Gardeners Malden Rushett Privacy Policy

This Privacy Policy explains how Gardeners Malden Rushett collects, uses, stores, and shares personal data relating to customers and prospective customers in the Malden Rushett area and surrounding neighbourhoods. It applies to all Gardeners Malden Rushett customers in the area, including individuals and businesses who contact us, request a quote, or receive gardening, landscaping, or related services from us.

We are committed to complying with the UK General Data Protection Regulation and the Data Protection Act 2018, and to handling your personal data in a lawful, fair, and transparent manner.

Who this Privacy Policy applies to

This Privacy Policy applies to all Gardeners Malden Rushett customers and potential customers in the Malden Rushett area and nearby locations who:

Contact us to request information or a quotation.

Enter into a contract with us for gardening or related services.

Visit our premises or communicate with us by any channel, including in person, by post, or online.

It also applies to individuals who act on behalf of a business customer, such as company owners, managers, or staff members whose details we hold for service delivery or billing purposes.

Personal data we collect

We only collect personal data that is necessary for us to provide our services, manage our business, and comply with legal requirements. The types of personal data we may collect include:

Identity details such as name and, where relevant, position in a company.

Contact details such as postal address, service address, and general location in the Malden Rushett area, as well as any contact preferences you share with us.

Service information such as details of your garden or outdoor space, access instructions, work specifications, photographs of the work area where needed for quotes or records, and notes about previous services.

Billing and payment information such as payment status, invoices, and records of transactions. We do not store full payment card details; payment data is processed through secure payment providers where applicable.

Communication records such as copies of messages and notes from calls or conversations related to quotations, bookings, service delivery, complaints, or feedback.

Technical and usage data, where relevant, such as basic information about how you interact with our online content or platforms, for example pages visited or forms submitted, if these tools are used.

How we collect personal data

We collect personal data in several ways, including:

Directly from you when you request a quote, book a service, contact us with a query, or provide information in writing or verbally.

When we visit your property in the Malden Rushett area to assess or carry out gardening services and record service-related details.

From third parties acting on your behalf, such as a family member, landlord, tenant, letting agent, managing agent, or business colleague who supplies your details so we can provide services at your property.

From publicly available sources to confirm addresses or business details where necessary to provide or invoice services.

Lawful basis for processing your data

We process your personal data under one or more of the following lawful bases:

Contractual necessity: To take steps at your request before entering into a contract, such as providing a quote, and to perform our contract with you, including scheduling work, providing services, and handling payments.

Legitimate interests: To manage and grow our business, maintain accurate records, improve our services, respond to enquiries, recover unpaid fees, and protect our legal rights, provided these interests are not overridden by your rights and freedoms.

Legal obligation: To comply with legal and regulatory requirements, such as maintaining accounting and tax records, and responding to lawful requests from public authorities.

Consent: Where we rely on your consent, for example, for certain types of marketing communications. You can withdraw your consent at any time.

How we use your personal data

We use your personal data for the following purposes:

To provide gardening, maintenance, and related services at your property in the Malden Rushett area.

To prepare and send quotations, confirm bookings, and manage appointments.

To communicate with you about ongoing or future work, changes to services, or relevant updates.

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

To respond to questions, complaints, or disputes and to improve our services based on your feedback.

To maintain safety and security for our staff and customers, including managing access instructions and property notes.

To meet legal and regulatory requirements, including record keeping and responding to lawful information requests.

Data sharing and processors

We do not sell your personal data. We may share your data with trusted third parties where necessary for the operation of our business and the delivery of services, including:

Service providers acting as data processors, such as information technology providers, secure data storage services, customer management tools, payment processors, and accounting or bookkeeping services.

Professional advisers, such as accountants or legal advisers, where necessary for business management, legal compliance, and the protection of our rights.

Public authorities, regulators, or law enforcement agencies where we are required to do so by law or to protect our rights or the rights of others.

Any third parties involved in a business transfer, merger, or restructuring, subject to appropriate confidentiality protections, where personal data may form part of the transferred assets.

All processors and service providers who handle personal data on our behalf are required to keep your data secure and to use it only in accordance with our instructions and the law.

International transfers

Where any of our service providers or data processors are located outside the United Kingdom or the European Economic Area, we will ensure that appropriate safeguards are in place. These may include the use of standard contractual clauses or other mechanisms recognised under data protection law to ensure your rights and protections travel with your data.

Data retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including meeting any legal, accounting, or reporting requirements. In general:

Customer records, service details, and communications are kept for as long as you remain a customer and for a reasonable period afterwards to handle queries, complaints, or potential claims.

Invoices, payment records, and associated financial data are typically retained for the period required by tax and accounting law.

If you request a quote but do not proceed, we may retain your details for a limited period so we can respond to follow-up enquiries and to keep a record of the quote.

When data is no longer required, we will securely delete it or anonymise it so that it can no longer be linked to an identifiable individual.

How we protect your data

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, alteration, or disclosure. Measures may include access controls, secure storage, device security, staff confidentiality commitments, and regular review of our data handling practices.

Your data protection rights

Under data protection law, you have a number of rights in relation to your personal data. Subject to certain conditions, these include the right to:

Access your personal data and receive a copy of the information we hold about you.

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 retention.

Object to processing of your personal data where we rely on legitimate interests and you believe your rights and interests outweigh our reasons for processing.

Request restriction of processing while a concern about accuracy, lawfulness, or objection is being investigated.

Request the transfer of your personal data to you or to another service provider, where technically feasible and where the processing is based on consent or contract and carried out by automated means.

Withdraw consent at any time where we rely on your consent to process your data, for example for certain marketing communications. Withdrawing consent does not affect the lawfulness of processing carried out before withdrawal.

You also have the right to lodge a complaint with the relevant supervisory authority if you are concerned about how your personal data is being handled.

Children

Our services are aimed at adults and businesses in the Malden Rushett area. We do not intentionally collect personal data relating to children. If we become aware that we have received such data inappropriately, we will take steps to delete it.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data protection practices. The most recent version will always apply to how we handle personal data for Gardeners Malden Rushett customers in the area. We encourage you to review this Privacy Policy periodically so that you remain informed about how we protect your privacy.