Privacy Policy - Gardeners Finsbury

This Privacy Policy explains how Gardeners Finsbury collects, uses, stores, and protects personal data belonging to all customers in the area. It applies to every individual who uses, requests, or receives gardening services from Gardeners Finsbury, whether the interaction is made by phone, email, online enquiry, referral, or in person. We are committed to handling personal information in accordance with the UK GDPR and the Data Protection Act 2018. Our aim is to be transparent about what information we collect, why we collect it, how long we keep it, who may process it on our behalf, and the rights available to you.

1. Who this policy applies to

This policy applies to all Gardeners Finsbury customers in the area, including residential customers, landlords, tenants, property managers, and commercial clients who engage our gardening services. It also applies to individuals who make an enquiry, request a quote, schedule work, receive a callback, or communicate with us about ongoing or completed services. By interacting with Gardeners Finsbury, you acknowledge that some personal information may be collected and used as described in this policy.

2. What personal data we collect

We collect only the information that is necessary to deliver services, manage our business, and meet legal obligations. Depending on your relationship with us, the information may include:

Identity details such as your name and title.
Contact details such as address, telephone number, and email address.
Service details such as property access instructions, gardening preferences, service history, and work requirements.
Billing and payment information such as invoice records, payment status, and transaction references.
Communication records such as emails, call notes, messages, and any feedback or complaints.
Technical data if you contact us through digital channels, such as basic device or usage information collected through standard security and performance tools.

We do not intentionally collect special category personal data unless it is necessary and you have chosen to provide it, or where it is required for a lawful reason. If such information is ever provided, it will be handled with additional care and only for a specific and legitimate purpose.

3. How we use your data

Gardeners Finsbury uses personal data to provide, manage, and improve our services. Typical uses include:

responding to enquiries and preparing quotations;
scheduling and delivering gardening services;
managing property access and service instructions;
issuing invoices, recording payments, and handling account administration;
maintaining service records for quality, continuity, and dispute resolution;
meeting legal, tax, and regulatory obligations;
communicating service updates, changes, or follow-up matters;
protecting our business, staff, customers, and systems from fraud or misuse.

We use your information only where there is a valid lawful basis under data protection law. We do not use personal data in a way that is incompatible with the original purpose for which it was collected.

4. Lawful basis for processing

Under the UK GDPR, Gardeners Finsbury relies on one or more of the following lawful bases for processing personal data:

Contract

We process data where it is necessary to enter into or perform a contract with you. This includes preparing quotations, arranging services, carrying out agreed work, and managing billing.

Legal obligation

We may process data to comply with legal or regulatory duties, such as financial record-keeping, tax obligations, and responding to lawful requests from authorities.

Legitimate interests

We may process data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights. This may include service administration, record-keeping, security, fraud prevention, and handling customer queries. We always consider whether the processing is necessary and proportionate.

Consent

In limited circumstances, we may rely on your consent, for example if you voluntarily agree to receive certain types of non-essential communication. Where consent is used, you have the right to withdraw it at any time.

5. Data retention

We keep personal data only for as long as it is necessary for the purposes for which it was collected, or for as long as required by law. Retention periods vary depending on the type of information and the reason for holding it. In general:

quotation and enquiry records are retained for a reasonable period to manage follow-up and business administration;
service and customer records are kept for the duration of the working relationship and for a limited period afterwards;
financial and accounting records are retained in line with statutory requirements;
communications and complaint records are retained as needed for service management, dispute resolution, and legal defence.

When personal data is no longer needed, we will delete it, anonymise it, or securely archive it so that it is no longer used in an active form. Retention is reviewed periodically to ensure that data is not kept for longer than necessary.

6. Processors and third parties

Gardeners Finsbury may use trusted processors to help operate the business and provide services efficiently. These processors act on our instructions and are required to protect personal data appropriately. Depending on the service, processors may include:

accounting or invoicing providers;
payment service providers;
email and secure communication tools;
cloud storage and document management services;
IT support and cybersecurity providers;
administrative or scheduling platforms.

We may also disclose personal data to professional advisers, insurers, or public authorities where necessary and lawful. Where processors or third parties are used, we take reasonable steps to ensure that data is processed securely, lawfully, and only for the intended purpose.

7. Data security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, restricted permissions, and careful handling of records. While no system can be guaranteed to be completely secure, we make every reasonable effort to safeguard the information entrusted to us.

8. Your rights

You have rights under data protection law in relation to your personal data. Subject to legal limits and verification of identity, you may have the right to:

access the personal data we hold about you;
rectify inaccurate or incomplete data;
erase your data in certain circumstances;
restrict how we use your data in certain situations;
object to processing based on legitimate interests;
data portability for information you provided to us, where applicable;
withdraw consent where processing is based on consent.

You also have the right to raise concerns with the UK Information Commissioner’s Office if you believe your data has been handled improperly. We encourage you to contact us first so that we can try to resolve any issue promptly and fairly.

9. International transfers

Where personal data is stored or processed using tools or providers outside the UK, we ensure that appropriate safeguards are in place as required by law. These safeguards are designed to maintain a level of protection that is consistent with UK data protection standards.

10. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data processing practices. Any revised version will apply from the date it is published or otherwise communicated. We recommend reviewing this policy periodically to remain informed about how your information is handled.

11. Summary of our commitment

Gardeners Finsbury respects the privacy of every customer and handles personal information with care, fairness, and accountability. We collect only the data needed to provide gardening services, rely on lawful grounds for processing, keep information for appropriate periods, use reliable processors, and support your rights under data protection law. Our approach is designed to ensure that your data is managed responsibly, securely, and in a way that is transparent and consistent with GDPR principles.