Privacy Policy

Gardeners Bromley Privacy Policy

This Privacy Policy explains how Gardeners Bromley collects, uses, stores, and protects personal data relating to customers and prospective customers in the Bromley area. It also explains your rights under the UK General Data Protection Regulation and related data protection laws. By using our gardening and related services, you acknowledge that you have read and understood this Privacy Policy.

Scope of this Privacy Policy

This Privacy Policy applies to all Gardeners Bromley customers and prospective customers located in the Bromley area, including individuals who contact us to request a quote, make a booking, or ask for information about our services. It applies to all personal data we collect and process in connection with providing our gardening and associated services.

Who we are as data controller

For the purposes of data protection law, Gardeners Bromley is the data controller in respect of the personal data we collect and process about you. This means we determine why and how your personal data is processed when we provide our services in the Bromley area.

Personal data we collect

We collect and process different types of personal data depending on how you interact with us. The categories of data we may collect include:

Identification and contact details, such as your name, postal address, service address, and general location within the Bromley area. Communication details, such as the communication channels you use to contact us and the content of your messages, enquiries, or feedback. Service and contract information, such as details of the gardening services you request, visit dates and times, job notes, estimates and quotes, invoices, payment history, and any preferences you share with us regarding your garden or property. Payment-related information, such as confirmation of payment, payment method used, and transaction references. We do not store full payment card details and use third party payment providers for card processing where applicable. Usage and interaction data, such as records of when you contacted us, what you asked for, and how you responded to our communications. Operational and safety information, such as notes relating to access to your property, potential hazards on site, and any instructions you give us for safe working.

How we collect personal data

We may collect personal data directly from you when you contact us to request a quote, book a service, or make an enquiry. We also collect personal data when we attend your property to provide services and record job-related information. In some cases, we may receive your details from another person, such as a family member, landlord, tenant, managing agent, or neighbour who asks us to provide services at your property. When this happens, we take steps to ensure you are made aware of this Privacy Policy as soon as reasonably possible.

Lawful basis for processing your data

We only process your personal data when we have a lawful basis under data protection law. Depending on the situation, we may rely on the following lawful bases:

Contract: we process your data to enter into and perform a contract with you, such as when you request a quote, book a service, or ask us to attend your property. This includes processing necessary to manage bookings, deliver services, issue invoices, and handle payments. Legal obligation: we process your data where we are required to do so to comply with legal and regulatory requirements, for example, record keeping for tax and accounting purposes. Legitimate interests: we process your data where it is necessary for our legitimate business interests and where your interests and fundamental rights do not override those interests. This includes managing our business operations, improving our services, keeping appropriate records, and communicating with existing customers about relevant services. Consent: where required, we may rely on your consent to send certain types of marketing communications or to process your data for a particular purpose that is not covered by the bases above. When we rely on consent, you have the right to withdraw it at any time.

How we use your personal data

We use your personal data for the following purposes:

To provide gardening and related services you have requested, including arranging visits, carrying out work, and managing follow-up visits. To issue quotes, invoices, and receipts, and to manage payments and queries about charges. To communicate with you about appointments, service updates, and any changes or issues that may affect the work at your property. To maintain accurate internal records, including job histories, preferences, and notes that help us deliver our services effectively and safely. To manage and improve our operations, including quality control, staff training, and service development. To comply with our legal and regulatory obligations, including accounting, taxation, and health and safety requirements. To manage disputes and claims, including for the establishment, exercise, or defence of legal claims.

Data sharing and processors

We may share your personal data with third parties where this is necessary for the purposes set out in this Privacy Policy and where permitted by law. These third parties may act as data processors on our behalf, or as separate data controllers.

Data processors are third parties who process personal data on our instructions and for our purposes. They may include providers of payment processing services, bookkeeping or accounting services, information technology and system hosting services, and communication tools that help us manage customer enquiries and bookings. We require all processors to respect the security of your personal data and to process it only in accordance with our written instructions and applicable data protection laws. We may also share your data where required by law, by a regulator, or to protect our rights or the rights of others, including for the purposes of preventing fraud or responding to legal claims.

International data transfers

If we use service providers that are located outside the United Kingdom or the European Economic Area, we will ensure that appropriate safeguards are in place to protect your personal data in accordance with data protection laws. This may include using standard contractual clauses or ensuring the recipient is based in a country with an adequacy decision.

Data retention and storage

We keep your personal data only for as long as necessary to fulfil the purposes for which we collected it, including to meet legal, accounting, or reporting requirements. The specific retention period will depend on the type of data and the context of our dealings with you.

In general, we retain core customer and job-related records for a period that allows us to respond to queries, manage repeat work, and comply with tax and legal obligations. When personal data is no longer needed for these purposes, we will securely delete or anonymise it so that it can no longer be linked to you.

How we protect your personal data

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, destruction, or damage. These measures include limiting access to your data to people who have a business need to know it, using secure storage and secure communication methods where appropriate, and ensuring that our staff and service providers are aware of their data protection responsibilities.

Your data protection rights

Under data protection law, you have several important rights in relation to your personal data. These rights apply to all Gardeners Bromley customers in the Bromley area, subject to certain conditions and exemptions.

Right of access: you can request confirmation that we process your personal data and receive a copy of the data we hold about you, along with certain information about how we use it. Right to rectification: you can request that we correct inaccurate or incomplete personal data we hold about you. Right to erasure: in certain circumstances, you can request that we delete your personal data, for example where it is no longer needed for the purposes for which it was collected or where you withdraw consent and there is no other legal basis for processing. Right to restriction of processing: you can ask us to restrict the processing of your data in certain situations, such as while we are verifying its accuracy or assessing an objection you have raised. Right to data portability: where processing is based on consent or on a contract and carried out by automated means, you can request that we provide you with a copy of your personal data in a commonly used, machine-readable format, or that we transmit it to another controller where technically feasible. Right to object: you can object to processing based on our legitimate interests, including profiling, and we will stop processing your data unless we have compelling legitimate grounds to continue. You also have the right to object at any time to direct marketing.

Exercising your rights and complaints

If you wish to exercise any of your data protection rights, or if you have any questions or concerns about how we handle your personal data, you can contact us using the usual contact methods you use for our services. We will respond to your request in accordance with data protection laws.

You also have the right to lodge a complaint with the relevant data protection supervisory authority if you believe that your data protection rights have been infringed.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or the way we process personal data. The most recent version will always apply to the personal data we hold about you. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data as a Gardeners Bromley customer in the Bromley area.