Gardeners Shepherd's Bush Privacy Policy
This Privacy Policy explains how Gardeners Shepherd's Bush collects, uses, stores, and protects personal data relating to customers and prospective customers in the Shepherd's Bush area. It also describes your rights under the UK General Data Protection Regulation and the Data Protection Act 2018. This policy applies to all Gardeners Shepherd's Bush customers located in or receiving services in the Shepherd's Bush area.
Who We Are
Gardeners Shepherd's Bush is a gardening and outdoor maintenance service provider operating in the Shepherd's Bush area. In relation to the personal data we process, we act as a data controller, which means we determine the purposes and means of processing that personal data.
Personal Data We Collect
We may collect and process the following types of personal data about you:
Identification and contact details such as your name, address, service address, and any other contact details you choose to provide.
Service and contract information such as details of the gardening or maintenance services you request, site notes, visit dates and times, and records of completed work.
Billing and payment information such as payment history and basic transaction details. We do not store full payment card details; these may be processed by third party payment processors on our behalf.
Communication records such as enquiries, quotations, correspondence, feedback, and complaints, including any information you provide when you contact us.
Technical information when you visit our website such as IP address, device information, and basic usage data, collected through standard server logs or similar technologies.
How We Collect Your Data
We collect personal data directly from you when you contact us to request a quote, make a booking, agree a service, provide instructions, or otherwise communicate with us.
We may also collect information generated in the course of providing services at your property, such as site notes, photos necessary for planning or recording works, and records of visits.
In some cases, we may receive your details from third parties, for example if someone refers you to us or books services on your behalf. In such cases, we will treat your personal data in accordance with this Privacy Policy.
Lawful Bases for Processing
We rely on the following lawful bases under the UK GDPR to process your personal data:
Contractual necessity: to take steps at your request before entering into a contract, and to perform our contract with you. This includes providing quotations, scheduling visits, carrying out agreed gardening services, and managing your account.
Legal obligations: to comply with legal or regulatory requirements, such as tax, accounting, or health and safety obligations.
Legitimate interests: to pursue our legitimate business interests in operating and improving our services, including administering and managing our business, maintaining records, responding to enquiries, improving customer experience, and protecting our rights. We will always balance our legitimate interests against your rights and freedoms.
Consent: where required, for example if we send you certain types of marketing communications and you have specifically agreed to receive them. You can withdraw your consent at any time.
How We Use Your Personal Data
We use your personal data for the following purposes:
To provide quotations, respond to your enquiries, and manage bookings.
To deliver gardening and related services at your property in line with your instructions and our agreements.
To manage customer relationships, including handling feedback and resolving complaints.
To manage billing, process payments via our chosen payment providers, and maintain accounting records.
To keep internal records of work carried out, customer preferences, and service history to support consistent and reliable service.
To send you important service communications, such as appointment confirmations, schedule changes, or essential updates about your services.
To protect our business, property, and legal interests, including in the context of disputes or legal claims.
To analyse and improve our services and operations, including understanding customer needs in the Shepherd's Bush area.
Retention of Your Data
We only keep personal data for as long as is necessary for the purposes for which it was collected, or as required by law.
Customer and service records are generally retained for a period that allows us to manage ongoing services, handle queries, and comply with tax and accounting rules. This may mean keeping certain records for several years after the end of our relationship with you, in line with statutory limitation periods.
Where we no longer need personal data, we will take reasonable steps to delete it or anonymise it so that you can no longer be identified from it.
Data Sharing and Processors
We do not sell your personal data. We may share your personal data with third parties only where necessary and in accordance with data protection law.
We may use third party service providers acting as data processors who provide services to us, such as payment processing, accounting support, website hosting, or IT support. These processors are only permitted to use your personal data on our instructions and must take appropriate measures to protect it.
We may also disclose personal data where required to comply with legal obligations, to law enforcement authorities, government bodies, or regulators, or to protect our legal rights or the rights of others.
In the event of a business sale, merger, or restructuring, your data may be transferred as part of that transaction, in which case it will remain subject to protections that are consistent with this Privacy Policy.
International Transfers
Where any of our service providers or their systems are located outside the United Kingdom or the European Economic Area, or store data in other countries, we will ensure that appropriate safeguards are in place to protect your personal data, such as standard contractual clauses or other approved mechanisms.
Security of Your Data
We take 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 who have a business need to know it, using secure storage solutions where appropriate, and maintaining procedures to deal with any suspected data breaches. If we are legally required to do so, we will notify you and any applicable regulator of a breach of personal data.
Your Data Protection Rights
Under the UK GDPR, you have a number of rights in relation to your personal data, subject to certain conditions and exemptions in the law:
Right of access: You have the right to request a copy of the personal data we hold about you and to obtain information about how it is processed.
Right to rectification: You have the right to request correction of any inaccurate or incomplete personal data we hold about you.
Right to erasure: You may have the right to request the deletion of your personal data, for example where it is no longer needed for the purposes for which it was collected and we have no legal reason to retain it.
Right to restriction of processing: You may have the right to request that we limit the processing of your personal data in certain circumstances.
Right to data portability: You may have the right to receive personal data you provided to us in a structured, commonly used, and machine readable format, and to have it transmitted to another controller where technically feasible.
Right to object: You have the right to object to our processing of your personal data where it is based on our legitimate interests or for direct marketing purposes.
Right to withdraw consent: Where we rely on your consent to process personal data, you have the right to withdraw that consent at any time.
Exercising Your Rights and Complaints
If you wish to exercise any of your data protection rights or have questions about how we handle your personal data, you can contact us using the contact details provided on our website or in your service documentation.
You also have the right to lodge a complaint with the UK supervisory authority, the Information Commissioner's Office, if you are concerned about how we have handled your personal data. We would, however, appreciate the opportunity to address your concerns directly before you approach the regulator.
Updates to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or how we process personal data. Any changes will be posted on our website and will take effect from the date of publication. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data as a customer in the Shepherd's Bush area.
