Gardeners Norbury Privacy Policy Overview

This Privacy Policy explains how Gardeners Norbury collects, uses, stores and protects personal data relating to customers and prospective customers in our service area. We are committed to processing personal information fairly, lawfully and transparently in accordance with the UK General Data Protection Regulation and applicable data protection laws.

This Privacy Policy applies to all Gardeners Norbury customers and to anyone who contacts us to enquire about, book or receive our gardening and related services within our service area, whether the contact is made in person, by post, or online.

Data Controller

For the purposes of data protection law, Gardeners Norbury is the data controller in respect of the personal data described in this Privacy Policy. This means we determine the purposes and means of processing your personal information.

Personal Data We Collect

We collect and process different types of personal data depending on how you interact with us and which services you use. The personal data we may collect includes:

Identification and contact details such as your name, postal address, billing address, service address, and general location information relating to your property.

Communication details such as the content of your enquiries, messages and correspondence with us, including notes from telephone conversations or meetings.

Service and contract information such as details of the gardening or maintenance services you request or receive, quotations, bookings, schedules, work notes, and records of site visits.

Billing and payment information such as details needed to prepare invoices, payment status, and records of transactions. We do not store full card details where a separate secure payment provider is used.

Preference information such as your preferred contact method, access arrangements for your property, and any relevant instructions relating to the services we provide.

Technical and usage data where applicable, such as basic information about how you interact with our website or online content, including date, time and pages viewed. We do not seek to identify you personally from this information unless you provide your contact details through a form or enquiry.

How We Collect Personal Data

We may collect your personal information in the following ways:

Directly from you when you contact us to request a quotation, make an enquiry, arrange a visit, enter into an agreement for services, or communicate with us for any other reason.

During the provision of services when we attend your property, assess your garden or outdoor space, or carry out ongoing maintenance or other agreed work.

From third parties where this is necessary and lawful, for example from a landlord, letting agent or managing agent who is authorised to provide your contact or property details so that we can deliver services.

Automatically through limited technical data when you visit our website or interact with our online presence, to the extent permitted by applicable law.

Lawful Bases for Processing

We only process your personal data where we have a valid lawful basis under data protection law. Depending on the context, we rely on one or more of the following lawful bases:

Contractual necessity where the processing is required to enter into, perform or manage a contract for gardening or related services, including providing quotations, booking appointments, carrying out work and managing payments.

Legitimate interests where the processing is necessary for our legitimate business interests or those of a third party, and those interests are not overridden by your rights and interests. This may include managing our relationship with you, improving our services, keeping records of work completed, or defending legal claims.

Legal obligation where we must process certain information to comply with legal and regulatory requirements, such as tax, accounting or health and safety obligations.

Consent where you have clearly agreed to specific processing, for example receiving certain types of optional marketing. You can withdraw your consent at any time, and we will stop the relevant processing unless another lawful basis applies.

How We Use Personal Data

We use your personal data for the following purposes:

To respond to your enquiries and requests, provide quotations, and discuss potential services.

To plan, deliver and manage gardening and related services at your property, including arranging access, understanding your requirements, and recording work completed.

To issue invoices, process payments, manage accounts and maintain accurate business and financial records.

To communicate with you about appointments, service updates, changes to our terms or this Privacy Policy, and other information necessary for our relationship with you.

To manage and improve our business operations, including quality control, training and service development.

To comply with legal and regulatory obligations and to establish, exercise or defend legal claims.

To send you information about our services where this is permitted by law and, where required, only with your consent. You can opt out of such communications at any time.

Data Sharing and Processors

We only share your personal data when this is necessary, lawful and appropriate. Recipients may include:

Service providers acting as data processors who provide administrative, technical, accounting or IT services to us. We ensure that any such providers process your data only on our instructions and with appropriate security measures in place.

Professional advisers such as accountants, insurers, legal advisers and auditors, where this is necessary for legitimate business purposes and subject to confidentiality obligations.

Public authorities and regulators where we are required by law to disclose specific information, or where disclosure is 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

We keep personal data only for as long as is reasonably necessary for the purposes for which it was collected, including to meet any legal, accounting or reporting obligations.

In general, we retain customer records for the duration of our relationship with you and for a period afterwards to deal with any queries, complaints, warranty issues or potential legal claims. Financial records such as invoices and transaction details may be kept for longer where this is required by tax or accounting rules.

When personal data is no longer required, we will take reasonable steps to delete it, anonymise it, or securely store it in a way that prevents further active use.

International Transfers

Our core services are operated within the United Kingdom. If in future we use service providers that transfer personal data outside the United Kingdom, we will ensure that appropriate safeguards are in place so that your data remains protected to standards that are equivalent to those required by data protection law.

Data Security

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, destruction or damage. These measures include limiting access to personal data to those who have a business need to know it and taking reasonable steps to ensure that staff and processors understand their data protection responsibilities.

Your Data Protection Rights

As an individual whose personal data we process, you have a number of rights under data protection law. Subject to certain conditions and exceptions, these include the right to:

Access your personal data and receive information about how it is processed.

Request correction of inaccurate or incomplete personal data.

Request erasure of your personal data where there is no good reason for us to continue processing it, for example where it is no longer needed for the original purpose and no legal obligation requires its retention.

Request restriction of processing of your personal data in certain circumstances, such as while we verify its accuracy or consider an objection you have raised.

Object to processing that is based on our legitimate interests, including certain types of direct marketing. We will stop such processing unless we have compelling legitimate grounds which override your interests and rights or the processing is needed for legal claims.

Request the transfer of certain personal data to you or to another organisation in a structured, commonly used and machine-readable format, where the processing is based on consent or contract and is carried out by automated means.

Withdraw consent at any time where we rely on consent for a particular processing activity. This will not affect the lawfulness of any processing carried out before consent was withdrawn.

You also have the right to raise concerns with a supervisory authority if you believe your data protection rights have been infringed. We encourage you to contact us first so that we can try to address any issues directly.

Applicability to Gardeners Norbury Customers

This Privacy Policy applies to all Gardeners Norbury customers, former customers and prospective customers within our service area. By engaging with us, whether to request information, obtain a quotation or receive services, you acknowledge that you have read and understood this Privacy Policy to the extent it applies to your interactions with us.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements or operational needs. Any revised version will apply from the date it is made available. We recommend that you review this Privacy Policy periodically to stay informed about how we handle personal data.