Gardeners Falconwood Privacy Policy

This Privacy Policy explains how Gardeners Falconwood collects, uses, stores and protects personal data belonging to its customers in the Falconwood area and surrounding locations. It also explains the rights you have under data protection law, including the UK General Data Protection Regulation and the Data Protection Act 2018. This Privacy Policy applies to all Gardeners Falconwood customers in our service area, whether you contact us online, by post or in person.

Who We Are

Gardeners Falconwood is a gardening services provider operating in the Falconwood area. For the purposes of data protection law, Gardeners Falconwood 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.

Personal Data We Collect

We may collect and process the following categories of personal data about you when you use our services or contact us:

Identification and contact details, such as your name, postal address, service address, and any other contact information you choose to provide. Service-related information, including details about your garden or outdoor space, photos you choose to share with us to obtain a quote or to help deliver our services, details of previous work we have carried out, and any instructions or preferences you provide. Communication records, such as notes of conversations, and copies of correspondence between you and Gardeners Falconwood relating to enquiries, quotes, bookings, and feedback. Transaction information, including details of services provided, dates of visits, invoices issued, amounts charged, and payment status. We do not store full payment card details.

In limited cases, if you voluntarily share them, we may also process additional details relevant to the safe delivery of our services, for example information about access requirements to your property.

How We Collect Your Data

We collect personal data directly from you when you contact us to request a quote, book a service, respond to our communications, or provide feedback. We may also collect personal data during site visits when assessing your garden or carrying out work. In certain cases, we may receive your details from third parties, for example when someone else arranges gardening services at your address on your behalf.

Lawful Basis for Processing

Gardeners Falconwood only processes your personal data where we have a lawful basis under data protection law. Depending on the context, we rely on the following lawful bases:

Contract. We process your personal data to take steps at your request before entering into a contract, and to perform our contract with you. This includes providing quotes, scheduling and delivering gardening services, managing invoices and payments, and handling your requests in relation to our services. Legal obligation. We process certain data where we are required to do so in order to comply with legal and regulatory obligations, such as record-keeping, accounting, and responding to lawful requests from public authorities. Legitimate interests. We may process your personal data where this is necessary for our legitimate business interests and these are not overridden by your rights and interests. This includes managing our relationship with customers, improving our services, protecting our business from fraud or misuse, and maintaining appropriate records of work completed. Consent. In situations where we rely on your consent, for example where required for certain marketing communications, you are free to withdraw your consent at any time. Withdrawing consent will not affect the lawfulness of processing before consent was withdrawn.

How We Use Your Personal Data

We use your personal data for the following purposes:

To provide gardening and related services, including assessing your requirements, preparing and sending quotes, scheduling visits, and carrying out the agreed work. To manage our customer relationship, including handling enquiries, communicating with you about appointments, managing changes or cancellations, and responding to complaints or feedback. To manage billing and payments, including issuing invoices, recording payments, and maintaining financial records. To operate, improve and protect our business, including keeping internal records of jobs completed, training staff, and monitoring service quality. To send you information about our services where this is permitted under data protection law and, where required, where you have given consent. You can opt out of marketing communications at any time. To comply with legal and regulatory requirements, including the maintenance of accounting records and responding to legal claims or official requests.

Data Sharing and Processors

We do not sell your personal data. We only share your personal data where this is necessary and lawful. In particular, we may share your data with:

Service providers acting as data processors who provide services to us, such as accounting or administrative support, customer management systems, or secure data storage. These processors act on our instructions and are required to keep your data secure and confidential. Professional advisers where necessary for our legitimate interests, for example accountants, auditors, or legal advisers. Public authorities or law enforcement where we are legally required to do so or where this is necessary to protect our rights or the rights of others.

When we use processors, we ensure that appropriate contractual safeguards are in place to protect your personal data.

Data Retention

We will keep your personal data only for as long as is reasonably necessary for the purposes set out in this Privacy Policy and to comply with our legal obligations. When deciding how long to retain data, we consider the type of data, the purpose for which it is processed, applicable legal requirements, and the potential need to refer to historical records in case of queries or disputes.

In general, customer records and job details are retained for a period that allows us to answer follow-up questions, provide ongoing or repeat services, and comply with tax and accounting requirements. After the relevant retention period has expired, personal data will be securely deleted or anonymised.

International Transfers

If we use any service providers that store or process personal data outside the United Kingdom, we will ensure that appropriate safeguards are in place to protect your data in accordance with data protection law. These safeguards may include using countries that have been recognised as providing an adequate level of data protection or entering into data protection agreements with providers, including standard contractual clauses.

Security of Your Personal 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 need it for their role, using secure methods to store and transmit information, and regularly reviewing our security arrangements. While we take reasonable steps to protect your personal data, no system can be completely secure, and you should take care when sharing information with us.

Your Data Protection Rights

As a customer of Gardeners Falconwood in our service area, you have a number of rights under data protection law in relation to the personal data we hold about you. These rights include:

Right of access. You have the right to request confirmation of whether we process your personal data and to receive a copy of that data, together with information about how it is used. Right to rectification. You have the right to ask us to correct or complete personal data that is inaccurate or incomplete. Right to erasure. In certain circumstances, you may request that we delete your personal data, 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 restrict processing. You have the right to ask us to restrict the processing of your personal data in certain situations, for example while we are checking its accuracy or assessing an objection you have raised. Right to object. Where we rely on legitimate interests as our lawful basis, you have the right to object to our processing of your personal data on grounds relating to your particular situation. You also have an unconditional right to object to direct marketing. Right to data portability. In some circumstances, you may request that we provide your personal data in a structured, commonly used and machine-readable format, and that it is transmitted to another controller where this is technically feasible.

You also have the right to lodge a complaint with the relevant data protection supervisory authority if you believe your rights have been infringed.

Children

Our services are directed at adult customers responsible for properties in the Falconwood area. We do not knowingly collect personal data relating to children. If you believe that a child has provided personal data to us, please contact us so that we can delete it where appropriate.

Changes 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. When we make changes, we will update the version made available to you. We encourage you to review this Privacy Policy periodically so that you remain informed about how we process your personal data.