Gardeners Old Oak Common Privacy Policy

This Privacy Policy explains how Gardeners Old Oak Common collects, uses, stores and protects personal data relating to individuals who live in or receive our services in the Old Oak Common area. It also sets out your rights under the UK General Data Protection Regulation and the Data Protection Act 2018.

This Privacy Policy applies to all Gardeners Old Oak Common customers, prospective customers and other individuals whose personal data we process in connection with our gardening and related services in the local area.

Who we are and scope of this policy

Gardeners Old Oak Common is a gardening service provider operating in the Old Oak Common area. In most cases we act as the data controller of the personal data we collect. This means we decide how and why your personal data is used and are responsible for ensuring it is handled in compliance with data protection law.

This policy covers personal data collected in person, by post, through online enquiries, through social media interactions and by any other means in the course of our business activities in the Old Oak Common area.

Personal data we collect

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

Identification and contact details, such as your name, postal address, property address where services are provided, and your preferred contact details such as online contact handles you provide to us.

Service and contract information, such as descriptions of your garden or outdoor space, records of services requested or provided, appointment dates and times, quotations, invoices and payment records.

Communication records, such as enquiries, messages, feedback, complaints and any correspondence between you and Gardeners Old Oak Common, including notes of conversations we have with you about the services.

Usage and technical information, where relevant, such as information collected through our website or online forms including IP addresses, device and browser type and general usage data, to the extent that this can identify you or be linked to you.

Photographs and media, for example photographs of gardens or completed work which may incidentally include features that could identify your property. We will take care to avoid capturing identifiable individuals wherever possible.

How we collect your personal data

We collect personal data directly from you when you contact us, request a quotation, make a booking, enter into a contract for services, or communicate with us in any way.

We may also receive personal data indirectly when someone refers you to us or when another individual acts on your behalf, for example a landlord, letting agent or household member arranging services for your property in the Old Oak Common area.

Some technical information may be collected automatically when you visit any online pages operated by Gardeners Old Oak Common, for example through basic analytics tools.

Lawful basis for processing your data

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

Contract. We process your personal data where it is necessary for entering into or performing a contract with you, for example to provide gardening services at your property, manage appointments and handle payments.

Legal obligation. We may process personal data where we are required to do so to comply with legal obligations, for example for accounting, taxation, record keeping or responding to requests from regulatory or law enforcement authorities where we are legally required to respond.

Legitimate interests. We process personal data where it is necessary for our legitimate business interests, provided these interests are not overridden by your rights and freedoms. This can include managing our relationship with you, improving our services, keeping basic records, and protecting our business and property.

Consent. In limited circumstances, we may ask for your consent, for example to use garden photographs for promotional purposes where the property may be recognisable. Where we rely on consent, you may withdraw it at any time.

How we use your personal data

Gardeners Old Oak Common may use your personal data for the following purposes:

To provide and manage gardening and related services at your property, including arranging site visits, preparing quotations and performing the agreed work.

To manage our relationship with you, including communicating with you about upcoming appointments, changes to services, billing, renewals and service updates.

To handle payments, invoicing, refunds and basic financial administration and to keep appropriate business and accounting records.

To respond to your questions, feedback or complaints and otherwise provide customer support.

To manage our business operations, including monitoring the quality of our services, training staff, planning work routes across the Old Oak Common area and managing risk.

To comply with our legal and regulatory obligations, to cooperate with regulators and law enforcement where required and to protect our rights or the rights of others.

Data sharing and processors

We do not sell your personal data. We may share your personal data with trusted third parties who act as data processors on our behalf. These may include:

Payment service providers that process transactions and help us administer payments from you and to you.

Accountants or bookkeeping services that assist us with financial administration and statutory filings.

IT and software providers who host or support our systems, for example scheduling tools or document storage systems.

Professional advisers, such as legal or compliance advisers, where necessary to protect our legal interests.

Each processor is only allowed to process your personal data according to our instructions, for specified purposes and must implement appropriate security measures. We also ensure that any sharing with third parties is limited to what is necessary.

We may also share personal data with public authorities where required by law, or to establish, exercise or defend legal claims.

Data retention

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

Customer records, including contact details and service history, are generally kept for up to seven years after our last interaction with you to comply with tax and accounting obligations and to manage any potential legal claims.

Quotations for proposed work that does not go ahead may be kept for a shorter period, generally up to two years, unless you ask us to delete this information earlier where we do not need to retain it by law.

Photographs and media used solely for marketing or portfolio purposes will be reviewed regularly, and we will remove any images upon valid objection or withdrawal of consent, provided there is no overriding reason to retain them.

International transfers

Where our use of third party service providers involves transferring personal data outside the United Kingdom, we will ensure that appropriate safeguards are in place. This may include using countries that have been deemed to provide an adequate level of protection, or putting in place standard contractual clauses approved by relevant authorities.

How we protect your data

We take appropriate technical and organisational measures to protect personal data against unauthorised access, alteration, disclosure or destruction. These measures include controlled access to systems, secure storage practices and restricting personal data to staff and processors who have a business need to know it.

While no system can be completely secure, we work to maintain the security and confidentiality of your personal data and to review our safeguards on a regular basis.

Your data protection rights

Under data protection law, you have several rights in relation to your personal data. These rights apply to all Gardeners Old Oak Common customers and individuals in the Old Oak Common area whose personal data we process, subject to certain conditions and exemptions.

Right of access. You have the right to request confirmation of whether we process your personal data and to access a copy of that data, along with information about how we use it.

Right to rectification. You can ask us to correct or complete your personal data if it is inaccurate or incomplete.

Right to erasure. In certain circumstances, you can ask us to delete your personal data, for example where it is no longer needed for the purposes for which it was collected or where you withdraw consent and we have no other lawful basis to continue processing.

Right to restriction of processing. You can ask us to restrict how we use your personal data in certain situations, for example while we are checking its accuracy or considering an objection you have raised.

Right to object. You can object to processing based on our legitimate interests where you believe your rights and interests outweigh our reasons for processing. We will stop processing unless we have compelling legitimate grounds or need to do so in relation to legal claims.

Right to data portability. In some cases, you have the right to receive personal data you provided to us in a structured, commonly used and machine readable format and to ask us to transfer it to another controller, where technically feasible.

Right to withdraw consent. Where we rely on consent, you can withdraw that consent at any time. This will not affect the lawfulness of any processing that took place before consent was withdrawn.

How to exercise your rights and complaints

If you wish to exercise any of your rights or have questions about how Gardeners Old Oak Common handles your personal data, you can contact us using the usual communication channels you use to arrange services with us in the Old Oak Common area.

You also have the right to raise a concern or lodge a complaint with the relevant data protection supervisory authority in the United Kingdom if you are unhappy with how we have used your personal data. We would, however, welcome the opportunity to address your concerns directly in the first instance.

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. Any changes will be effective when we publish the updated policy. We recommend that you review this page periodically to stay informed about how Gardeners Old Oak Common protects your personal data.