Privacy Policy - Gardeners Old Malden

Gardeners Old Malden is committed to protecting the privacy and personal data of every customer. This Privacy Policy explains how personal information is collected, used, stored, shared, and protected when services are requested or delivered. It applies to all Gardeners Old Malden customers in the area, including individuals, households, landlords, and business clients who engage gardening services locally.

This policy is written to reflect the requirements of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. It sets out the basis on which personal data is processed, how long data is retained, the types of third parties who may process data on our behalf, and the rights available to individuals.

1. Information We Collect

Gardeners Old Malden collects only the information necessary to arrange, provide, and manage gardening services. The data collected may include:

Identity details such as name and title;
Contact details such as address and telephone number;
Service details including property access notes, garden preferences, and requested work;
Billing information such as invoices, payment records, and transaction references;
Communication records such as emails, messages, and service enquiries;
Technical data if a website form or digital booking system is used, such as device or browser information;
Special instructions relevant to service delivery, for example access arrangements or safety notes.

We do not seek to collect unnecessary personal information. Any data provided voluntarily that is not required for service delivery will be handled with the same care and in accordance with this policy.

2. How We Use Personal Data

Personal data is used for legitimate business purposes connected to gardening services. These purposes include:

responding to enquiries and preparing quotations;
booking and delivering gardening services;
managing customer accounts and records;
issuing invoices and processing payments;
sending service updates, reminders, or follow-up messages;
handling complaints, disputes, or service issues;
meeting legal, tax, accounting, and insurance obligations;
improving service quality and customer experience.

Gardeners Old Malden will only use personal data in ways that are fair, transparent, and proportionate to the services provided.

3. Lawful Basis for Processing

Under GDPR, personal data must be processed on a lawful basis. Gardeners Old Malden relies on the following lawful bases:

Contract

Most processing is necessary to enter into or perform a contract with a customer. This includes preparing quotes, arranging visits, carrying out gardening work, and managing payment and service records.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided these interests are not overridden by the rights and freedoms of the individual. Examples include keeping accurate records, improving services, and managing customer communications.

Legal Obligation

Some information must be retained or processed to comply with legal obligations, including tax records, accounting requirements, and insurance-related documentation.

Consent

Where consent is required, such as for optional marketing communications or non-essential data use, it will be obtained clearly and may be withdrawn at any time.

4. Sharing Data and Processors

Gardeners Old Malden may share personal data with trusted third-party service providers who process information on our behalf. These parties are known as processors. They are only permitted to use the data according to our instructions and appropriate contractual safeguards.

Processors may include:

Accounting or bookkeeping providers used to manage invoices, receipts, and tax records;
Payment service providers used to handle card or electronic payments;
IT and data storage providers used to host systems, back up records, or support digital administration;
Communication service providers used to send booking confirmations or service messages;
Professional advisers such as insurers, legal advisers, or auditors where required.

We do not sell personal data. We do not disclose customer information to unrelated third parties unless required to do so by law, to protect legal rights, or to provide a service the customer has requested.

5. Data Retention

Personal data is retained only for as long as necessary for the purpose for which it was collected. Retention periods are determined by service needs, legal obligations, and record-keeping requirements.

Customer service records are typically kept for the period needed to administer the service relationship and resolve any queries.
Financial and tax records may be retained for the period required by law, usually up to six years in the UK for accounting purposes.
Communication records may be retained for a reasonable period to support service continuity and issue resolution.
Inactive or unnecessary information is deleted or securely anonymised when it is no longer needed.

Where data is no longer required, it is deleted safely or anonymised so that individuals can no longer be identified.

6. Data Security

Gardeners Old Malden uses reasonable technical and organisational measures to protect personal data from unauthorised access, loss, alteration, or disclosure. These measures may include secure storage, access controls, password protection, and restricted data access.

While no method of transmission or storage is entirely risk-free, we aim to maintain a level of security appropriate to the type of information processed and the potential risks involved.

7. Your Rights

Individuals whose data is processed by Gardeners Old Malden have rights under data protection law. These rights may include:

The right to be informed about how data is used;
The right of access to obtain a copy of personal data;
The right to rectification to correct inaccurate or incomplete data;
The right to erasure in certain circumstances;
The right to restrict processing in certain situations;
The right to object to processing based on legitimate interests or direct marketing;
The right to data portability where applicable;
The right to withdraw consent where processing is based on consent.

Requests relating to these rights will be handled in accordance with applicable law. In some cases, legal obligations may mean that certain information must be retained even where deletion is requested.

8. Children's Data

Gardeners Old Malden does not intentionally collect personal data from children. Services are intended for adults responsible for properties and gardening arrangements. If we become aware that data has been collected from a child without appropriate authority, we will take steps to delete or protect it as required.

9. International Transfers

Where any processor stores or handles data outside the United Kingdom, appropriate safeguards will be used to protect personal information. These safeguards may include adequacy regulations, standard contractual clauses, or equivalent lawful transfer mechanisms.

10. Changes to This Privacy Policy

This Privacy Policy may be updated from time to time to reflect legal, operational, or service-related changes. The latest version will apply to all Gardeners Old Malden customers in the area from the date it is published or made available. Continued use of services after changes take effect will be treated as acknowledgment of the updated terms where permitted by law.

11. Summary of Our Commitment

Gardeners Old Malden collects only the personal data needed to provide gardening services, uses it lawfully, keeps it secure, and retains it only for as long as necessary. We work with trusted processors under proper safeguards and respect the rights of every customer. Our approach is based on transparency, fairness, and accountability, so customers can feel confident that their information is treated responsibly.

By engaging our services, customers in the area can expect their personal data to be handled in line with this Privacy Policy and applicable data protection law.