Privacy Policy
Gardeners Paddington Privacy Policy
This Privacy Policy explains how Gardeners Paddington collects, uses, shares and protects personal data relating to customers in our service area. It also explains your rights under the UK General Data Protection Regulation and the Data Protection Act 2018. This policy applies to all Gardeners Paddington customers within our operating area, regardless of how you contact us or use our services.
Who we are and scope of this policy
Gardeners Paddington is a gardening and outdoor maintenance service provider operating in the Paddington area and surrounding neighbourhoods. For the purposes of data protection law, Gardeners Paddington is the data controller for the personal data described in this Privacy Policy.
This policy applies to personal data we collect from customers, prospective customers and individuals who contact us about our services in our local service area.
Personal data we collect
We may collect and process the following categories of personal data about you:
Identification and contact details: name, postal address, service address, billing address, and other basic contact details you choose to provide.
Service and account information: details of your gardening or maintenance requirements, property access notes, visit history, quotations, bookings, invoices, payments, and records of services provided.
Communication data: information from your enquiries, feedback or complaints, including records of communications by phone, text, messaging services or post.
Financial data: limited payment-related information necessary to process payments such as payment status and method. We do not store full card details where card payments are processed by a secure payment provider.
Technical and usage data: limited technical data such as date and time of your visits to our website or digital platforms, pages viewed, and basic device or browser information. This may be collected through cookies or similar technologies where applicable and permitted by law.
How we use your personal data and lawful bases
We will only use your personal data when the law allows us to. We rely on the following lawful bases:
Performance of a contract: to provide our gardening and maintenance services to you, including responding to enquiries, providing quotations, managing bookings, delivering services at your property, issuing invoices and processing payments.
Legitimate interests: to manage and improve our services, to communicate with you about ongoing or upcoming work, to keep records for business planning and quality control, to protect our staff and property, and to handle queries or complaints. When relying on legitimate interests, we balance our interests against your rights and freedoms.
Legal obligations: to comply with legal and regulatory requirements, including tax, accounting and record-keeping obligations, and to respond to lawful requests from public authorities.
Consent: in limited cases, where we wish to send you marketing communications about our services that go beyond what is necessary for our existing relationship, we may rely on your consent. You can withdraw your consent at any time by contacting us or using any unsubscribe option we provide.
Data retention and storage
We keep your personal data only for as long as is reasonably necessary for the purposes set out in this Privacy Policy and to meet any legal, accounting or reporting requirements.
Service and account records are generally kept for a period that allows us to manage our relationship with you, handle any queries or disputes, and comply with our legal obligations. In most cases, financial and invoicing records will be retained for a minimum period required by tax and accounting laws.
Where we no longer need your personal data, we will delete or anonymise it so that it can no longer be associated with you.
Data processors and third party recipients
We may share your personal data with trusted third parties who act as data processors on our behalf. These service providers are only permitted to process your data in accordance with our instructions and for the purposes described in this Privacy Policy. They must also implement appropriate technical and organisational measures to protect your data.
Such processors may include:
Payment processing providers to securely process card or electronic payments.
Accounting and invoicing service providers who assist with our financial administration.
IT and cloud service providers who host or support our systems and data storage.
Communication service providers who enable us to send service-related messages or notifications.
We may also share personal data with professional advisers such as accountants or legal professionals, where necessary for legitimate business or legal purposes, and with public authorities or regulators when required to comply with the law.
International data transfers
Where any of our service providers or their systems are located outside the United Kingdom or the European Economic Area, we will ensure that appropriate safeguards are in place to protect your personal data, such as standard contractual clauses or other lawful transfer mechanisms required by data protection law.
How we protect your data
We take the security of your personal data seriously. We use appropriate technical and organisational measures to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access.
These measures may include access controls, secure storage, encryption where appropriate, staff training, and regular review of our data handling practices. While no system is completely secure, we work to ensure that the level of security is appropriate to the risks involved.
Your data protection rights
Under data protection law, you have a number of rights in relation to your personal data. These include:
Right of access: you can request confirmation that we process your personal data and ask for a copy of the data we hold about you.
Right to rectification: you can ask us to correct or update any inaccurate or incomplete personal data.
Right to erasure: in certain circumstances, you can request that we delete your personal data, for example where it is no longer needed for the purpose for which it was collected. This right is subject to legal and contractual limitations.
Right to restriction of processing: you can ask us to restrict the use of your personal data in certain situations, for example while we investigate a concern you raise about accuracy.
Right to data portability: in some cases, you can ask us to provide your personal data in a structured, commonly used and machine-readable format, and to transmit it to another controller where technically feasible.
Right to object: you can object to our processing of your personal data where we rely on legitimate interests as our lawful basis. We will stop processing your data unless we can demonstrate compelling legitimate grounds that override your interests, rights and freedoms, or where processing is required for legal claims.
Right to withdraw consent: where we rely on your consent, you can withdraw it at any time. This will not affect the lawfulness of processing based on consent before it was withdrawn.
You also have the right to lodge a complaint with the data protection supervisory authority if you believe your data protection rights have been infringed.
Marketing communications
We may contact you with information about our services that is relevant to you as an existing or recent customer, based on our legitimate interests. You can ask us to stop sending marketing communications at any time by contacting us or by using any opt-out mechanism provided in the communication.
Where consent is required for certain types of marketing, we will only send such communications if you have given your consent, which you can withdraw at any time.
Children
Our services are intended for adult customers. We do not knowingly collect personal data relating to children for the purpose of providing our gardening and maintenance services.
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 from the date of publication of the updated policy.
We encourage you to review this Privacy Policy periodically so that you remain informed about how we protect your personal data.
