Gardeners Wimbledon Privacy Policy

This Privacy Policy explains how Gardeners Wimbledon collects, uses, stores, and protects personal data relating to individuals who use our gardening and related services within our service area. It also describes your rights under the UK General Data Protection Regulation and related data protection laws. This Privacy Policy applies to all Gardeners Wimbledon customers in our area, as well as prospective customers who contact us about our services.

Who we are and scope of this policy

Gardeners Wimbledon is a gardening services provider operating in the Wimbledon area and surrounding locations. For the purposes of applicable data protection laws, we are the data controller for the personal data we collect and process about you in connection with our services. This Privacy Policy covers personal data processed in relation to our gardening services, enquiries, quotations, bookings, and general business operations involving customers in our area.

Types of personal data we collect

We may collect and process the following categories of personal data about you:

Identification and contact details, such as name, title, postal address, and any other contact information you choose to provide when you contact us or become a customer.

Service and property details, such as descriptions of your garden or outdoor space, access instructions, photos you provide of areas to be worked on, and any notes relevant to the safe and effective delivery of our services.

Booking and transaction data, such as dates and times of visits, records of services provided, invoices, payment status, and details necessary to manage our relationship with you as a customer.

Communication records, such as information you provide when you contact us by any means, including records of queries, quotes, feedback, and any complaints or follow up correspondence.

Technical and usage data, such as basic information about how you interact with our website or online content, including standard log information and device data where this is provided by your browser or device.

How we collect your personal data

We collect personal data in several ways, including:

Directly from you when you contact us to request information, ask for a quote, make a booking, or communicate with us about existing or future services.

During the provision of services at your property when we record relevant job details, access information, or service preferences.

From third parties where this is necessary and lawful, for example where a managing agent, landlord, tenant, or relative introduces us and provides your details for the purpose of arranging services.

Automatically through your use of our website or digital services, using standard technologies that generate technical and usage data for security, performance, and analytics purposes.

Lawful bases for processing your data

We only process your personal data where we have a lawful basis under applicable data protection laws. Depending on the context, we may rely on the following lawful bases:

Contract: to take steps at your request before entering into a contract and to perform a contract with you, for example to provide gardening services, send quotations, manage bookings, and process payments.

Legal obligation: to comply with legal and regulatory requirements, such as record keeping, tax and accounting rules, and responding to lawful requests from public authorities.

Legitimate interests: to pursue our legitimate business interests, provided your interests and fundamental rights do not override those interests. This may include managing the day to day operation of our services, improving our offerings, communicating with you about service updates, and maintaining the security of our systems and premises.

Consent: where required by law, for example for certain types of marketing communications. Where we rely on consent, you can withdraw it at any time without affecting the lawfulness of processing before withdrawal.

How we use your personal data

We may use your personal data for the following purposes:

To respond to enquiries, provide quotes, and communicate with you about requested or ongoing services.

To plan, schedule, and deliver gardening and related services at your property, including site visits, ongoing maintenance, and one off projects.

To manage billing, payments, accounting, and financial records associated with the services provided.

To maintain and improve our services, including monitoring performance, resolving issues, and enhancing customer experience.

To maintain the safety and security of our staff, customers, properties, equipment, and information systems.

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

Data sharing and processors

We treat your personal data as confidential and only share it when necessary and lawful. We may share your data with:

Service providers acting as data processors who support our operations, such as companies that provide cloud storage, scheduling tools, accounting software, or payment processing. These providers act on our instructions and are not allowed to use your data for their own purposes.

Professional advisers, such as accountants or legal advisers, where this is necessary to manage our business and comply with legal obligations.

Public authorities, law enforcement, or regulatory bodies where we are legally required to share information or where it is necessary to protect our rights or the rights of others.

We do not sell your personal data to third parties. Where we use data processors, we put in place appropriate contractual arrangements to require them to protect your personal data and process it only as instructed by us.

Data retention

We keep your personal data only for as long as necessary for the purposes for which it was collected, and to meet our legal, accounting, or reporting obligations. The length of time we retain data depends on factors such as the type of information, the nature of our relationship with you, and applicable legal requirements.

In general, we retain core customer records, such as contact details, contracts, invoices, and service history, for a defined period after the end of our relationship, to respond to questions or disputes and to meet tax and accounting rules. Where data is no longer needed, we will delete it or anonymise it so that it no longer identifies you.

International transfers

Where we use service providers located outside the United Kingdom or the European Economic Area, your personal data may be transferred to countries that may have different data protection laws. In such cases, we take appropriate safeguards to protect your personal data, such as using standard contractual terms or relying on other lawful transfer mechanisms in accordance with data protection law.

How we protect your data

We implement appropriate technical and organisational measures to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access. These measures include restricting access to personal data to those who need it for legitimate business purposes, using secure storage and communication methods where appropriate, maintaining suitable records, and reviewing our procedures regularly.

Your data protection rights

As an individual whose personal data we process, you have certain rights under data protection law. These rights may be subject to conditions and exemptions, but generally include:

Right of access: you have the right to request confirmation of whether we process your personal data and to receive a copy of that data, along with information about how it is used.

Right to rectification: you have the right to request that inaccurate or incomplete personal data about you is corrected or updated.

Right to erasure: in certain circumstances, you have the right to request that we delete your personal data, for example where the data is no longer needed for the purposes for which it was collected or where you withdraw consent and there is no other lawful basis for processing.

Right to restriction of processing: you may request that we limit the way we use your personal data in certain situations, such as while we are considering a request to rectify or erase your data.

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 the personal data you provided to us in a structured, commonly used, machine readable format and to request that it is transmitted to another controller.

Right to object: you may object to our processing of your personal data where we rely on legitimate interests, including profiling based on those interests. We will stop processing unless we can demonstrate compelling legitimate grounds that override your interests, rights, and freedoms, or where processing is required for legal claims.

Rights related to consent: where we rely on your consent, you may withdraw that consent at any time. Withdrawing consent will not affect the lawfulness of processing that took place before withdrawal.

Exercising your rights and complaints

If you wish to exercise any of your data protection rights, you can contact us using the usual contact methods you use to communicate with Gardeners Wimbledon. We may need to verify your identity before responding to your request. We aim to respond within the time limits set by data protection law.

If you are not satisfied with how we handle your personal data or how we respond to your requests, you have the right to lodge a complaint with the relevant data protection authority. We encourage you to contact us first so we can address your concerns where possible.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, our services, or applicable law. Any updates will apply from the date they are published. We recommend that you review this Privacy Policy periodically to stay informed about how Gardeners Wimbledon handles your personal data.