Privacy Policy

Gardeners Hackney Wick Privacy Policy

This Privacy Policy explains how Gardeners Hackney Wick collects, uses, stores and protects personal data about its customers in the Hackney Wick area. It also explains your rights under the UK General Data Protection Regulation and related data protection laws. This Privacy Policy applies to all Gardeners Hackney Wick customers and prospective customers in the Hackney Wick area who use our gardening and related services.

Who this Privacy Policy applies to

This Privacy Policy applies to individuals in the Hackney Wick area who contact Gardeners Hackney Wick, request a quote, enter into a contract for services, receive services, or otherwise interact with us as customers or potential customers. By engaging with our services, you acknowledge that you have read and understood this Privacy Policy.

Types of personal data we collect

We collect only the personal data that we need to provide and manage our services. The information we may collect includes:

Identification and contact details, such as your name, home address or garden address, and the general area in which you live. Service and contract information, such as details of the services you request, site notes, visit dates and times, and any instructions you give us about your property. Communication records, such as information you provide when you contact us, request a quote, give feedback, or make a complaint. Billing and payment information, such as records of payments received and amounts due. We do not directly store full payment card numbers or security codes where payments are processed securely by third party payment providers.

You may choose to provide additional details that help us carry out the work safely and effectively, such as access arrangements or relevant information about your garden. We only use this information for the purposes described in this Privacy Policy.

How we collect personal data

We collect personal data in several ways:

Directly from you when you contact us to request information or a quote, when you book or receive services, or when you communicate with us by any means. Through our day to day service delivery when we visit your property, carry out work, or otherwise interact with you as part of a contract or prospective contract. From limited third party sources where necessary for our services, such as payment service providers who confirm that a payment has been made, or business tools we use to manage bookings and customer records.

Lawful basis for processing your personal data

We only process your personal data where we have a lawful basis to do so under the UK General Data Protection Regulation. Depending on the circumstances, we rely on the following lawful bases:

Performance of a contract. We need to process your personal data to provide quotations, accept bookings, deliver gardening services, manage appointments, and handle billing and payment in relation to a contract or potential contract between you and Gardeners Hackney Wick.

Legitimate interests. We may process your personal data where it is necessary for our legitimate business interests, and where these interests are not overridden by your rights and interests. This includes managing our relationship with you, scheduling work efficiently, improving our services, and keeping appropriate business records.

Legal obligations. We may process and retain certain information where necessary to comply with legal obligations, such as tax and accounting rules.

Consent. In limited cases, we may ask for your consent, for example where we wish to send you certain types of optional marketing communications. Where we rely on consent, you can withdraw it at any time.

How we use your personal data

We use the personal data we collect for the following purposes:

To provide quotations and respond to your enquiries about our services. To set up, manage and fulfil contracts for gardening and related services. To schedule visits, plan work, and communicate with you about appointments or changes. To keep internal records of the work we have done for you, including before and after notes that help us maintain your garden over time. To manage invoicing, receive payments, and maintain financial records. To handle feedback, queries and complaints, and to improve the quality and safety of our services. To comply with legal and regulatory requirements that apply to our business.

Data processors and third party service providers

Gardeners Hackney Wick may use carefully selected third party service providers to help run our business and deliver services. These organisations may act as data processors and process your personal data on our behalf and under our instructions. Examples include providers of business administration tools, booking or calendar systems, accounting or invoicing software, and secure payment processing services.

We only share personal data with processors where it is necessary for them to provide their services to us. We ensure that appropriate data protection obligations are placed on these organisations, including requirements to keep your data secure, to use it only for the agreed purposes, and to delete or return it when no longer needed.

We do not sell your personal data to any third party. We also do not share your personal data with third parties for their own independent marketing purposes.

Data retention and storage

We keep your personal data only for as long as necessary for the purposes for which it was collected, including to meet any legal, accounting or reporting requirements.

In general, we keep core customer and service records for as long as you remain a customer of Gardeners Hackney Wick and for a reasonable period afterwards in case of queries or complaints. Financial records, including invoices and basic transaction data, are usually retained for a period required by law for tax and accounting purposes.

When personal data is no longer needed, we take steps to delete it or anonymise it so that it can no longer be linked back to you.

Data security

We take appropriate technical and organisational measures to protect your personal data against accidental or unlawful destruction, loss, alteration, disclosure or access. These measures include restricting access to personal data to individuals who need it for their role, using secure systems provided by reputable suppliers, and keeping our records organised and up to date.

While we take reasonable steps to keep your data safe, no method of transmission or storage can be guaranteed to be completely secure. We therefore encourage you to take care when providing personal data and to contact us if you believe your data may have been compromised.

Your data protection rights

As a customer of Gardeners Hackney Wick in the Hackney Wick area, you have a number of rights under data protection law in relation to the personal data we hold about you. These rights include:

Right of access. You can request confirmation of whether we process your personal data and ask for a copy of that data, together with certain information about how we use it.

Right to rectification. You can ask us to correct any inaccurate or incomplete personal data we hold about you.

Right to erasure. In some circumstances, you can ask us to delete your personal data, for example where it is no longer needed for the purposes for which it was collected and we have no legal obligation to retain it.

Right to restriction. You can ask us to restrict the processing of your personal data in certain situations, such as while we are investigating a concern you have raised about its accuracy.

Right to object. You can object to our processing of your personal data where we rely on legitimate interests as our lawful basis, particularly where the processing relates to direct marketing.

Right to data portability. In some circumstances, you can request that we provide personal data you have given us in a structured, commonly used and machine readable format so that you can reuse it or share it with another organisation.

Where we rely on your consent to process your personal data, you have the right to withdraw that consent at any time. Withdrawing consent will not affect the lawfulness of any processing carried out before the withdrawal.

How to exercise your rights or raise a concern

If you wish to exercise any of your data protection rights, or if you have any questions or concerns about how Gardeners Hackney Wick uses your personal data, you can contact us using the usual contact details you use to reach us as a customer. We may need to verify your identity before responding to certain requests, to help ensure that personal data is not disclosed to anyone who is not entitled to receive it.

You also have the right to lodge a complaint with your data protection supervisory authority if you are unhappy with how we handle your personal data. We would, however, appreciate the opportunity to address your concerns directly in the first instance.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, our business practices, or applicable laws. When we make changes, we will revise the date of the update and take appropriate steps to inform you of any significant changes that affect you. We encourage you to review this Privacy Policy periodically to stay informed about how we use and protect your personal data as a customer of Gardeners Hackney Wick in the Hackney Wick area.