Privacy Policy - Gardeners Coulsdon

Gardeners Coulsdon is committed to protecting the privacy of every customer and website visitor who uses our services in the Coulsdon area. This Privacy Policy explains how personal data is collected, used, stored, shared, and protected when you engage our gardening services. It applies to all Gardeners Coulsdon customers in the area, including private households, landlords, letting agents, and business clients who request gardening, maintenance, or related services.

We process personal data in accordance with the UK GDPR and the Data Protection Act 2018. This policy is designed to be clear and transparent, so you understand what information we hold, why we need it, and the rights you have over it.

1. Data We Collect

We collect only the personal data necessary to provide our services, manage our business, and meet legal obligations. The types of information we may collect include:

Identity details such as your name or the name of your organisation.
Contact details such as your address, email address, and telephone number.
Service information including the type of gardening work requested, property access requirements, job notes, and service preferences.
Billing and payment data such as invoice details, payment confirmations, and transaction records.
Communication records including messages, complaint details, and service-related correspondence.
Technical information if you interact with digital systems, such as basic device or usage data that may be collected through cookies or analytics tools.

We do not intentionally collect special category data unless it is strictly necessary and you have provided it to us for a specific reason. For example, you may share information about access arrangements or health-related considerations affecting service delivery. In such cases, we will process that information carefully and only when lawful to do so.

2. How We Use Your Data

We use personal data to deliver a reliable and professional service. Typical uses include:

providing quotations and arranging appointments;
carrying out gardening and maintenance services;
managing payments, invoices, and account records;
responding to enquiries and customer requests;
handling complaints or service issues;
maintaining business records and service history;
meeting legal, tax, and insurance obligations;
improving our services and internal operations.

We only use personal data for the purpose for which it was collected unless we reasonably consider another compatible purpose applies or we are required by law to use it differently.

3. Lawful Basis for Processing

Under GDPR, we must have a lawful basis before we process personal data. Gardeners Coulsdon relies on the following lawful bases:

Contract

We process your personal data when it is necessary to enter into or perform a contract with you. This includes providing quotations at your request, arranging work, delivering services, and managing related billing.

Legal Obligation

We may need to process and retain information to comply with legal requirements, including tax rules, accounting regulations, and record-keeping duties.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This may include service management, fraud prevention, customer communication, and business administration.

Consent

In some situations, we may rely on your consent, particularly where it is appropriate for optional communications or certain types of digital tracking. Where consent is used, you have the right to withdraw it at any time.

Important: we do not rely on consent where another lawful basis is more appropriate. If we need to process data for a new purpose that is not covered by the original basis, we will inform you before doing so.

4. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes described in this policy. Retention periods depend on the type of information and the reason it was collected.

Customer service and job records: retained for a reasonable period after the last service to manage queries, warranty issues, and business continuity.
Financial and invoice records: retained for the period required by tax and accounting law.
Communication records: retained for as long as needed to resolve matters and maintain accurate service history.
Consent-based data: kept until you withdraw consent or it is no longer needed for the agreed purpose.

When data is no longer required, we will securely delete it, anonymise it, or otherwise dispose of it safely. We review retention regularly to make sure data is not stored for longer than necessary.

5. Processors and Data Sharing

We may share personal data with trusted third-party processors who support the operation of our business. These processors only act on our instructions and are required to protect your data. Examples may include:

Accounting and bookkeeping providers who assist with invoicing and tax records;
Payment service providers who process transactions securely;
IT and cloud storage providers who support data storage, email, and system maintenance;
Customer management or scheduling tools used to organise service delivery;
Professional advisers such as accountants, insurers, or legal advisers where needed.

We may also disclose data where required by law, court order, or regulatory request. If a business transfer or restructuring occurs, data may be transferred to the relevant party subject to appropriate protections.

We do not sell your personal data. Any sharing is limited to what is necessary and proportionate for service delivery, compliance, or administration.

6. Data Security

We take appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and careful management of digital records. While no system can guarantee complete security, we work to reduce risks and maintain a high standard of protection.

7. Your Rights

As a data subject under GDPR, you have rights over the personal data we hold about you. Subject to legal limits and applicable exemptions, you may have the right to:

access the personal data we hold about you;
rectify inaccurate or incomplete information;
erase your personal data in certain circumstances;
restrict our processing in specific situations;
object to processing based on legitimate interests;
data portability for information processed by automated means and based on contract or consent;
withdraw consent where consent is the basis for processing.

You also have the right to lodge a complaint with the UK Information Commissioner’s Office if you are unhappy with how your data is handled. We encourage you to raise any concerns promptly so we can address them fairly and efficiently.

8. Children’s Data

Our services are intended for adult customers and property owners, and we do not knowingly collect data from children except where it is incidentally included in service communications or access arrangements. If we become aware that we have collected data from a child without appropriate authority, we will take steps to delete it unless we are legally required to keep it.

9. Cookies and Online Data

If you interact with our online systems, limited technical data may be collected to help the service function properly and to improve usability. This may include information about page visits, device type, or browser settings. Where cookies are used, we will ensure they are limited to what is necessary or that appropriate consent is obtained where required.

10. 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 processing practices. Any revised version will apply from the date it is published or otherwise communicated. We recommend reviewing this policy periodically to stay informed about how we handle personal data.

11. Summary of Our Commitment

Gardeners Coulsdon treats privacy as an essential part of customer trust. We collect only the data we need, use it for clear and lawful purposes, keep it only as long as necessary, and share it carefully with trusted processors when required. Our aim is to provide a secure, transparent, and respectful service to every customer in the Coulsdon area.

By using Gardeners Coulsdon services, you acknowledge that your personal data may be processed in line with this Privacy Policy and applicable data protection laws.