Gardeners Richmond Privacy Policy
This Privacy Policy explains how Gardeners Richmond collects, uses, stores and shares personal data relating to customers and prospective customers within our service area. It also explains your rights under applicable data protection law, including the UK General Data Protection Regulation and the Data Protection Act 2018.
By engaging Gardeners Richmond to provide gardening or related services, or by contacting us to request information or a quote, you acknowledge that you have read and understood this Privacy Policy.
Who This Policy Applies To
This Privacy Policy applies to all Gardeners Richmond customers and prospective customers located within the areas in which we offer our services. It covers personal data that we collect directly from you, that is generated when we provide our services, and that we receive from third parties in connection with providing those services.
Types of Personal Data We Collect
We may collect and process the following categories of personal data about you, depending on how you interact with us and which services you use:
Identification and contact details, such as your name, postal address, service address, billing address, and any other contact information you choose to provide. Account and communication details, such as information about your enquiries, service preferences, instructions, feedback and any communications between you and Gardeners Richmond. Service and transaction information, such as details of the services you have requested or received, dates and times of visits, access instructions, invoices, payments made, payment method details excluding full card numbers which are not stored by us, and records of issues or complaints. Technical and usage information, such as information about how you contacted us, including date and time of calls or messages, and basic device or browser details where these are technically logged by our systems. Location and property information, such as the location and type of your garden or outdoor space, photographs you provide for quotation or planning purposes, and notes relating to access routes, safety considerations and site-specific requirements.
How We Collect Your Personal Data
We collect personal data in several ways.
Directly from you when you contact Gardeners Richmond to request information, a quote or a booking. This can be by phone, in person, by post or using any online or digital contact forms you choose to use. During the provision of services when we visit and work at your property, including notes we make to plan and deliver the agreed services safely and effectively. From payment providers or financial institutions in order to process your payments and manage any refunds or chargebacks. From third parties where this is necessary to provide our services, such as property managers, landlords or letting agents who book services on your behalf and provide your contact or property details.
Purposes and Lawful Bases for Processing
We process your personal data only where we have a lawful basis to do so. The main purposes and lawful bases are:
To provide our services to you. We use your personal data to set up and manage your bookings, attend your property, carry out the requested gardening services, issue invoices and handle payments. The lawful basis is performance of a contract or taking steps at your request before entering into a contract. To communicate with you. We use your contact details to respond to your enquiries, send quotes, confirm bookings, notify you of changes or cancellations, and respond to feedback or complaints. The lawful basis is performance of a contract and our legitimate interests in managing our business and customer relationships. For business administration. We process data for internal record keeping, accounting, tax and audit purposes, and to manage our workforce and equipment in order to provide services efficiently. The lawful bases are legal obligations we are subject to and our legitimate interests in running Gardeners Richmond as a business. To improve and develop our services. We may analyse aggregated information about the services provided, typical visit frequencies and customer preferences to improve our offerings and plan resources. The lawful basis is our legitimate interests in developing and improving our services. To comply with the law. We may process and share your data where necessary to comply with legal or regulatory obligations, to respond to lawful requests from authorities, or to establish, exercise or defend legal claims.
Where we rely on legitimate interests, we balance those interests against your rights and freedoms and only process personal data where those interests are not overridden by your data protection rights.
Data Retention
Gardeners Richmond retains personal data only for as long as necessary for the purposes for which it was collected, including to meet legal, accounting and reporting requirements.
Customer account and service records are generally kept for up to seven years after the end of the customer relationship. This period reflects our legal obligations in relation to tax and financial record keeping. Communication records and correspondence related to queries or complaints may be retained for as long as needed to resolve the issue and for a reasonable period afterwards in case of follow up or legal requirements. Quotation records where services are not taken up may be kept for a limited period so that we can respond to follow up enquiries and keep track of previous quotes.
When personal data is no longer required, we will securely delete or anonymise it so that it can no longer be linked to you.
Data Sharing and Processors
We do not sell your personal data. We may share your data with trusted third parties who act as data processors on our behalf. These processors are only permitted to use your data in accordance with our instructions and where they can demonstrate appropriate technical and organisational security measures.
Categories of processors we may use include service delivery partners who support us in providing gardening services where additional specialised skills or equipment are needed, payment processing providers that handle card or electronic payments and associated verification and security checks, professional advisers such as accountants or legal advisers who support us in meeting our regulatory and compliance obligations and in managing disputes, and information technology and administrative support providers who supply scheduling, record keeping or communication systems.
We may also need to share personal data with other third parties where required by law or where strictly necessary for the establishment, exercise or defence of legal claims.
International Data Transfers
Where any of our processors or service providers transfer or store personal data outside the United Kingdom, we take steps to ensure that your data remains protected in line with data protection law. This may include ensuring that the destination country has been recognised as providing an adequate level of protection, or putting in place appropriate safeguards such as standard contractual clauses approved by relevant authorities.
Security of Your Personal Data
Gardeners Richmond takes the security of your personal data seriously. We use appropriate technical and organisational measures to protect your data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access.
Measures include limiting access to personal data to personnel who need access for their role, using secure methods to store records and manage access, and ensuring that our processors implement comparable security measures. While we take reasonable steps to protect your data, no system can be completely secure, and you should take care with how you share your own information, especially via public or unsecured networks.
Your Data Protection Rights
Under data protection law, you have several rights in relation to your personal data processed by Gardeners Richmond. These rights may be subject to certain conditions and legal limitations.
Right of access. You can ask for confirmation about whether we process your personal data and request a copy of that data. Right to rectification. You can ask us to correct inaccurate personal data and to complete incomplete information. Right to erasure. You can request that we delete your personal data where there is no compelling reason for us to continue processing it, for example where it is no longer needed for the original purpose and we have no legal obligation to retain it. Right to restriction. You can ask us to restrict the processing of your data in certain circumstances, such as while we are checking its accuracy or considering an objection you have raised. Right to object. You can object to processing based on our legitimate interests where you believe your rights and interests override ours. We will stop processing unless we can demonstrate compelling legitimate grounds or the processing is needed for legal claims. Right to data portability. Where processing is based on your consent or on a contract and is carried out by automated means, you may request that we provide you with your personal data in a structured, commonly used and machine readable format, or that we transmit it to another controller where technically feasible.
You also have the right to lodge a complaint with the relevant data protection supervisory authority if you believe your data has been processed unlawfully. We encourage you to contact Gardeners Richmond first so that we can address your concerns directly where possible.
Updates to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, business practices or legal obligations. Any changes will take effect from the date of publication of the updated policy. We recommend that you review this Privacy Policy periodically to remain informed about how Gardeners Richmond uses and protects your personal data.
