Privacy Policy

Gardeners Gallows Corner Privacy Policy

This Privacy Policy explains how Gardeners Gallows Corner collects, uses, stores and protects personal data relating to its customers and prospective customers. It also describes your rights under the United Kingdom General Data Protection Regulation and the Data Protection Act 2018. This Privacy Policy applies to all Gardeners Gallows Corner customers and prospective customers in our service area, regardless of how you contact us or use our services.

Who we are and scope of this policy

Gardeners Gallows Corner provides gardening and related services to customers in the local area. For the purposes of data protection law, Gardeners Gallows Corner is the data controller for the personal data described in this Privacy Policy. This means we decide how and why your personal data is processed. This Privacy Policy applies whenever you interact with us as a customer or potential customer, including when you request a quote, make a booking, receive gardening services from us, or communicate with us by any usual means.

Personal data we collect

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

Identification and contact details: name, address, property location, billing address, and other contact details such as your preferred contact method.

Service and contract information: details of enquiries and quotes, records of services requested, booking dates and times, instructions relating to your garden or property, and notes about ongoing maintenance requirements.

Payment and transaction details: records of payments made, amounts, dates, and methods of payment. We do not store full payment card details. Where a payment provider is used, they process card details on our behalf.

Communication records: copies or summaries of communications between you and Gardeners Gallows Corner, including notes from telephone calls and other written correspondence.

Usage and preference data: information about how you prefer us to contact you, your service preferences, and your responses to any feedback requests you choose to complete.

How we collect your personal data

We collect personal data directly from you when you contact us to enquire about services, request a quote, make a booking, or communicate with us for any other reason. We may also receive personal data about you if another person arranges services for your property and provides your details as the main contact. In addition, we may generate personal data ourselves in the course of providing services to you, for example by recording notes on garden requirements or service history.

Lawful bases for processing your data

We process your personal data only when we have a lawful basis to do so. The main lawful bases we rely on are:

Contract: We process personal data where it is necessary to take steps at your request before entering into a contract, or to perform a contract with you. This includes providing quotes, managing bookings, delivering gardening services, and administering your account.

Legal obligation: We process certain data to comply with our legal obligations, including record-keeping, tax, and accounting requirements.

Legitimate interests: We process personal data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights and interests. Our legitimate interests include managing and improving our services, maintaining accurate records, handling customer queries and complaints, and promoting similar services to existing customers in a proportionate way.

Consent: In limited circumstances we may rely on your consent, for example where required for certain direct marketing activities. 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 quotations, confirm bookings, and deliver gardening and related services to you.

To manage our relationship with you, including sending service updates, responding to enquiries, and handling feedback or complaints.

To administer billing, process payments, and maintain financial records.

To plan and schedule work, including organising site visits and allocating staff or contractors.

To maintain accurate service histories for your property so that we can provide appropriate ongoing maintenance.

To meet our legal and regulatory obligations, including accounting, tax, and record-keeping requirements.

To protect our business, for example in relation to the prevention and detection of fraud, or in establishing and defending legal claims.

Where permitted, to inform you about services that are similar to those you have already received from us and that we believe may be of interest, using your preferred contact details.

Data processors and other recipients

We may use carefully selected third parties to process personal data on our behalf. These data processors may include providers of payment processing services, cloud or data storage providers, scheduling or job management tools, bookkeeping or accounting services, and communication service providers. These processors act only on our instructions and are bound by appropriate contractual and confidentiality obligations to protect your personal data.

We may also share personal data with other third parties in limited circumstances, such as professional advisers including accountants or legal advisers, where reasonably necessary for the purposes of obtaining advice or complying with legal obligations, and with public authorities, regulators or law enforcement agencies if required by law or where necessary to protect our rights or the rights of others.

We do not sell your personal data and we do not share it with third parties for their own independent marketing purposes.

Data retention and storage

We keep personal data only for as long as is necessary for the purposes for which it was collected, and to comply with legal, accounting or reporting requirements. In general:

Customer and service records are retained for as long as you remain a customer and for a reasonable period afterwards in order to handle any queries or disputes and to maintain accurate records of work carried out.

Financial and transaction records are retained for the period required by applicable tax and accounting laws.

Where we no longer need personal data, we will delete it or anonymise it so that it can no longer be linked to an identifiable individual.

We take reasonable technical and organisational measures to protect personal data against unauthorised access, accidental loss, destruction or damage. Access to personal data is limited to those who have a business need to know it.

International transfers

Where we use service providers that store or process personal data outside the United Kingdom, we will take steps to ensure that appropriate safeguards are in place, such as using data transfer mechanisms recognised under data protection law. Further details can be provided on request, where applicable.

Your data protection rights

If you are a customer or prospective customer of Gardeners Gallows Corner in our service area, you have a number of rights in relation to your personal data under data protection law. These rights include:

Right of access: You have the right to request a copy of the personal data we hold about you, together with information about how and why we process it.

Right to rectification: You have the right to ask us to correct personal data that is inaccurate or to complete information that is incomplete.

Right to erasure: In certain circumstances you may have the right to request that we delete your personal data, for example where it is no longer needed for the original purpose, where you have withdrawn consent and there is no other legal basis for processing, or where you have objected and there are no overriding legitimate grounds for processing.

Right to restriction of processing: You have the right in some cases to ask us to suspend the processing of your personal data, for example while we verify its accuracy or consider an objection you have raised.

Right to object: You have the right to object to the processing of your personal data based on our legitimate interests, including profiling related to those interests. You also have an absolute right to object to direct marketing at any time.

Right to data portability: Where processing is based on consent or on a contract and 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 request that it is transmitted to another controller where technically feasible.

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

Exercising your rights and complaints

If you wish to exercise any of your rights or raise any concerns about how Gardeners Gallows Corner handles your personal data, you can contact us using your usual method of contact as a customer. We will respond to your request or enquiry in accordance with our legal obligations and will normally do so within one month of receiving all necessary information.

If you are not satisfied with our response or believe that we are not processing your personal data in accordance with data protection law, you have the right to lodge a complaint with the relevant data protection supervisory authority in the United Kingdom.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, how we process personal data, or changes in legal requirements. Any updated version will apply to all Gardeners Gallows Corner customers and prospective customers in our service area from the date it is made available. You should review this Privacy Policy periodically to stay informed about how we protect your privacy.