Gardeners Cubitt Town Privacy Policy

This Privacy Policy explains how Gardeners Cubitt Town collects, uses, stores, and protects personal data relating to its customers and prospective customers in the Cubitt Town area. It also explains your rights under the United Kingdom General Data Protection Regulation and the Data Protection Act 2018. This Privacy Policy applies to all Gardeners Cubitt Town customers and potential customers in the Cubitt Town area, regardless of how you contact us or use our services.

Who we are and scope of this policy

Gardeners Cubitt Town provides gardening and related services to residential and commercial clients in the Cubitt Town area. For the purposes of data protection law, Gardeners Cubitt Town is the controller of the personal data described in this Privacy Policy. This means we decide how and why your personal data is used. This Privacy Policy covers personal data we collect in the course of providing quotes, taking bookings, providing gardening services, managing customer accounts, and handling enquiries or complaints.

Personal data we collect

We may collect and process the following categories of personal data about you, depending on how you interact with us and which services you use:

Identification and contact details such as name, postal address, service address, and general location information relating to your property. Relationship and communication details such as your preferred contact method and records of communications between you and Gardeners Cubitt Town. Service information such as details of services requested or provided, notes about your garden or property relevant to the services, appointment dates and times, and any instructions you give us. Billing and payment information such as details necessary to issue invoices and record payments, including transaction records. Technical data such as limited information generated when you interact with our online content, for example information provided through contact or booking forms.

We do not intentionally collect special categories of personal data such as health information or data about your beliefs. If you voluntarily provide such information, for example to explain access needs for your property, we will handle it with additional care and only use it for the relevant purpose.

How we collect your personal data

We obtain personal data directly from you when you contact us by telephone, online, or in person, when you request a quotation, make a booking, or otherwise communicate with us. We may also receive personal data indirectly if a third party, such as a landlord, letting agent, or property manager, engages us to perform services at your property and provides your contact details or service address so that we can perform the services. In addition, we may collect limited technical data when you use our online forms or digital tools.

Lawful bases for processing your data

We only process your personal data when we have a lawful basis to do so under data protection law. The main lawful bases we rely on are:

Performance of a contract: We process your data to provide quotations, schedule and perform gardening services, manage your account, and handle billing and payments. Legitimate interests: We process personal data as necessary for our legitimate business interests, for example to manage our relationship with you, improve our services, respond to enquiries, record communications, and protect our business and property. When relying on legitimate interests, we consider your rights and interests and only process data in ways you would reasonably expect. Legal obligations: We process certain personal data to comply with legal and regulatory requirements, including accounting, taxation, and record-keeping obligations. Consent: In some cases we may rely on your consent, for example where this is required for certain types of optional communications. When we rely on consent, you can withdraw it at any time.

How we use your personal data

We use your personal data for the following purposes:

To provide quotations and respond to your enquiries regarding our services. To schedule, manage, and deliver gardening and related services at your property. To communicate with you about appointments, changes, and updates regarding your services. To issue invoices, process payments, and maintain accurate financial and service records. To manage our relationship with you, including handling complaints, feedback, and follow-up communications. To maintain and improve our services, including internal reporting, quality control, and training. To comply with legal, regulatory, and tax obligations, including record-keeping and responding to requests from lawful authorities.

Data processors and other recipients

In order to operate our business efficiently, we may share your personal data with carefully selected third parties who act as processors on our behalf. These may include payment processing providers, accounting or bookkeeping service providers who assist us in maintaining our financial records, information technology and system support providers, including those who host or maintain our digital tools, and scheduling or customer management tools where we securely store service and appointment details.

These processors are only permitted to handle your personal data in accordance with our instructions and for the purposes described in this Privacy Policy. They are bound by data protection obligations and are required to keep your personal data secure and confidential. We may also share personal data where required to comply with a legal obligation, to protect our rights, property, or safety, or to respond to lawful requests from authorities. We do not sell your personal data and we do not share it with unrelated third parties for their own marketing purposes.

International transfers

Some of our processors or service providers may operate outside the United Kingdom or the European Economic Area. Where this is the case, and where personal data is transferred internationally, we will ensure that appropriate safeguards are in place to protect your personal data, such as using standard contractual clauses or equivalent protections, as required by data protection law.

Data retention and storage

We keep your personal data only for as long as it is reasonably necessary for the purposes set out in this Privacy Policy and to meet our legal, accounting, and reporting obligations. In practice, this means:

Service and account records are typically kept for as long as you are a customer and for a reasonable period afterwards in case of queries, disputes, or follow-up work. Financial and transaction records are usually retained for a period required by tax and accounting laws. Communications records may be kept for a reasonable period to help us manage our relationship with you and demonstrate how we handled enquiries or complaints.

When personal data is no longer required, we will securely delete or anonymise it.

How we protect your personal data

We take appropriate technical and organisational measures to protect the personal data we hold from unauthorised access, loss, alteration, or disclosure. These measures may include controlled access to records, secure storage, and staff awareness of data protection responsibilities. While no system can be completely secure, we work to ensure that the level of protection is appropriate to the nature and sensitivity of the data we hold.

Your data protection rights

As a customer or prospective customer of Gardeners Cubitt Town in the Cubitt Town area, you have a number of rights in relation to your personal data. These include:

The right of access: You can request confirmation of whether we hold personal data about you and ask for a copy of that data. The right to rectification: You can ask us to correct or complete inaccurate or incomplete personal data. The right to erasure: In certain circumstances, you can ask us to delete 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. The right to restriction: You can ask us to restrict how we use your personal data in certain situations, for example while we are considering a request to rectify it. The right to data portability: Where our processing is based on consent or contract and is carried out by automated means, you can request a copy of your personal data in a commonly used, machine-readable format and ask us to transfer it to another controller where technically feasible. The right to object: You can object to our processing of your personal data where we rely on legitimate interests, including any direct marketing. We will stop processing unless we have compelling legitimate grounds or a legal requirement. Rights relating to automated decision-making: Gardeners Cubitt Town does not use automated decision-making or profiling that produces legal or similarly significant effects concerning you.

You also have the right to raise a concern or complaint with the relevant data protection supervisory authority if you believe your data has not been handled in accordance with the law. We encourage you to contact us first so we can address your concerns.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, our practices, or legal requirements. When we make changes, we will revise the date of the most recent update. We encourage you to review this Privacy Policy periodically to stay informed about how we handle your personal data.

This Privacy Policy applies to all Gardeners Cubitt Town customers and prospective customers in the Cubitt Town area and is intended to provide clear and transparent information about our use of personal data.