Privacy Policy - Gardeners Somers Town

Gardeners Somers Town is committed to protecting personal data and respecting privacy in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This Privacy Policy explains how personal information is collected, used, stored, shared, and protected when services are provided to customers in the Somers Town area. It applies to all Gardeners Somers Town customers in the area, including those who enquire about services, receive quotations, make bookings, or use gardening services.

This policy is written in clear terms so customers can understand what happens to their information. It should be read together with any service terms provided at the time of booking. By using our services, customers acknowledge that personal data may be processed as described below, always in a lawful and proportionate way.

1. Data Collection

Gardeners Somers Town collects only the information that is necessary to provide gardening services, manage business operations, and meet legal obligations. Data may be collected directly from customers, through enquiry forms, booking requests, service communications, or during the delivery of work. In some cases, information may also be received from third parties where a customer has asked them to act on their behalf.

The types of personal data we may collect include:

Identity details such as name and title.
Contact information such as address, phone number, and email address.
Service information such as property access notes, garden preferences, appointment details, and work history.
Billing information such as payment records and invoicing details.
Communication records such as messages, queries, complaints, and feedback.
Technical data where necessary for website or email interaction, such as basic usage logs.

We do not collect more information than is needed. If special category data is ever provided by a customer, for example details that may reveal health-related access needs, it will only be used where necessary and with appropriate care and lawful justification.

2. Lawful Basis for Processing

Gardeners Somers Town processes personal data only where a lawful basis under UK GDPR applies. Depending on the situation, one or more of the following bases may be used:

Contract

We process personal data where it is necessary to take steps at a customer’s request before entering into a contract, or to perform a contract after services have been agreed. This includes arranging visits, providing quotes, carrying out gardening work, and handling billing.

Legal Obligation

Some data must be retained or processed to comply with legal requirements, such as accounting rules, tax obligations, or record-keeping duties.

Legitimate Interests

We may process information where it is necessary for our legitimate business interests, provided those interests are not overridden by the rights and freedoms of the customer. This may include managing appointments, improving service quality, responding to service issues, preventing misuse, and maintaining internal records.

Consent

Where consent is the appropriate lawful basis, we will ask for it clearly. Customers can withdraw consent at any time, although this will not affect processing already carried out before the withdrawal.

Gardeners Somers Town takes care to ensure that any processing is fair, transparent, and limited to what is relevant for the service being provided.

3. How Personal Data Is Used

Personal data may be used for the following purposes:

To respond to enquiries and provide quotations.
To schedule, deliver, and manage gardening services.
To communicate about appointments, access, and service updates.
To issue invoices, process payments, and maintain business records.
To handle feedback, complaints, and customer support requests.
To meet legal, accounting, or regulatory obligations.
To improve services and keep accurate internal records.

We do not use personal data for unrelated purposes without informing the customer and, where needed, obtaining the correct lawful basis. Any processing will be done in a manner that is necessary, proportionate, and secure.

4. Data Sharing and Processors

Gardeners Somers Town may share personal data with trusted processors and service providers who assist in delivering our services or supporting business functions. These third parties process data on our instructions and are required to protect it appropriately.

Examples of processors may include:

Payment service providers for handling transactions.
Accounting or bookkeeping providers for financial administration.
IT and data storage providers for secure record keeping.
Communication services used for email, messaging, or scheduling.

Where processors are used, we ensure that suitable contractual and security measures are in place. They are not permitted to use the data for their own purposes.

We may also share personal data where required by law, court order, or another legal duty. In all cases, only the minimum necessary information will be shared.

5. Data Retention

Personal data is kept only for as long as necessary to fulfil the purpose for which it was collected, including any legal, accounting, or reporting requirements. Once data is no longer needed, it will be securely deleted, anonymised, or otherwise removed from active use.

Retention periods may vary depending on the type of record:

Customer enquiry records are generally retained for a limited period if no booking follows.
Service records may be retained for the duration of the business relationship and for a reasonable period afterwards.
Financial and tax records are retained in line with legal obligations.
Complaint or dispute records may be kept longer where necessary to resolve issues or defend legal claims.

Retention is reviewed regularly. When data is no longer required, it is disposed of securely.

6. Data Security

Gardeners Somers Town uses appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, limited staff access, and careful handling of paper and electronic records.

Although no system can be guaranteed completely secure, we take data protection seriously and continually aim to reduce risk. Any suspected data breach will be handled in accordance with applicable legal requirements, including assessment and notification where required.

7. User Rights

Customers have rights under data protection law. Subject to legal limits, these rights may include:

The right to be informed about how personal data is used.
The right of access to request a copy of the personal data held.
The right to rectification to correct inaccurate or incomplete data.
The right to erasure in certain circumstances, sometimes called the right to be forgotten.
The right to restrict processing in certain situations.
The right to object to processing based on legitimate interests or direct marketing.
The right to data portability where applicable.
The right to withdraw consent where consent is the lawful basis.

Requests relating to these rights will be handled in accordance with applicable law. We may need to verify identity before responding in order to protect customer privacy. In some cases, rights may not apply if there is a valid legal reason to keep or continue processing the data.

8. International Transfers

Where personal data is processed by a provider outside the United Kingdom, appropriate safeguards will be used to protect the data in line with UK GDPR requirements. These safeguards may include adequacy decisions or approved contractual protections.

9. Changes to This Privacy Policy

This Privacy Policy may be updated from time to time to reflect changes in law, business practices, or service arrangements. The most current version will apply to the processing of personal data. Customers are encouraged to review it periodically so they remain informed about how their data is handled.

Gardeners Somers Town values privacy and aims to keep data handling fair, transparent, and secure. By maintaining clear standards and respecting customer rights, we seek to build trust with every customer we serve in Somers Town.