Privacy Policy - Gardeners Kenley

Gardeners Kenley is committed to protecting the privacy and personal data of all customers in the Kenley area and surrounding local service area. This Privacy Policy explains how we collect, use, store, share, and protect personal information in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. It applies to all Gardeners Kenley customers in area, including current, former, and prospective customers who enquire about or receive gardening services.

We believe privacy should be clear, fair, and transparent. This policy is written to explain what information we handle, why we handle it, how long we keep it, and what rights you have over it. By using our services or making an enquiry, you should understand how your data may be processed. We only collect and use personal data where there is a valid legal reason to do so and we take reasonable steps to keep it secure.

1. Information We Collect

We collect only the information needed to provide our gardening services, manage customer relationships, and operate our business efficiently. The types of personal data we may collect include:

Identity details such as your name, and where relevant the name of an authorised contact at your property.
Contact details including your address, telephone number, and email address.
Service information such as details of the gardening work requested, property access notes, preferred service times, and service history.
Billing and payment information including invoice records, payment status, and transaction references.
Communication records such as emails, messages, call notes, and any feedback or complaint details.
Technical data if you interact with digital services, such as basic device or usage information collected through standard website or email tools.

We do not intentionally collect special category data unless you choose to provide it and it is necessary for a specific lawful purpose. Special category data includes information about health, religion, ethnic origin, or similar sensitive matters. If such information is ever shared with us, it will be handled with additional care and only where appropriate and lawful.

2. How We Use Personal Data

Gardeners Kenley uses personal data for the following purposes:

To respond to enquiries and provide quotations.
To arrange, deliver, and manage gardening services.
To communicate about appointments, changes, and service updates.
To issue invoices, record payments, and maintain business accounts.
To handle complaints, requests, and after-service follow-up.
To maintain records for legal, tax, and insurance purposes.
To improve our services, reliability, and customer experience.
To protect against fraud, misuse, or security incidents.

We will only use your personal data for the purposes set out in this policy or for purposes that are compatible with them. We do not sell personal data.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process personal data. Gardeners Kenley relies on the following lawful bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes providing quotations, delivering gardening services, managing bookings, and handling payment-related administration.

Legal Obligation

We may process and retain certain information to meet legal requirements, such as accounting records, tax obligations, and evidence needed for insurance or regulatory compliance.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights and freedoms. Examples include managing service records, preventing fraud, maintaining security, and improving our business operations. When relying on this basis, we consider whether the processing is necessary, proportionate, and fair.

Consent

In limited situations, we may ask for your consent, for example if we need to use certain optional information or send communications that require permission. Where consent is used, you can withdraw it at any time.

4. Data Sharing and Processors

We may share personal data with trusted third parties who help us run our business. These organisations act as processors when they process data on our instructions. They may include:

Bookkeeping or accounting providers.
Payment processing services.
Email or communication service providers.
IT support, data storage, and security service providers.
Professional advisers such as insurers, lawyers, or accountants where needed.

We require processors to handle personal data securely, only for the agreed purpose, and in accordance with data protection law. We do not allow them to use your personal data for their own independent purposes.

We may also share information if required by law, to protect our rights or property, to prevent unlawful activity, or to respond to a lawful request from a public authority.

5. Data Retention

We keep personal data only for as long as necessary for the purpose for which it was collected, or as required by law. Retention periods vary depending on the type of information and the reason for keeping it.

Customer service records are generally kept for the duration of the service relationship and for a reasonable period afterwards in case of follow-up questions or disputes.
Invoice and accounting records are retained for the period required by tax and financial laws.
Communication records may be kept for operational and evidential purposes where necessary.
Enquiry data from people who do not become customers may be kept only briefly unless longer retention is needed for follow-up or legal reasons.

When data is no longer needed, we will delete it securely or anonymise it so that it can no longer identify you.

6. Data Security

We use appropriate technical and organisational measures to protect personal data from loss, misuse, unauthorised access, disclosure, alteration, or destruction. These measures may include access controls, secure storage, limited staff access, and careful management of digital records. While no system is completely risk-free, we aim to reduce risks to a reasonable and appropriate level.

If a personal data breach occurs and it is likely to result in a risk to your rights and freedoms, we will take steps to address it and, where required, notify the relevant authority and affected individuals.

7. Your Rights

Under data protection law, you have several rights in relation to your personal data. These rights may apply in different circumstances and may be subject to legal limits. Your rights include:

Right of access – you may request a copy of the personal data we hold about you.
Right to rectification – you may ask us to correct inaccurate or incomplete information.
Right to erasure – you may request deletion of your data in certain circumstances.
Right to restriction – you may ask us to limit how we use your data in some situations.
Right to object – you may object to processing based on legitimate interests.
Right to data portability – you may request your data in a structured, commonly used format where applicable.
Right to withdraw consent – where we rely on consent, you can withdraw it at any time.

You also have the right to raise concerns with the UK data protection authority if you believe your personal data has been handled unlawfully. We encourage you to contact us first so we can try to resolve any issue promptly and fairly.

8. International Transfers

Where personal data is transferred outside the UK, we will only do so when appropriate safeguards are in place and where the transfer complies with applicable data protection requirements. This may include standard contractual protections or transfers to countries recognised as providing an adequate level of protection.

9. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data handling practices. Any updated version will apply from the date it is issued. We encourage customers to review the policy periodically so they remain aware of how their data is used.

10. Scope of This Policy

This Privacy Policy applies to all Gardeners Kenley customers in area and to individuals who contact us about gardening services within our local service region. It covers enquiries, bookings, ongoing work, and any follow-up communication connected with our services. By continuing to use our services, you acknowledge that your personal data may be processed in accordance with this policy and applicable law.

Gardeners Kenley values privacy, accountability, and respect for personal information. We process data only where necessary, keep it only as long as needed, and aim to ensure that all customers are treated fairly and transparently.