Privacy Policy

Gardeners Aldwych Privacy Policy

This Privacy Policy explains how Gardeners Aldwych collects, uses, stores and protects personal data belonging to its customers and prospective customers. It applies to all Gardeners Aldwych customers and potential customers in the Aldwych area who use or enquire about our gardening and related services.

Gardeners Aldwych is committed to protecting your privacy and handling your personal data in a lawful, fair and transparent manner, in accordance with the UK General Data Protection Regulation and all applicable data protection laws.

1. Data controller

For the purposes of data protection law, Gardeners Aldwych is the data controller for the personal data described in this Privacy Policy, as we determine the purposes and means of processing that data.

This Privacy Policy applies to personal data collected through our service quotations, bookings, site visits, telephone conversations, written correspondence and any other interactions you may have with Gardeners Aldwych in the Aldwych area.

2. Personal data we collect

Gardeners Aldwych may collect and process the following categories of personal data about you when you contact us, request a quote, enter into a contract, or use our services:

Identification and contact information: name, address, property details relevant to the services, billing address, and general location within the Aldwych area.

Communication details: information you provide when you contact us, including the content of emails, messages and any notes made during calls or site visits.

Service information: details of the gardening or maintenance services requested or provided, including visit dates, work performed, specific instructions and preferences.

Payment-related information: information necessary to process payments and issue invoices, such as invoice records, payment status and payment method information. We do not store full card details where payments are taken via external payment processors.

Technical and usage information: limited technical information may be collected where you interact with any online presence we operate, such as basic device and browser details or interaction logs, to support service delivery and security.

Any other information you choose to provide to us that is relevant to arranging, delivering or managing our services.

3. How we collect personal data

We collect personal data directly from you when you:

Contact us to request a quote or information about our services.

Make a booking for gardening or maintenance work.

Communicate with us by phone, in writing, or during visits to your property.

Provide feedback, raise queries or make complaints.

We may also obtain information from publicly available sources where necessary to verify addresses or business details relevant to the provision of our services in the Aldwych area.

4. Lawful bases for processing

Gardeners Aldwych only processes your personal data where there is a lawful basis to do so under data protection law. Depending on the circumstances, we rely on the following lawful bases:

Contract: processing is necessary to enter into or perform a contract with you, such as providing quotations, carrying out gardening services, managing bookings and handling invoicing and payments.

Legal obligation: processing is necessary for us to comply with legal and regulatory requirements, such as tax, accounting and record-keeping obligations.

Legitimate interests: processing is necessary for our legitimate business interests, provided these are not overridden by your rights and freedoms. These interests may include managing and improving our services, responding to enquiries, scheduling work efficiently within the Aldwych area, preventing fraud and ensuring the security of our systems and personnel.

Consent: where required by law, we may rely on your consent, for example for specific optional communications. You have the right to withdraw consent at any time, without affecting the lawfulness of processing carried out before withdrawal.

5. How we use your personal data

Gardeners Aldwych uses your personal data for the following purposes:

To respond to enquiries and provide quotations for services.

To plan, schedule and deliver gardening and related services at your property in the Aldwych area.

To manage our relationship with you, including handling questions, feedback and complaints.

To issue invoices, process payments and maintain financial records.

To keep necessary records of work completed, including for safety, warranty or quality assurance purposes.

To maintain and improve our services, business operations and customer experience.

To comply with legal and regulatory requirements and to cooperate with relevant authorities where lawfully required.

6. Data sharing and processors

We do not sell your personal data. We may share your personal data with carefully selected third parties, only where permitted by law and only to the extent necessary for the purposes described in this Privacy Policy.

Service providers and processors: we may engage third-party companies to provide services such as payment processing, accounting, customer management tools, secure data storage, or information technology support. These providers act as data processors and only process your personal data on our instructions, under contractual obligations to protect your data and keep it confidential.

Professional advisers: we may share data with professional advisers such as accountants, legal advisers or insurers where this is necessary for legitimate business needs or to comply with legal obligations.

Authorities and law enforcement: we may disclose personal data where required to do so by law or where necessary to protect our rights, the safety of our staff and customers, or to prevent or detect crime or fraud.

Any sharing of personal data is carried out with appropriate safeguards to ensure your data remains protected.

7. Data retention

Gardeners Aldwych retains personal data only for as long as necessary to fulfil the purposes for which it was collected, including meeting any legal, accounting or reporting requirements.

In general, we keep customer records and associated service and invoicing information for a period that allows us to manage our relationship with you, address potential queries or disputes, and comply with applicable legal retention periods. Once data is no longer needed for these purposes, it will be securely deleted or anonymised.

The exact retention period may vary depending on the type of data and the context in which it was collected. Where specific statutory retention periods apply, we follow those legal requirements.

8. Data security

We implement appropriate technical and organisational measures to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access.

These measures include limiting access to personal data to those employees and contractors who need it to perform their duties, using secure storage and systems for records, and seeking assurance that any processors we use also apply appropriate security controls.

While no system can be completely secure, we regularly review our practices and take reasonable steps to protect your information.

9. International transfers

Where we engage service providers or use systems that involve the transfer of personal data outside the United Kingdom or European Economic Area, we ensure that such transfers are carried out in compliance with data protection law. This may include using standard contractual clauses or other recognised safeguards to ensure that your data remains adequately protected.

10. Your data protection rights

Under data protection law, you have a number of rights in relation to your personal data processed by Gardeners Aldwych. These rights apply to all Gardeners Aldwych customers in the Aldwych area, subject to certain limitations and exemptions in the law.

Right of access: you have the right to request confirmation of whether we process your personal data and to receive a copy of that data, together with certain information about how it is used.

Right to rectification: you have the right to ask us to correct or complete any inaccurate or incomplete personal data we hold about you.

Right to erasure: in certain circumstances, you may request that we 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 of processing: you have the right to request that we restrict the processing of your personal data in certain situations, such as while we investigate a concern you have raised about the accuracy of the data or the lawfulness of our processing.

Right to data portability: where processing is based on consent or contract and is carried out by automated means, you may have the right to receive your personal data in a structured, commonly used and machine-readable format and to transmit it to another controller, where technically feasible.

Right to object: you have the right to object to processing based on our legitimate interests, on grounds relating to your particular situation. We will stop processing your data unless we can demonstrate compelling legitimate grounds that override your interests, rights and freedoms, or unless the processing is required for legal claims.

Right to withdraw consent: where we rely on your consent for specific processing, you may withdraw that consent at any time. This will not affect the lawfulness of any processing carried out before consent was withdrawn.

11. Exercising your rights and complaints

If you wish to exercise any of your data protection rights in connection with Gardeners Aldwych, you can contact us using the contact details you normally use for our services. We may request information to verify your identity before responding to your request.

You also have the right to lodge a complaint with the relevant data protection supervisory authority if you believe your rights have been infringed. We would encourage you to contact Gardeners Aldwych first so that we can try to address your concerns directly.

12. Changes to this Privacy Policy

Gardeners Aldwych may update this Privacy Policy from time to time to reflect changes in our services, how we process personal data, or legal and regulatory developments. Any updated version will apply to all personal data held by Gardeners Aldwych and will be made available to customers in the Aldwych area. You should review this Privacy Policy periodically to stay informed about how we protect your personal data.