Privacy Policy

Gardeners Motspur Park Privacy Policy

This Privacy Policy explains how Gardeners Motspur Park collects, uses, stores and protects personal data relating to its customers in the Motspur Park area. It is intended to comply with the UK General Data Protection Regulation and the Data Protection Act 2018. By engaging our gardening services, you acknowledge that you have read and understood this Privacy Policy.

Scope of this Privacy Policy

This Privacy Policy applies to all Gardeners Motspur Park customers and prospective customers located in the Motspur Park area. It covers personal data collected in the course of providing gardening and related services, including when you contact us to request a quote, make a booking, or communicate with us about ongoing or past work.

Personal Data We Collect

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

Identification and contact details, such as your full name, postal address, service address if different, and general location in the Motspur Park area. Basic communication details necessary to stay in touch about quotes, appointments, and services. Service-related information, such as details about your garden or property that are relevant to the work to be carried out, your preferences regarding services, and records of work performed. Billing and transaction information, including information needed to issue invoices, record payments, and manage accounts. Correspondence and communications, such as notes of conversations and messages relating to enquiries, bookings, feedback, and any complaints.

We do not intentionally collect special categories of personal data such as health, religious, or biometric data. If you choose to share such information voluntarily, for example to explain access needs to your property, we will treat it with the highest level of care and use it only for the purpose for which you provided it.

How We Collect Personal Data

We collect personal data directly from you when you contact us to request information or a quote, when you make a booking, during visits to your property, and as part of our ongoing communication while we provide services. We may also receive limited personal data indirectly from third parties where necessary for our services, for example if someone arranges gardening work at your property on your behalf. In all cases, we take steps to ensure that any personal data we receive is processed in accordance with this Privacy Policy.

Lawful Basis for Processing

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

Performance of a contract. We process your personal data when it is necessary to provide our gardening services, respond to your enquiries, prepare and agree quotations, schedule visits, and manage our contractual relationship with you. Legal obligation. We may process personal data when we are required to comply with legal and regulatory obligations, such as tax and accounting rules, record keeping requirements, and the handling of legal claims. Legitimate interests. We may process personal data where it is necessary for our legitimate business interests, such as managing and improving our services, maintaining accurate business records, and communicating reasonable updates about our services. When we rely on legitimate interests, we always balance these interests against your rights and freedoms and only process personal data where the impact on your privacy is proportionate.

How We Use Your Personal Data

We use your personal data for the following purposes:

To provide and manage our gardening services, including site visits, routine maintenance, and one-off projects. To prepare and send quotations, invoices and payment reminders, and to manage accounts and billing. To communicate with you about appointments, changes to services, safety information, and responses to your questions or feedback. To maintain accurate internal records of work carried out at your property and your service preferences. To manage our business operations, including planning work schedules, managing staff and contractors, and improving our services. To comply with legal and regulatory obligations and to protect our rights in the event of a dispute or claim.

Data Processors and Third Parties

We may share your personal data with carefully selected third parties who act as data processors on our behalf. These processors help us to deliver our services and manage our business. They may include providers of invoicing and accounting tools, scheduling and job management tools, and secure data storage and backup solutions.

When we use processors, we ensure that they only process your personal data on our documented instructions, that they implement appropriate technical and organisational measures to protect your data, and that they are bound by contractual obligations of confidentiality and data protection. We do not sell your personal data to third parties. We only share personal data beyond our processors where it is necessary to comply with a legal obligation, to protect our rights, or with your explicit consent.

Data Retention

We keep 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.

In general, we retain core customer records, such as identification, contact and service history, for as long as you are a customer and for a reasonable period after the end of our relationship to handle any follow-up queries, legal claims, or tax obligations. Billing and transaction information is retained for the period required by applicable tax and accounting laws. Communications such as emails or messages may be kept for a limited and proportionate period in line with our internal retention practices.

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

Data Security

We take appropriate technical and organisational measures to protect personal data from unauthorised access, loss, misuse, alteration, or disclosure. These measures include restricting access to personal data to those who need it for business purposes, using secure systems to store records where possible, and providing guidance to anyone working with us on handling personal data securely.

While no method of transmission or storage is completely secure, we regularly review our practices to maintain a level of security appropriate to the nature of the personal data we hold.

Your Data Protection Rights

As a customer in the Motspur Park area, you have a number of rights under data protection law in relation to your personal data. These include:

The right of access. You have the right to request a copy of the personal data we hold about you and information about how we process it. The right to rectification. You have the right to ask us to correct or complete any inaccurate or incomplete personal data we hold about you. The right to erasure. In certain circumstances, you may have the right to request that we delete your personal data, for example where it is no longer needed for the purposes for which it was collected or where you withdraw your consent and no other lawful basis applies. The right to restrict processing. You may ask us to restrict the processing of your personal data in specific circumstances, such as while we are verifying the accuracy of data or assessing an objection. The right to object. You may object to certain types of processing based on our legitimate interests, on grounds relating to your particular situation. We will stop processing unless we have compelling legitimate grounds which override your interests, rights and freedoms or we need the data for legal claims. The 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 and machine readable format for transfer to another controller.

To exercise any of these rights, or if you have questions about how we handle your personal data, you can contact us using the usual contact methods you use to arrange our services. We will respond to your request in accordance with applicable legal time limits.

Complaints and Supervisory Authority

If you are concerned about the way we process your personal data, we encourage you to contact us first so we can try to resolve your concerns. You also have the right to lodge a complaint with the relevant data protection supervisory authority in the United Kingdom.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, our data processing practices, or applicable laws. Any updated version will apply to all personal data held by us at the time of the update and to any future data collection. You are encouraged to review this Privacy Policy periodically to stay informed about how we protect your personal data as a customer of Gardeners Motspur Park.