Gardeners Nine Elms Privacy Policy

This Privacy Policy explains how Gardeners Nine Elms collects, uses, stores, and protects personal data of its customers. It also explains the rights you have under the UK General Data Protection Regulation and the Data Protection Act 2018. This Privacy Policy applies to all Gardeners Nine Elms customers and prospective customers located in the Nine Elms area.

Who We Are

Gardeners Nine Elms is a gardening and related services business operating in the Nine Elms area. For the purposes of data protection law, Gardeners Nine Elms is the data controller in respect of the personal data we collect and process about you in connection with our services.

Personal Data We Collect

We may collect and process different types of personal data about you, depending on how you interact with us and which services you use. The categories of data we commonly collect include:

Identification and contact details, such as your name, residential or business address, and basic contact details required to communicate with you.

Service related information, such as details of your garden or outdoor space, access instructions, service preferences, and any notes needed to deliver the agreed work.

Booking and account information, including dates and times of appointments, records of services provided, invoices, payment records, and account history.

Financial information, such as payment transaction details processed via your chosen payment method. We do not store full payment card details when third party payment processors are used.

Communication data, including records of correspondence and communications between you and Gardeners Nine Elms, such as emails or written notes of phone conversations related to your enquiries or bookings.

Marketing preferences, where you have indicated whether and how you wish to receive information about our services and offers.

How We Collect Your Data

We collect personal data directly from you when you contact us to request a quote, make a booking, ask a question, or otherwise communicate with us. This may occur by phone, in person, or through any online or written method that you use to reach us.

We may also generate personal data about you as we deliver services, for example by recording visit dates, notes about completed work, or follow up requirements. In limited cases, we may receive basic contact details from third parties who have your permission to share your information for the purpose of arranging gardening or related services.

Lawful Basis for Processing

We process your personal data only where we have a lawful basis under data protection law. The main lawful bases we rely on are:

Performance of a contract: We process your data where this is necessary to enter into and fulfil our contract with you. This includes providing quotes, managing bookings, delivering services, processing payments, and communicating with you about your services.

Legal obligations: We process certain data to comply with legal and regulatory requirements, such as record keeping, tax, and accounting obligations.

Legitimate interests: We process data as necessary for our legitimate business interests, such as improving our services, managing our relationship with customers, planning work schedules, and protecting our business. We only rely on legitimate interests where these are not overridden by your rights and interests.

Consent: In some cases, we rely on your consent, for example for certain types of direct marketing communication that are not otherwise covered by legitimate interests. Where we rely on consent, you can withdraw it at any time.

How We Use Your Personal Data

We may use your personal data for the following purposes:

To provide and manage gardening and related services you request, including site visits, regular maintenance, and one off work.

To prepare estimates or quotations, confirm bookings, reschedule appointments, and keep you informed about the progress of work.

To issue invoices, process payments, manage accounts, and handle any queries about charges or services.

To respond to your questions, requests for information, or complaints, and to provide customer support.

To maintain business records, including service histories, financial records, and correspondence, in line with legal and regulatory requirements.

To improve our services and operations, including planning staff schedules, monitoring demand, and reviewing customer feedback.

To send you information about services, updates, or offers that may be relevant to you, in accordance with your communication preferences and applicable laws.

Data Sharing and Processors

We may share your personal data with trusted third parties who act as data processors on our behalf. These processors are only permitted to process your data in accordance with our instructions and for the purposes described in this Privacy Policy, and they are required to protect your data and keep it secure.

Examples of processors and third parties we may use include:

Payment processing providers that handle card and electronic payments.

Accounting or bookkeeping service providers that assist with financial and tax related record keeping.

IT and hosting service providers that support our systems, storage, or communication tools.

Professional advisers, such as legal or financial advisers, where this is necessary to obtain professional advice and comply with obligations.

We may also share personal data where it is required by law, for example with law enforcement authorities, regulators, or tax authorities, or where it is necessary to protect our rights or the rights of others.

We do not sell your personal data to third parties.

Data Retention

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

In general, service and billing related records are kept for a period required by tax and accounting laws, after which they are securely deleted or anonymised. Communication records and service history may be retained for a period necessary to manage our relationship with you, respond to any disputes, and maintain accurate business records.

Where we rely on your consent for marketing communications, we will retain your contact details for that purpose until you withdraw your consent or object to further communications, at which point we will stop using your data for that purpose and, where appropriate, delete or anonymise the relevant records.

Data Security

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, misuse, or alteration. These measures include limiting access to personal data to staff and processors who need it for their role, using secure methods to store and transmit data, and regularly reviewing our procedures and safeguards.

While we take reasonable steps to protect your data, no system can be completely secure. If we become aware of a personal data breach that may pose a risk to your rights and freedoms, we will act in accordance with applicable data protection laws, including notifying you and the relevant supervisory authority where required.

Your Data Protection Rights

As a data subject, you have a number of rights under data protection law in relation to your personal data. These rights apply to all Gardeners Nine Elms customers in the Nine Elms area, subject to certain legal conditions and exceptions. Your rights include:

Right of access: You have the right to request confirmation that we process your personal data and to obtain a copy of the data we hold about you, together with certain information about how we use it.

Right to rectification: You have the right to request that we correct any inaccurate or incomplete personal data we hold about you.

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

Right to restriction of processing: You have the right to request that we restrict how we use your personal data in certain situations, for example while we consider a request you have made to rectify or erase your data.

Right to data portability: In certain circumstances, you have the right to receive personal data you have provided to us in a structured, commonly used, machine readable format and to have it transmitted to another controller where technically feasible.

Right to object: You have the right to object to our processing of your personal data where we rely on legitimate interests as the lawful basis, including profiling based on those interests. You also have the right to object at any time to the use of your personal data for direct marketing.

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

Exercising Your Rights and Complaints

If you wish to exercise any of your data protection rights or have any questions about this Privacy Policy or how we handle your personal data, you can contact Gardeners Nine Elms using your usual communication methods with us.

You also have the right to lodge a complaint with the relevant supervisory authority for data protection if you believe that your rights have been infringed. We encourage you to contact us first so that we can try to resolve any concerns directly.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data protection practices. Any updated version will apply to all Gardeners Nine Elms customers in the Nine Elms area from the date it is made available. We recommend that you review this Privacy Policy periodically so that you remain informed about how we use and protect your personal data.