Privacy Policy - Gardeners South Hackney

Last updated: This Privacy Policy explains how personal data is collected, used, stored, shared, and protected for all Gardeners South Hackney customers in the area. It applies to every customer, prospective customer, and website or service user engaging with Gardeners South Hackney services in South Hackney and the surrounding local area.

We are committed to handling personal data lawfully, fairly, and transparently in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This Privacy Policy is intended to help you understand what information may be collected, why it is collected, how long it is kept, who it may be shared with, and what rights you have regarding your personal data.

1. Data We Collect

Gardeners South Hackney may collect personal data directly from you, automatically through service interactions, or from third parties where permitted by law. The exact data collected depends on the type of service requested and how you communicate with us.

Information you provide

Identity details such as your name
Contact details such as address, email address, and phone number
Service information including the nature of your gardening request, property access details, preferences, and instructions
Billing information where relevant, such as invoicing details and payment references
Communication records including messages, notes, complaints, and feedback

Information we may collect automatically

Technical data such as device type, browser type, and general usage information
Interaction data relating to appointments, enquiries, and service updates
Security data where needed to prevent fraud, misuse, or unauthorised access

We only collect data that is relevant, adequate, and limited to what is necessary for the purposes described in this policy.

2. How We Use Personal Data

Gardeners South Hackney uses personal data to provide professional gardening services and to manage our relationship with customers in a secure and efficient way. Personal data may be used for the following purposes:

To respond to enquiries and provide quotations
To schedule, deliver, and manage gardening services
To maintain service records and customer preferences
To issue invoices, process payments, and manage accounts
To communicate about appointments, changes, or service-related matters
To improve service quality, operations, and customer experience
To meet legal, accounting, tax, and insurance obligations
To protect our business, staff, and customers from fraud or misuse

We do not use personal data for purposes that are incompatible with the reasons it was collected unless we have a valid legal basis or your consent where required.

3. Lawful Basis for Processing

Under data protection law, Gardeners South Hackney must have a lawful basis for every processing activity. We rely on one or more of the following lawful bases:

Contract

We process personal data when it is necessary to enter into or perform a contract with you, such as arranging gardening work, managing bookings, or providing the services you requested.

Legal obligation

We may process and retain certain data to comply with legal requirements, including tax, accounting, recordkeeping, and regulatory obligations.

Legitimate interests

We may process data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This may include service administration, record keeping, quality control, and fraud prevention.

Consent

Where required by law, we rely on your consent, for example for certain marketing activities or optional communications. You may withdraw consent at any time without affecting processing that has already taken place.

Vital interests and public task

These bases are unlikely to apply in normal customer service situations, but if they are ever relevant, we will only rely on them in accordance with applicable law.

4. Data Sharing and Processors

Gardeners South Hackney may share personal data with trusted third parties who act as data processors or independent controllers, but only where necessary and lawful. We require appropriate safeguards and aim to share only the minimum information needed.

Examples of processors and recipients may include:

Payment service providers who process transactions securely
Administrative software providers used for booking, invoicing, and record management
IT and hosting providers that support secure storage and service operations
Professional advisers such as accountants, insurers, or legal advisers
Regulatory, tax, or law enforcement bodies where disclosure is required by law

Where third parties process personal data on our behalf, they are expected to follow written instructions, maintain confidentiality, and use appropriate technical and organisational safeguards. We do not sell personal data.

5. Data Retention

We retain personal data only for as long as necessary for the purpose for which it was collected, and for any additional period required by law or legitimate business needs. Retention periods depend on the type of information and the reason it is held.

Customer and service records are generally kept for the duration of the service relationship and for a reasonable period afterwards
Financial and accounting records are retained for the legally required period
Communication records may be retained for issue resolution, service history, and quality assurance
Consent records may be retained to demonstrate compliance with data protection obligations

When data is no longer needed, we will securely delete, anonymise, or archive it in accordance with our retention practices. Retention is always limited to what is necessary and proportionate.

6. Data Security

Gardeners South Hackney takes appropriate technical and organisational measures to protect personal data from loss, misuse, unauthorised access, disclosure, or alteration. These measures may include restricted access, secure storage, staff awareness, and careful management of third-party systems.

While no method of transmission or storage is completely risk-free, we work to maintain a security level appropriate to the nature of the data and the risks involved.

7. Your Rights

As a data subject under UK GDPR, you have a number of rights in relation to your personal data. These rights may be subject to conditions or legal exceptions depending on the circumstances.

Right of access - to request a copy of the personal data we hold about you
Right to rectification - to correct inaccurate or incomplete data
Right to erasure - to request deletion of your data in certain situations
Right to restrict processing - to limit how your data is used in certain cases
Right to object - to object to processing based on legitimate interests or direct marketing
Right to data portability - to request transfer of certain data in a structured format
Right to withdraw consent - where processing is based on consent
Right to lodge a complaint - with the Information Commissioner's Office if you believe your rights have been infringed

If you exercise any of these rights, we may need to verify your identity before responding. We will handle requests in line with legal requirements and respond within the time allowed by law.

8. International Transfers

Where any personal data is transferred outside the UK, we will only do so where appropriate safeguards are in place and the transfer complies with applicable data protection law. Such safeguards may include adequacy regulations or approved contractual protections.

9. Children’s Data

Gardeners South Hackney services are generally intended for adults, property owners, tenants, managers, and authorised representatives. We do not knowingly collect personal data from children unless it is necessary and lawful in a specific context. If we become aware that data has been collected inappropriately, we will take reasonable steps to remove it.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, services, or internal practices. Any updated version will continue to apply to all Gardeners South Hackney customers in the area. We encourage you to review this policy periodically so that you remain informed about how your data is handled.

11. Summary of Key Points

Gardeners South Hackney only processes personal data when there is a lawful reason to do so, and we keep it only for as long as necessary. We use trusted processors where required, protect information with suitable safeguards, and respect the rights of every customer in South Hackney and the surrounding area. Our approach is designed to be lawful, fair, transparent, and proportionate.