Gardeners New Barnet Privacy Policy

This Privacy Policy explains how Gardeners New Barnet collects, uses, stores and protects personal data relating to our gardening and related services. It applies to all Gardeners New Barnet customers in the local area, including existing, former and prospective customers who contact us about our services.

We are committed to handling your personal data lawfully, fairly and transparently, in accordance with the UK General Data Protection Regulation and applicable data protection legislation.

Who this Privacy Policy applies to

This Privacy Policy applies to all individuals who use, or inquire about, the services of Gardeners New Barnet in the surrounding area. This includes residential and commercial customers, people who contact us for quotations, people who visit our website or social media pages, and anyone whose data we process in connection with providing gardening and maintenance services.

Personal data we collect

We collect and process personal data that is necessary to provide our services, manage our business and meet our legal obligations. The categories of personal data we may collect include:

Identification and contact details such as full name, address, property location, and other basic contact details you choose to provide.

Service and contract details such as records of services requested, quotes provided, appointments, work carried out at your property, and any related communications.

Payment and billing information such as details necessary to process payments and manage invoices in line with legal and accounting requirements.

Communications and correspondence such as emails, messages and notes made when you contact us by any communication channel for inquiries, feedback or customer support.

Technical and usage information such as basic information that may be collected when you visit our website, including device information and general usage patterns, to help us improve our services and website performance.

How we collect personal data

We collect personal data directly from you when you contact us, request a quote, book a service, or otherwise interact with us. This may be by phone, in person, through our website, via messaging, or on social media.

We may also receive personal data from third parties where this is necessary for us to provide services, for example from landlords, property managers or agencies who ask us to carry out work at a property, and who share relevant customer details with us.

Purposes and lawful bases for processing

We process your personal data only when we have a lawful basis under data protection law. The main purposes and lawful bases are:

To provide our services and manage our relationship with you. This includes handling inquiries, preparing and confirming quotes, scheduling and carrying out gardening work, and managing ongoing service arrangements. The lawful basis is the performance of a contract or taking steps at your request before entering into a contract.

To manage billing and payments. We process your data to issue invoices, manage accounts, record payments and meet accounting and tax obligations. The lawful bases are the performance of a contract and compliance with legal obligations.

To communicate with you. We use your contact information to respond to questions, send service updates, rearrange appointments due to weather or access issues, and provide customer support. The lawful basis is the performance of a contract and our legitimate interests in providing effective customer service.

To improve our services and business operations. We may use limited information about how services are used and any feedback you provide to review and enhance our offerings. The lawful basis is our legitimate interests in running and developing our business.

To comply with legal and regulatory obligations. We may process your data to meet requirements under tax, accounting or other applicable laws, or in response to lawful requests from authorities. The lawful basis is compliance with legal obligations.

To send you marketing communications about our services, where permitted. We may occasionally inform you about new or seasonal services that may be relevant to you. Where required by law, we will only send such communications with your consent, and you can withdraw this consent at any time.

Data sharing and processors

We do not sell your personal data. We may share your data with carefully selected third parties only where necessary and lawful, including:

Service providers who act as data processors on our behalf, such as companies that provide invoicing, accounting, payment processing, scheduling tools, or secure data storage. These providers are only permitted to process your personal data in accordance with our instructions and for the purposes described in this Privacy Policy.

Professional advisers, such as accountants or legal advisers, where this is necessary for business management, legal compliance or to establish, exercise or defend legal claims.

Authorities, regulators or law enforcement bodies when we are required to do so by law, or where disclosure is necessary to protect our rights or the rights of others.

Where data is processed by third parties, we put in place appropriate contracts and safeguards to protect your personal data and ensure compliance with data protection law.

International transfers

Where any of our service providers are located outside the United Kingdom, we will take appropriate steps to ensure that your personal data remains protected. This may include using standard contractual clauses or relying on other safeguards or adequacy decisions recognised under data protection law.

Data retention

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

Customer and service records are typically kept for a period that enables us to manage our relationship with you, respond to queries and comply with tax and accounting rules. After this period, data will be securely deleted or anonymised so that it no longer identifies you.

The specific retention period can vary depending on the type of data and the context in which it was collected, but we regularly review the data we hold and remove or anonymise it when it is no longer needed.

How we protect your personal data

We use appropriate technical and organisational measures to protect your personal data from accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access. These measures are proportionate to the nature of the data and the risks associated with processing it.

Access to personal data is limited to individuals and service providers who need it to perform their duties and who are bound by confidentiality obligations.

Your data protection rights

Under data protection law, you have certain rights 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, together with information about how we use it.

The right to rectification. You can ask us to correct or complete any inaccurate or incomplete personal data we hold about you.

The right to erasure. In some circumstances, you can request that we delete your personal data, for example where it is no longer needed for the purposes for which it was collected and we have no legal grounds to retain it.

The right to restrict processing. You can ask us to restrict how we use your data in certain situations, such as when you contest its accuracy or object to our processing.

The right to data portability. Where we process your data based on consent or contract and by automated means, you may request to receive that data in a structured, commonly used and machine readable format, and to have it transmitted to another controller where technically feasible.

The right to object. You have the right to object to our processing of your personal data when it is based on our legitimate interests, including any direct marketing. We will stop processing unless we can demonstrate compelling legitimate grounds which override your interests or where processing is required for legal claims.

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

Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, how we process personal data, or legal requirements. The 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.

Contact and complaints

If you have any questions about this Privacy Policy or how we handle your personal data, or if you wish to exercise any of your rights, you can contact us using the details provided on our usual communication channels.

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