Privacy Policy

Gardeners North Harrow Privacy Policy

This Privacy Policy explains how Gardeners North Harrow collects, uses, stores and protects your personal data. It applies to all existing and prospective customers of Gardeners North Harrow within our service area, as well as visitors who make enquiries about our gardening and related services.

We are committed to complying with the UK General Data Protection Regulation and the Data Protection Act and to handling your personal data lawfully, fairly and transparently.

Who this Privacy Policy applies to

This Privacy Policy applies to all individual customers and prospective customers of Gardeners North Harrow located within the areas we serve. It also applies to individuals who contact us on behalf of a household, property owner, landlord, tenant, or small business regarding our services.

By using our services, requesting a quote or otherwise providing your personal data to us, you acknowledge that you have read and understood this Privacy Policy.

Personal data we collect

We may collect and process the following categories of personal data when you engage with Gardeners North Harrow:

Identification and contact details, such as your name, postal address, service address, billing address, and any other relevant address details you provide to us when arranging services or requesting a quote.

Communication details, such as the content of your enquiries, notes from discussions about your garden requirements, and any preferences you share relating to how and when you wish to be contacted.

Service and contract information, such as details of the gardening services requested, agreed service dates and times, frequency of visits, lawn and garden size information, access instructions, and any special requirements relating to your property or garden.

Billing and payment information, such as invoice details, records of payments received and amounts due. Where payments are processed through external payment providers, we do not store or have access to full card details; we only receive and retain necessary transaction and confirmation information.

Technical and usage information, such as basic information that may be collected if you contact us through an online form, including date and time of your enquiry and the pages or forms you use to reach us, where applicable.

How we collect your personal data

We collect personal data directly from you when you contact us to request a quote, book a service, amend a booking, make a complaint or provide feedback. This may be by telephone, in person, through forms on a website, or through other direct communications.

We may also receive personal data indirectly where a third party, such as a letting agent, landlord, neighbour or family member, arranges gardening work on your behalf and provides your details so that we can perform the requested services.

Lawful bases for processing your personal data

We process your personal data only where we have a lawful basis under data protection law. Depending on the context, the main lawful bases we rely on are:

Contract: We process your personal data where it is necessary to enter into or perform a contract with you, for example to provide gardening services, arrange appointments, issue invoices and manage ongoing service relationships.

Legitimate interests: We may process your personal data where it is necessary for our legitimate business interests and where your interests and fundamental rights do not override those interests. This may include managing our schedule efficiently, keeping basic records of communications, improving our services, and maintaining appropriate business administration and records.

Legal obligation: We process certain data to comply with legal obligations, for example maintaining appropriate accounting and tax records for the required statutory periods.

Consent: In limited situations, we may rely on your consent, for example if we wish to send you certain types of optional marketing communications that are not based on legitimate interests. Where we rely on consent, you can withdraw it at any time.

How we use your personal data

We use the personal data we collect for the following purposes:

To provide gardening and related services you have requested, including visiting your property, carrying out agreed work, and following up where necessary.

To prepare and provide quotes, confirm appointments, and communicate any changes to scheduled work.

To manage our customer relationship with you, including handling enquiries, complaints, and feedback, and maintaining records of the services we have provided.

To administer billing and payments, including issuing invoices, confirming receipts and maintaining financial records.

To plan and manage staff allocation, routes and schedules to ensure efficient provision of services.

To comply with legal and regulatory requirements, including tax and accounting rules and obligations.

To protect our rights, property, and safety and, where necessary, to assist in the prevention or detection of fraud or other unlawful activity.

Data sharing and processors

We do not sell your personal data. We may share your personal data with trusted third parties who act as data processors on our behalf, where this is necessary to provide our services or manage our business. These may include:

IT and hosting providers who store or process our digital records and help us operate any electronic systems we use.

Payment and accounting service providers who help us process payments, maintain accounts, and produce invoices and financial reports.

Professional advisers, such as accountants, where access to limited personal data may be necessary for them to provide services to us.

Any such processors are only permitted to process your personal data in accordance with our instructions, for the purposes described in this Privacy Policy, and are required to keep your data secure and confidential.

We may also need to share personal data where required by law, for example with regulatory authorities or to comply with court orders.

Data retention

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

In general, we retain customer and service records for the duration of our relationship with you and for a period afterwards, to handle any queries or disputes and to comply with legal obligations. Financial and invoicing records are typically kept for at least the periods required by tax and accounting laws.

When personal data is no longer required, we take reasonable steps to securely delete or anonymise it.

International transfers

Where data is stored or processed using service providers whose systems are located outside the United Kingdom, we take steps to ensure that your personal data continues to be protected to a level that is essentially equivalent to UK data protection standards. This may include using providers in countries subject to adequacy regulations or implementing appropriate safeguards recognised under data protection law.

How we protect your data

We take appropriate technical and organisational measures to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access.

These measures include limiting access to personal data to those employees, workers and contractors who need to know it for the purposes described, and taking reasonable steps to ensure they are aware of and respect their data protection responsibilities.

Your data protection rights

Under data protection laws, you have a number of rights in relation to your personal data. These rights may be subject to certain conditions and exemptions. They include:

Right of access: You have the right to request confirmation of whether we process your personal data and to obtain a copy of that data, together with certain information about how we process it.

Right to rectification: You have the right to ask us to correct inaccurate personal data and to complete incomplete data.

Right to erasure: In certain circumstances, you have the right to request that we delete your personal data, for example where it is no longer necessary for the purposes for which it was collected, or where you withdraw consent and there is no other legal basis for processing.

Right to restriction of processing: You have the right to request that we restrict the processing of your personal data in certain situations, such as while we are verifying its accuracy or considering an objection you have raised.

Right to object: You may have the right to object to our processing of your personal data where we rely on legitimate interests, including any direct marketing based on those interests.

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

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

Exercising your rights and complaints

If you wish to exercise any of your data protection rights in relation to Gardeners North Harrow, or if you have any questions about this Privacy Policy or how we handle your personal data, you can contact us using the usual communication channels you use to arrange services with us.

You also have the right to lodge a complaint with the relevant supervisory authority for data protection if you believe that your rights have been infringed. We would, however, encourage you to contact us first so that we have the opportunity to address your concerns directly.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, changes in applicable law, or improvements in how we handle personal data. Any updated version will apply from the date it is made available. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data.