use your data for their own purposes.

Subcontractors or specialist trades who assist us in delivering particular aspects of work at your property, but only to the extent necessary for them to carry out the agreed tasks.

Professional advisers such as accountants or legal advisers, where required for business operations or to protect our legal rights.

Authorities or regulators where we are legally required to share information, for example to comply with tax or legal obligations or to respond to lawful requests.

In all cases where we use data processors, we take steps to ensure that appropriate security and confidentiality measures are in place and that your personal data is only processed for specified purposes and in accordance with applicable data protection laws.

Data retention

We keep your personal data only for as long as necessary for the purposes for which it was collected, and to meet our legal, accounting and reporting obligations.

In general, we retain customer and service-related records for a period that allows us to manage ongoing and repeat work, respond to queries about previous jobs and comply with tax and accounting requirements. Once personal data is no longer required, we will securely delete or anonymise it.

The exact retention period may vary depending on the type of information, the nature of the services provided, and any specific legal requirements that apply.

How we protect 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 have a genuine need to know it for the purposes described in this policy, and ensuring that any third parties who process data on our behalf are subject to appropriate confidentiality and security obligations.

Your data protection rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may be subject to certain conditions and legal exceptions, but we will always respond to any request you make in accordance with the law.

Your rights include:

Right of access. You can request confirmation of whether we process your personal data and obtain a copy of that data, along with information about how we use it.

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

Right to erasure. In certain circumstances, you can request that we delete your personal data. This is sometimes known as the right to be forgotten.

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

Right to object. You can object to our processing of your personal data where we rely on legitimate interests as our lawful basis, and we will consider your objection and stop processing unless we have compelling legitimate grounds to continue.

Right to data portability. Where our processing is based on your consent or on a contract and is carried out by automated means, you may have the right to receive your personal data in a structured, commonly used and machine-readable format and to transmit it to another controller.

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

If you wish to exercise any of these rights, you can contact us using the contact details provided in our general customer communications or service agreements.

International transfers

Our services are primarily provided within the Dartmouth Park area, and we aim to keep your personal data within the United Kingdom or other locations that provide an adequate level of data protection. If in the future we need to transfer personal data outside the United Kingdom or the European Economic Area, we will ensure that appropriate safeguards are in place in accordance with data protection law.

Updates 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 updated version will apply to all Gardeners Dartmouth Park customers in our service area from the date it is published. We encourage you to review the latest version of this policy periodically so that you remain informed about how we protect your personal data.