Gardeners Twickenham Privacy Policy
This Privacy Policy explains how Gardeners Twickenham collects, uses, stores and protects personal data relating to our customers and prospective customers. It applies to all Gardeners Twickenham customers and service users located in the Twickenham area, including anyone who makes an enquiry or uses our gardening services.
Gardeners Twickenham acts as a data controller for the personal data described in this Privacy Policy. We are committed to processing your information in accordance with the UK General Data Protection Regulation, the EU General Data Protection Regulation where applicable, and other relevant data protection laws.
Scope of this Privacy Policy
This Privacy Policy applies whenever you interact with Gardeners Twickenham in connection with our gardening and related services in the Twickenham area. This includes when you contact us to request a quote, book a service, communicate with our team, or otherwise provide personal data to us.
By engaging with Gardeners Twickenham, you acknowledge that you have read and understood this Privacy Policy. We may update this Privacy Policy from time to time, and the most recent version will always apply to how we handle your personal data.
Personal Data We Collect
We only collect personal data that is relevant and necessary for the provision of our services and the operation of our business. The types of personal data we may collect include:
Identification and contact details such as your name, postal address, property location, and general area within Twickenham, as well as any contact details you choose to provide, such as an email address or other communication details.
Service and contract information such as details about the gardening services you request, your property type and garden size, site access requirements, notes about your preferences, and records of services provided or quotations issued.
Communication records such as messages, correspondence, and notes from conversations with you, including enquiries, feedback, and any complaints you raise.
Billing and payment information such as details required to process payments and maintain accounting records. We do not store full payment card numbers if payment is processed via a third party payment processor.
Technical data where relevant such as basic technical information automatically provided when you use any online contact forms or digital communication tools, including date and time of contact and basic device or browser information where supplied.
How We Collect Personal Data
We may collect your personal data directly from you when you contact us by phone, through an online form, or through other communication channels, when you request a quote, book a service, or otherwise engage our services, or when you provide information to our staff during a site visit or while work is being carried out.
We may also collect personal data indirectly from publicly available sources, such as property information used to understand access, layout, or approximate garden size for quotation and planning purposes, and from third party service providers who help us to manage bookings, communications, or payments in a secure and compliant manner.
Lawful Basis for Processing
Gardeners Twickenham only processes your personal data where we have a lawful basis to do so under data protection law. Depending on the situation, we rely on one or more of the following lawful bases:
Performance of a contract where processing is necessary to provide our services, issue quotes, schedule visits, carry out work, and manage our contractual relationship with you.
Legitimate interests where processing is necessary for our legitimate business interests, such as responding to enquiries, improving our services, managing our operations, securing our systems and property, and keeping records, provided that these interests do not override your rights and freedoms.
Legal obligations where we are required to process certain data to comply with our legal and regulatory obligations, such as tax, accounting, and record keeping requirements.
Consent where you have given clear consent for specific processing activities, such as receiving certain types of optional marketing communications. Where processing is based on consent, you can withdraw your consent at any time.
How We Use Your Personal Data
We may use your personal data for the following purposes:
To respond to enquiries, provide quotations, and arrange site visits or consultations.
To provide, manage, and complete gardening and related services at your property.
To communicate with you about ongoing or future services, schedules, changes, and related information.
To issue invoices, process payments, and maintain accurate financial and service records.
To manage our business operations, including quality control, staff training, and service improvement.
To handle complaints, resolve disputes, and establish, exercise, or defend legal claims.
To comply with legal, regulatory, and tax obligations and to cooperate with authorities where required.
Data Sharing and Processors
We do not sell your personal data. We may share your personal data with trusted third parties who act as data processors on our behalf. These processors are only permitted to process your personal data according to our instructions and for the purposes described in this Privacy Policy.
Examples of data processors and third parties we may use include secure payment processing providers, providers of scheduling, booking, or customer management tools, accounting or bookkeeping service providers, and information technology and hosting providers who support our systems and data storage.
Where required by law or for the protection of our rights, we may share your data with professional advisers, insurers, or regulatory authorities. Any such sharing will be limited to what is necessary and lawful.
Data Retention
We keep your personal data only for as long as it is reasonably necessary for the purposes for which it was collected, including the fulfilment of our contractual obligations and compliance with legal, accounting, and reporting requirements.
Contact and service records relating to customers are generally retained for the duration of our relationship and for a period after the end of the relationship to respond to queries, demonstrate service history, and meet tax and legal obligations.
Financial and invoicing records are retained for the period required by applicable tax and accounting laws.
Where data is held for marketing or enquiry follow up purposes, we retain it for a period that reflects typical gardening service cycles in the Twickenham area, unless you request deletion earlier or object to such processing.
When personal data is no longer required, we will securely delete or anonymise it, in line with applicable legal and technical requirements.
International Data Transfers
Where we use service providers that store or process data outside the United Kingdom or the European Economic Area, we take steps to ensure that your personal data is protected with an adequate level of security and that appropriate safeguards are in place, in accordance with data protection law.
Data Security
We take appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, alteration, or disclosure. These measures include limiting access to personal data to those staff and service providers who need it to perform their roles, using secure methods to store and transmit data where reasonably practicable, and regularly reviewing our practices to maintain an appropriate level of security.
Your Data Protection Rights
Under data protection law, you have a number of rights in relation to your personal data. These rights apply to Gardeners Twickenham customers and service users in the Twickenham area, subject to certain legal conditions and exemptions.
You have the right to access your personal data and receive a copy of the information we hold about you.
You have the right to request correction of inaccurate or incomplete personal data.
You have the right to request deletion of your personal data where there is no longer a lawful reason for us to keep it.
You have the right to request restriction of processing of your personal data in certain circumstances.
You have the right to object to processing based on our legitimate interests or for direct marketing purposes.
You have the right to data portability, which allows you to obtain and reuse certain personal data for your own purposes across different services.
Where processing is based on your consent, you have the right to withdraw that consent at any time, without affecting the lawfulness of processing carried out before withdrawal.
Exercising Your Rights
If you wish to exercise any of your rights or have questions about how Gardeners Twickenham handles your personal data, you can contact us using the communication methods you already use to reach our team. We may need to verify your identity before responding to certain requests to protect your privacy and security.
You also have the right to lodge a complaint with the relevant data protection supervisory authority if you believe that your rights have been infringed. We encourage you to contact Gardeners Twickenham first so we can address your concerns directly wherever possible.
Changes to This Privacy Policy
We may review and update this Privacy Policy from time to time to reflect changes in the law, our services, or our data processing practices. Any changes will take effect when the updated Privacy Policy is made available. Your continued use of Gardeners Twickenham services in the Twickenham area after any changes have been published will be taken as acceptance of those changes.
