Privacy Policy
Gardeners Chiswick Privacy Policy
This Privacy Policy explains how Gardeners Chiswick collects, uses, stores and protects personal data of its customers. It applies to all Gardeners Chiswick customers in our service area, whether you contact us online, by post, or in person, and whether you are a private individual, landlord, tenant, or business client.
We are committed to complying with the United Kingdom General Data Protection Regulation and the Data Protection Act 2018. We only collect and process personal data where we have a clear and lawful basis, and we handle that data in a way that is fair, transparent, and secure.
Personal data we collect
We may collect and process the following categories of personal data about you when you engage with Gardeners Chiswick or use our services:
Identification and contact details, such as your name, postal address, service address, and any contact details you choose to share with us, such as online contact details.
Service information, such as details of the gardening or related services you request, site access information, photographs of the garden or outdoor area taken to plan or evidence work, appointment dates and times, and notes about your preferences or specific instructions.
Billing and payment information, such as records of services provided, amounts charged, payment status, and a basic record of how you paid. We do not store full card numbers or security codes when you pay by card, although our payment processors may do so in line with their own data protection responsibilities.
Communications data, such as records of enquiries, quotes, complaints, feedback, and any correspondence you have with us.
Technical or usage data, such as limited information about how you use our website or online tools, including basic device and browser details and general analytics data. We aim to collect only what is necessary to operate and improve our services.
Lawful bases for processing your data
We rely on one or more of the following lawful bases to process your personal data:
Performance of a contract. We process your personal data when it is necessary to take steps at your request before entering into a contract or to fulfil a contract for gardening or related services. This includes creating quotes, booking appointments, attending your property, and issuing invoices.
Legitimate interests. We may process your data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights and freedoms. Examples include improving our services, keeping records of past work for quality control, and maintaining basic contact details for existing customers who may reasonably expect follow-up contact about similar services.
Legal obligations. We process some data because we are required to do so by law, for example for tax and accounting rules, record keeping, and responding to lawful requests from competent authorities.
Consent. In limited situations we rely on your consent, for example where we wish to send you certain types of marketing messages that you are not already expecting, or where we wish to use photographs of your garden for promotional purposes that could reasonably be linked back to you. When we rely on consent, you can withdraw it at any time.
How we use your personal data
We use your personal data to provide and manage gardening and related services, including assessing your requirements, preparing quotes, scheduling and delivering work, and keeping you informed about appointments and access arrangements.
We use your data to manage payments, invoicing, and customer accounts, and to comply with our financial and tax obligations. We also use data to respond to your enquiries, handle complaints, gather feedback, and improve the quality and efficiency of our services.
Where you have given your consent or where permitted by law, we may use your contact details to send you updates about services, seasonal offers, or useful information relating to garden care and maintenance. You can ask us to stop such messages at any time.
Data sharing and processors
We do not sell your personal data. We share it only when necessary, as described in this Privacy Policy.
We may share your personal data with trusted third parties who act as data processors on our behalf. These include payment processing providers, bookkeeping or accounting services, customer management or scheduling tools, and providers of cloud storage or email services. These processors are only permitted to use your personal data in line with our instructions and for the purposes specified in a written contract. They must protect your data to standards that are no less protective than our own.
We may also share your data with independent professional advisers, such as accountants or legal advisers, when needed to meet our legal obligations or to protect our rights. In rare cases, we may share information with law enforcement or regulatory authorities where required by law or where necessary to prevent or detect crime or fraud.
International transfers
Some of our service providers or their systems may be located outside the United Kingdom. Where personal data is transferred internationally, we take steps to ensure that an adequate level of protection is in place, for example by relying on adequacy regulations or appropriate safeguards recognised under data protection law.
Data retention
We keep your personal data only for as long as necessary for the purposes for which it was collected, and to meet any legal, accounting, or reporting obligations.
Customer and service records are usually kept while you remain an active customer and for a reasonable period afterwards, for example to handle any questions about past work or to rebook services you have previously received. Financial and invoicing records are retained for a period required by tax and accounting legislation.
Where we rely on your consent, for example for marketing communications or the use of photographs of your garden, we keep the relevant data until you withdraw consent or until it is no longer needed, whichever comes first. When we no longer need your data, we will delete it or anonymise it in a secure manner.
Your data protection rights
You have several rights in relation to your personal data under data protection law. These rights apply to all Gardeners Chiswick customers in our service area, subject to certain legal limitations and exemptions.
You have the right to be informed about how we use your personal data, which is one of the purposes of this Privacy Policy. You also have the right to request access to the personal data we hold about you and to receive a copy of that data in most cases.
You have the right to request that we rectify any inaccurate or incomplete personal data we hold about you. In some situations, you may have the right to request that we erase your personal data, or to request restriction of processing, for example where you believe the data is inaccurate or where you object to our processing.
You have the right to object to certain types of processing, including processing based on our legitimate interests and processing for direct marketing. Where we rely on your consent to process your data, you have the right to withdraw that consent at any time, without affecting the lawfulness of processing carried out before withdrawal.
You may have the right to data portability, which allows you to receive certain personal data in a structured, commonly used, machine readable format and to transmit that data to another controller where technically feasible.
If you wish to exercise any of these rights, please contact us using the contact details available on our website or other official communications. We may need to verify your identity before responding to your request. We will respond within the time limits set by data protection law.
Security of your data
We take appropriate technical and organisational measures to protect your personal data against unauthorised access, disclosure, alteration, or destruction. These measures include limiting access to personal data to people who need it to perform their role, using secure systems for storing data, and ensuring that our processors are subject to suitable contractual obligations.
Updates to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, our internal practices, or applicable laws. When we make significant changes, we will take reasonable steps to inform you, for example by updating the version published on our website. The date of the most recent update will be stated in the policy text.
By continuing to use Gardeners Chiswick services after an updated version of this Privacy Policy has been made available, you acknowledge that you have read and understood the updated terms.
