Privacy Policy

Gardeners Primrose Hill Privacy Policy

This Privacy Policy explains how Gardeners Primrose Hill collects, uses, stores and protects personal data relating to our customers in the Primrose Hill area. It also explains your rights under the UK General Data Protection Regulation and related data protection laws. By using our gardening services, you acknowledge that you have read and understood this Privacy Policy.

Scope of this Privacy Policy

This Privacy Policy applies to all Gardeners Primrose Hill customers and prospective customers in the Primrose Hill area, including individuals who make enquiries about our services, enter into contracts with us, or otherwise interact with us in relation to garden maintenance and related services.

Data Controller

For the purposes of data protection law, Gardeners Primrose Hill is the data controller in respect of the personal data that we collect and process about you. As data controller, we decide how and why your personal data is used in connection with our services.

Personal Data We Collect

We collect and process different types of personal data depending on how you interact with us. This may include the following categories of information.

Identification and contact information such as your name, postal address, billing address, and any contact details you choose to provide, such as a preferred communication channel.

Service and contract information such as details of your garden, type of property, requested services, access instructions, service frequency, quotations, invoices, and payment details necessary to complete transactions. We do not store full card numbers if you pay by card through a secure payment processor.

Communication information such as records of communications between you and Gardeners Primrose Hill, including notes from phone calls, messages, and any feedback or complaints that you submit.

Usage and technical information such as basic technical details about how you interact with our website, including approximate location derived from your device or browser settings, pages visited, and the date and time of your visits. This information is typically collected through standard website technologies.

Photography and site information where you provide or allow us to take photographs of your garden before and after work. These images may be linked to your customer record to help us plan, quote, and evidence completed work.

How We Collect Your Personal Data

We may collect your personal data directly from you when you contact us to request a quote, make a booking, provide instructions, or communicate with us in any way. We may also collect information when you visit our website or social media pages, or when you respond to any marketing or promotional materials. In addition, we may receive information about you from third parties, such as payment service providers or online platforms where we advertise our services, where this is necessary to process your booking or enquiry.

Lawful Bases for Processing

We must have a lawful basis to process your personal data. Gardeners Primrose Hill relies on the following lawful bases.

Performance of a contract to provide gardening services to you or to take steps at your request before entering into a contract, such as providing quotes or scheduling visits.

Legitimate interests to manage and improve our services, operate our business, handle customer enquiries, and maintain appropriate records. When relying on legitimate interests, we consider your rights and reasonable expectations and only process data that is necessary and proportionate.

Legal obligations to comply with applicable laws, including tax, accounting, and consumer protection laws. This may require us to retain certain records for defined periods.

Consent where required by law for specific activities, such as certain forms of direct marketing. Where we rely on consent, you can withdraw your consent at any time, and we will cease processing that data for the relevant purpose.

How We Use Your Personal Data

We use your personal data for the following purposes.

To provide and manage our gardening services, including processing enquiries, arranging site visits, preparing quotes, performing agreed work, issuing invoices, taking payments, and arranging follow up visits or maintenance.

To communicate with you about our services, such as confirming appointments, responding to enquiries, notifying you of changes or updates to our services, and handling feedback or complaints.

To manage our business operations, including internal administration, record keeping, quality control, training, and to help ensure the security and reliability of our systems and services.

To comply with legal and regulatory obligations, such as maintaining financial records and cooperating with lawful requests from competent authorities.

To conduct limited and proportionate marketing activities, where permitted by law, to inform you about services that may be relevant to you as an existing or previous customer. You can opt out of marketing at any time.

Data Retention

We retain your personal data only for as long as is reasonably necessary for the purposes described in this Privacy Policy and to comply with our legal obligations. Retention periods may vary depending on the type of data and applicable legal requirements.

Customer and contract records, including service history and invoices, are typically retained for up to six years after the end of the relevant financial year, to comply with tax and accounting obligations and to handle any potential legal claims.

Enquiry records where no contract is formed are retained for a shorter period that allows us to respond to follow up queries and monitor service demand, after which they are securely deleted or anonymised.

Marketing preferences and contact details used for marketing are kept until you opt out of marketing or until we determine that you are no longer actively engaging with our communications, at which point we will remove you from our marketing lists.

At the end of the relevant retention period, personal data will be securely deleted, anonymised, or archived in a way that no longer allows it to be linked to you.

Data Processors and Sharing

We may share your personal data with carefully selected third parties who act as data processors on our behalf. These processors are engaged under written contracts that require them to use your data only in accordance with our instructions and to implement appropriate security measures.

Such processors may include payment service providers for processing card or online payments, cloud based software providers for customer and booking management, and information technology and hosting providers that support our website and internal systems.

We may also share data where required by law, for example with tax authorities or law enforcement bodies, or where necessary to establish, exercise, or defend legal claims.

We do not sell your personal data to third parties. We do not transfer your personal data outside the United Kingdom or European Economic Area unless appropriate safeguards are in place to protect your information in accordance with data protection laws.

Security of Your Personal Data

Gardeners Primrose Hill takes the security of your personal data seriously. We implement appropriate technical and organisational measures designed to protect your data against unauthorised access, accidental loss, destruction, or damage. These measures include restricted access to customer records, the use of secure systems and passwords, and training for staff and contractors who handle personal data.

Your Data Protection Rights

As a data subject, you have a number of rights in relation to the personal data that we hold about you, subject to certain conditions and legal limitations.

You have the right to access your personal data and to receive a copy of the information we hold about you, together with an explanation of how we use it.

You have the right to request correction of inaccurate or incomplete personal data to help ensure that the information we hold is up to date and accurate.

You have the right to request erasure of your personal data in certain circumstances, for example where the data is no longer needed for the purposes for which it was collected or where you withdraw consent and there is no other lawful basis for processing.

You have the right to request restriction of processing of your personal data in certain cases, such as when the accuracy of the data is contested or you object to our processing.

You have the right to object to processing that is based on our legitimate interests, including any direct marketing activities. We will stop processing unless we can demonstrate compelling legitimate grounds which override your interests and rights, or where processing is required in connection with legal claims.

You have the right to data portability in relation to certain data that you have provided to us, which allows you to request that we provide it to you or to another controller in a structured, commonly used, and machine readable format where this is technically feasible.

If you wish to exercise any of these rights, you can contact us using your usual communication channels with Gardeners Primrose Hill. We may need to verify your identity before responding to your request and will respond within the time limits set by law.

Complaints

If you are concerned about how Gardeners Primrose Hill handles your personal data, you can contact us to raise your concerns and we will do our best to resolve the matter. You also have the right to lodge a complaint with the relevant data protection supervisory authority in the United Kingdom if you believe your data protection rights have been infringed.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or how we process personal data. Any updates will be effective from the date they are published. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data.