Gardeners Shoreditch Privacy Policy
This Privacy Policy explains how Gardeners Shoreditch collects, uses, stores, and protects personal data relating to our customers and prospective customers in our service area. We are committed to handling personal data in accordance with the UK General Data Protection Regulation and all applicable data protection laws.
By using our gardening and related services, requesting a quotation, or otherwise interacting with Gardeners Shoreditch, you acknowledge that you have read and understood this Privacy Policy.
Scope of this Privacy Policy
This Privacy Policy applies to all Gardeners Shoreditch customers, as well as individuals who enquire about or use our services within our operational area. It applies to personal data collected through direct contact, our website, written correspondence, and any other channels we use to provide our services.
Personal Data We Collect
We collect and process different categories of personal data depending on how you interact with us. This may include the following types of information:
Identification and contact details, such as your name, postal address, property address where services are provided, and any other contact details you choose to share.
Service and contract information, such as details of the gardening or maintenance services you request, frequency of visits, access instructions, and notes about your preferences and property requirements.
Billing and payment data, such as records of invoices issued, payment status, and basic payment confirmations from our payment processors. We do not store full payment card details when we use third party payment services.
Communication records, such as information contained in emails, messages, letters, or notes of telephone conversations relating to quotes, bookings, or customer support.
Technical and usage data, such as limited information generated when you visit our website, including pages viewed and basic analytics to understand how our site is used. This may involve the use of cookies or similar technologies, where permitted by law.
Any other information you voluntarily provide to us when requesting a quotation, booking a service, or providing feedback.
Lawful Basis for Processing Your Data
We only process your personal data where we have a lawful basis under the UK GDPR. The main lawful bases we rely on are:
Contract. We process personal data where it is necessary to enter into or perform a contract with you. This includes providing quotations, scheduling and delivering gardening services, issuing invoices, and managing ongoing maintenance plans.
Legal obligation. We may process personal data where it is necessary to comply with legal obligations, for example in relation to tax, accounting, or responding to lawful requests from public authorities.
Legitimate interests. We process personal data for our legitimate business interests, provided these interests are not overridden by your rights and freedoms. This can include managing customer relationships, improving our services, maintaining business records, protecting our business from fraud or misuse, and sending service related communications.
Consent. Where required by law, we may rely on your consent, for example for certain types of direct marketing communications or non essential cookies. When processing is based on consent, you can withdraw your consent at any time.
How We Use Your Personal Data
We use the personal data we collect for the following purposes:
To provide and manage our gardening services, including preparing quotes, arranging visits, carrying out work at your property, and managing follow up or recurring services.
To manage our relationship with you, including handling enquiries, responding to questions or complaints, informing you of changes to our services, and providing customer support.
To administer billing and payments, including issuing invoices, recording payments, and maintaining financial records.
To improve our services, including monitoring how customers use our services, gathering feedback, and analysing trends so we can maintain and enhance our offerings.
To send you information about similar services that may be of interest, where permitted by law and subject to your right to opt out at any time.
To maintain the security of our systems, prevent fraud, and protect our legitimate business interests.
Data Sharing and Processors
We treat your personal data with care and confidentiality. We do not sell your personal data. However, we may share your data with carefully selected third parties where necessary for the purposes described in this Privacy Policy.
External service providers. We may engage third party processors to support our operations, such as IT providers, website and hosting services, email and communication tools, customer management or scheduling systems, and payment processing services. These processors act on our instructions, are bound by contracts, and must protect your personal data.
Professional advisers. We may share data with accountants, legal advisers, or other professional service providers where necessary to manage our business or comply with legal obligations.
Authorities and regulators. We may disclose personal data where required by law, regulation, or court order, or to protect our rights or the rights of others.
In all cases, we only share the minimum amount of personal data necessary and ensure that any third party receiving the data protects it in line with applicable data protection laws.
Data Retention
We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including to meet legal, accounting, or reporting requirements.
Customer and contract records are typically retained for the duration of your relationship with us and for a reasonable period afterwards, to respond to queries, maintain records of work performed, and meet statutory retention periods.
Financial and invoicing information is generally kept for the period required by tax and accounting laws.
Enquiry records and correspondence may be retained for a limited period to manage follow ups, resolve issues, and keep a record of our communications.
When personal data is no longer needed, we will securely delete it or anonymise it so that it can no longer be associated with you.
International Data Transfers
Where we use service providers located outside the United Kingdom or the European Economic Area, or where data is otherwise processed internationally, we take steps to ensure that appropriate safeguards are in place to protect your personal data. These safeguards may include standard contractual clauses or other lawful transfer mechanisms.
Security of Your Personal Data
We implement appropriate technical and organisational measures to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access. These measures include access controls, secure storage practices, and limiting access to personal data to those who need it for legitimate business purposes.
While we strive to protect your information, no method of transmission or storage is completely secure. We continually review and improve our security measures in line with industry practice.
Your Data Protection Rights
Under the UK GDPR, you have a number of rights regarding your personal data, subject to certain conditions and exemptions. These rights include:
Right of access. You can request confirmation of whether we process your personal data and obtain a copy of that data.
Right to rectification. You can ask us to correct or complete personal data that is inaccurate or incomplete.
Right to erasure. In certain circumstances, you can request that we delete your personal data.
Right to restriction. You can ask us to restrict the processing of your personal data in specific situations.
Right to data portability. In some cases, you can request that we provide your personal data in a structured, commonly used, and machine readable format, or that we transmit it to another controller where technically feasible.
Right to object. You can object to processing based on our legitimate interests, including profiling, and you have an absolute right to object to direct marketing.
Right to withdraw consent. Where we rely on your consent to process your personal data, you can withdraw that consent at any time. This will not affect the lawfulness of processing carried out before you withdrew your consent.
If you wish to exercise any of these rights, we will respond in accordance with data protection law. We may need to verify your identity before fulfilling your request.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or how we process personal data. Any significant changes will be explained clearly, and the updated version will apply from the date it is made available.
We encourage you to review this Privacy Policy periodically so that you remain informed about how Gardeners Shoreditch protects your personal data.
