Privacy Policy - Landscaping Greenwich

This Privacy Policy explains how Landscaping Greenwich collects, uses, stores, shares, and protects personal data in relation to our services. It applies to all Landscaping Greenwich customers in the area, including individuals who request quotations, book services, or otherwise interact with us as part of our landscaping, garden maintenance, design, installation, and related services. We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Landscaping Greenwich provides landscaping and outdoor property services to customers in Greenwich and the surrounding area. For the purposes of data protection law, we are the data controller of the personal data described in this Privacy Policy. This means we determine the purposes and means of processing your personal data.

2. Personal Data We Collect

We may collect and process the following categories of personal data:

Identity data such as your name and title.
Contact data such as your address, email address, and telephone number.
Property and service data such as details about your garden, outdoor space, access requirements, preferred materials, service requests, and project specifications.
Payment and transaction data such as invoice details, payment status, and records of services purchased.
Communication data such as messages, complaints, feedback, and notes from phone calls or written correspondence.
Technical data if you interact with us electronically, including basic device or usage information where relevant.
Contract data such as quotations, work orders, schedules, and service history.

We usually collect personal data directly from you when you request information, book a service, sign a contract, make an enquiry, or communicate with us. In some cases, we may receive data from third parties such as property managers, contractors, or payment providers where this is necessary to deliver our services.

3. How We Use Your Data

We use personal data only where we have a valid legal basis and where it is necessary for a specific purpose. The main purposes for which Landscaping Greenwich processes personal data include:

Providing quotations and assessing service requirements.
Delivering landscaping, maintenance, design, installation, and related services.
Managing bookings, scheduling visits, and coordinating work.
Processing payments, issuing invoices, and maintaining accounting records.
Communicating with customers about appointments, project updates, and service matters.
Handling complaints, queries, and customer support.
Maintaining business records and meeting legal obligations.
Improving the quality, efficiency, and safety of our services.

We do not use your personal data for purposes that are incompatible with those described in this Policy unless we inform you and, where required, obtain further permission.

4. Lawful Basis for Processing

Under UK GDPR, we must identify a lawful basis for each use of your personal data. Landscaping Greenwich relies on the following lawful bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes providing quotations at your request, carrying out agreed work, and managing billing and customer records.

Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. Examples include managing our customer relationships, responding to enquiries, maintaining service quality, preventing fraud, and improving our operations. We always consider whether the processing is proportionate and limited to what is necessary.

Legal Obligation

We may process and retain certain information to comply with legal and regulatory obligations, including tax, accounting, insurance, and record-keeping requirements.

Consent

In limited situations, we may rely on your consent, for example where a type of communication or processing requires prior permission. Where we rely on consent, you have the right to withdraw it at any time.

5. Sharing Your Data and Processors

We may share personal data with trusted third parties who act as processors on our behalf, or in some cases as independent controllers. These parties are only permitted to process your data according to our instructions or their own legal obligations. We take steps to ensure they handle data securely and appropriately.

Typical processors and service providers may include:

Payment processors for handling card or electronic payments.
Accounting and bookkeeping providers for financial administration.
IT and cloud storage providers for secure data hosting and email services.
Customer relationship and scheduling tools used to manage bookings and service records.
Professional advisers such as insurers, legal advisers, or auditors where necessary.
Subcontractors and suppliers assisting with the delivery of landscaping services, where required for project completion.

We may also disclose data where required by law, court order, or regulatory authority. We will not sell your personal data.

6. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including satisfying legal, accounting, and reporting requirements. Retention periods depend on the type of data and the reason it was collected.

Customer and contract records are generally retained for the duration of the business relationship and for a period afterwards where needed for legal claims or record-keeping.
Financial records such as invoices and payment information are retained for the period required by tax and accounting law.
Communication records may be retained for a reasonable period to manage enquiries, disputes, and service history.
Information no longer required is securely deleted or anonymised.

In some cases, we may need to keep data for longer if necessary to establish, exercise, or defend legal claims. When data is no longer required, we will take appropriate steps to dispose of it securely.

7. Data Security

We use reasonable technical and organisational measures to protect personal data from loss, misuse, unauthorised access, disclosure, alteration, or destruction. These measures may include access controls, secure storage, restricted access to records, and appropriate staff awareness measures. No method of transmission or storage is completely secure, but we work to protect your information as far as reasonably possible.

8. International Transfers

Where personal data is transferred outside the United Kingdom, we will ensure that appropriate safeguards are in place to protect the data in accordance with data protection law. These safeguards may include adequacy regulations, standard contractual clauses, or other legally approved transfer mechanisms.

9. Your Rights

Under UK GDPR, you have a number of rights in relation to your personal data. These include:

Right of access – you can request confirmation of whether we hold your data and obtain a copy of it.
Right to rectification – you can ask us to correct inaccurate or incomplete information.
Right to erasure – you can ask us to delete your data in certain circumstances.
Right to restriction – you can ask us to limit how we use your data in certain cases.
Right to object – you can object to processing based on legitimate interests or direct marketing.
Right to data portability – you can request that certain data be provided in a structured, commonly used format.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

You also have the right to raise a concern with the Information Commissioner’s Office if you believe your data protection rights have been infringed. We encourage you to contact us first so that we can try to resolve any concern directly.

10. Children’s Data

Our services are intended for adults and property owners, occupiers, or authorised representatives. We do not knowingly collect personal data from children unless it is necessary and lawful in connection with a service arrangement. If we become aware that we have collected data from a child without a valid legal basis, we will take steps to remove it where appropriate.

11. Changes to This Privacy 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 made available. We encourage customers in Greenwich and the surrounding area to review this Policy periodically to stay informed about how we protect personal data.

12. Summary of Our Commitment

Landscaping Greenwich is committed to processing personal data responsibly, securely, and lawfully. We collect only the information needed to provide our services, rely on appropriate lawful bases, retain data only for as long as necessary, and share information only with trusted processors or where required by law. We respect your privacy and your rights, and we aim to handle all customer information with care, transparency, and accountability.