Gardeners Pimlico Privacy Policy
This Privacy Policy explains how Gardeners Pimlico collects, uses, stores and shares personal data about customers and prospective customers located in our service area. It applies to all individuals who request, use or are offered our gardening and related services, whether you contact us online, by message or in person.
We are committed to protecting your privacy and complying with the UK General Data Protection Regulation, the EU General Data Protection Regulation where applicable, and the Data Protection Act 2018. This Privacy Policy describes our data practices and your rights.
Personal data we collect
We only collect personal data that we need in order to provide and manage our services. The categories of personal data we may collect include:
Identification and contact details, such as your name, postal address, property address for the service, and any other contact details you choose to provide, such as messaging identifiers or online usernames.
Service and contract information, such as details of your garden or outdoor space, access instructions, service preferences, photographs of the garden where required for quoting or project planning, records of work performed, and communications about your bookings.
Billing and payment information, such as invoices we issue, payment status, and records of transactions. Where payments are processed through a third party, we do not receive or store full card details, but we may receive confirmation that a payment has been made, partial card details such as the last four digits, and payment method information.
Communication data, including messages you send to us, enquiries, complaints, feedback, and any notes we make when you contact us regarding our services.
Technical and usage data, where applicable, such as basic information about how you access our online information, including the date and time of contact and general device or browser information. We do not aim to identify you from this information alone, but in some circumstances it may be treated as personal data.
How we collect your personal data
We collect personal data directly from you when you contact us to request a quote, make a booking, ask a question, or otherwise interact with us about our services. This may be by telephone, online forms, messaging platforms or in person.
We may also collect personal data from third parties where you have authorised them to share your information with us, for example, if a letting agent, landlord, property manager or another family member arranges services at your property on your behalf.
Where we take photographs or notes at your property, we do so as part of our service planning and performance. We will avoid capturing identifiable images of individuals wherever reasonable.
Lawful bases for processing
We will only use your personal data where we have a lawful basis to do so. Depending on the context, we may rely on the following lawful bases:
Performance of a contract. We process your personal data to enter into and fulfil our agreement with you, including providing gardening services, arranging access, preparing quotes, and managing bookings and payments.
Legitimate interests. We may process your personal data where it is necessary for our legitimate business interests and where your interests and fundamental rights do not override those interests. This may include managing customer relationships, improving our services, keeping records of work done at a property, and responding to your enquiries.
Legal obligations. We may process your personal data where necessary to comply with our legal obligations, including tax, accounting and record keeping requirements, and in response to lawful requests from public authorities.
Consent. In limited cases we may ask for your consent, for example if we wish to use photographs of your garden for marketing or portfolio purposes in a way that could reasonably identify you or your property. Where we rely on consent, you can withdraw it at any time and we will stop that specific processing.
How we use your personal data
We use your personal data for the following purposes:
To provide and manage gardening and related services, including surveying your garden, recommending services, preparing quotes, scheduling and carrying out work, and following up as needed.
To manage our relationship with you, including handling enquiries, providing customer support, informing you of service changes, and communicating about your appointments.
To issue invoices, collect payments, and maintain accurate financial and service records.
To maintain safety and security, including verifying service locations and ensuring our team can safely access and work at your property.
To improve our services and operations, including internal training, quality control and troubleshooting issues reported by you.
To comply with legal and regulatory requirements, including responding to lawful requests from authorities and maintaining appropriate business records.
Data sharing and processors
We do not sell your personal data. We may share your personal data with trusted third parties that act as our processors or with other recipients where necessary. These may include:
Service providers who support our operations, such as IT and communications providers, data storage providers, payment processors, and bookkeeping or accounting support. These providers are required to protect your personal data and only process it according to our instructions.
Operational partners, such as subcontractors or specialist tradespeople, if they need limited information to carry out work at your property. We will share only what is necessary, such as your name, property address and service details.
Professional advisers, such as accountants, auditors or legal advisers, where they need access to information in order to provide their services to us and are subject to confidentiality obligations.
Public authorities, regulators, law enforcement or courts, where we are legally required to disclose personal data or where this is necessary to protect our rights, property or safety or those of others.
Where processors are located outside the United Kingdom or the European Economic Area, we will only transfer personal data where appropriate safeguards are in place, such as standard contractual clauses or another recognised safeguard, in accordance with 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 requirements.
In practice, this means that identification, contact and service data linked to your account or bookings are generally retained for as long as you remain a customer and for a period afterwards, typically up to six years, to comply with tax and contractual limitation periods.
Financial and transaction records are retained for the period required by law for accounting and tax purposes.
Communication data, such as routine messages and enquiries, may be kept for a shorter period where it is not needed for ongoing service, dispute resolution or legal purposes.
Where we rely on consent for specific uses, such as marketing photographs, we will retain that data until you withdraw your consent or it is no longer needed, whichever is earlier. When we no longer need personal data, we will securely delete or anonymise it.
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 may include restricted access to records, secure storage, use of reputable service providers, and staff awareness and guidance on handling personal data.
While we take reasonable steps to protect your data, no system can be guaranteed to be completely secure. You are also responsible for keeping any means of communication with us secure and notifying us if you suspect any unauthorised access to your information in communications relating to our services.
Your data protection rights
Under data protection law, you have a number of rights in relation to your personal data, subject to certain conditions and exemptions. These rights include:
Right of access. You have the right to request confirmation that we process your personal data and to receive a copy of that data, together with information about how we use it.
Right to rectification. You have the right to request that we correct or complete any personal data that is inaccurate or incomplete.
Right to erasure. In certain circumstances, you have the right to request that we delete your personal data. This is not an absolute right and may be limited where we need to retain data for legal or legitimate business reasons.
Right to restriction. You may request that we restrict the processing of your personal data in certain situations, for example while we verify its accuracy or consider an objection you have raised.
Right to object. You may object to processing based on our legitimate interests, on grounds relating to your particular situation. We will stop such processing unless we have compelling legitimate grounds or the processing is required for legal reasons.
Right to data portability. Where we process your personal data by automated means based on your consent or a contract, you may request that we provide the data to you in a commonly used, machine readable format or transmit it to another controller where technically feasible.
Right to withdraw consent. Where we rely on your consent, you may withdraw it at any time. This will not affect the lawfulness of processing that took place before consent was withdrawn.
You also have the right to lodge a complaint with the relevant supervisory authority if you are concerned about how we handle your personal data. We encourage you to contact us first so we can address your concerns wherever possible.
Scope of this policy and updates
This Privacy Policy applies to all Gardeners Pimlico customers and prospective customers in our service area, including home owners, tenants, landlords, property managers and businesses who engage us to provide gardening and related services.
We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements or data protection best practice. When we make significant changes, we will take reasonable steps to bring the updated policy to your attention. The date of the latest version will be indicated in the policy text or accompanying information.
By engaging with Gardeners Pimlico for any of our services, you acknowledge that you have read and understood this Privacy Policy and that your personal data will be processed as described in it, in accordance with applicable data protection laws.
