Gardeners Hampton Privacy Policy

This Privacy Policy explains how Gardeners Hampton collects, uses, stores and protects personal data relating to our customers and prospective customers within our service area. It also explains your rights under the UK General Data Protection Regulation UK GDPR and related data protection laws.

By engaging our gardening and related services, or by contacting us about our services, you acknowledge that you have read and understood this Privacy Policy.

Scope and who this applies to

This Privacy Policy applies to all Gardeners Hampton customers and prospective customers in our service area, as well as individuals who contact us with enquiries, request quotations, or otherwise interact with us in the course of our business activities.

This Privacy Policy does not apply to third party websites, services or platforms that you may access or use in connection with our services. Those third parties are responsible for their own privacy practices.

Personal data we collect

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

Identification and contact details such as name, postal address, property address, billing address, and communication preferences.

Contact information such as email address where provided and any other contact channel you choose to use to reach us, along with your communication preferences.

Service and contract information such as records of the services you request, quotations provided, work performed at your property, notes regarding your garden and access instructions, and details of any service-related correspondence.

Billing and payment information such as records of invoices and payments, the payment method used for accounting purposes, and information necessary to comply with our legal and tax obligations. We do not store full payment card details where a third party payment processor is used.

Usage and enquiry data such as details of enquiries you submit, feedback you provide, and information you give us when you request a quotation or consultation.

Images and site information such as photographs of your garden or property taken for the purposes of quoting, planning, delivering, or evidencing our gardening services, where necessary and proportionate.

Any other information you voluntarily choose to provide to us in the course of communications or when requesting or receiving our services, where it is relevant to the services we provide.

How we collect personal data

We collect personal data directly from you when you contact us, request a quotation, book services, correspond with us, or provide information during visits to your property.

We may also receive personal data from third parties where this is lawful and necessary, for example from referral partners, property managers, or landlords who ask us to provide services at a specific address, or from payment service providers that confirm transactions.

Lawful bases for processing

Gardeners Hampton processes personal data only when we have a lawful basis to do so under the UK GDPR. Depending on the circumstances, we rely on the following lawful bases:

Contract: To take steps at your request before entering into a contract and to perform our contract with you. This includes managing quotations, bookings, service delivery, invoicing, and customer support.

Legal obligation: To comply with legal and regulatory requirements, such as record keeping for tax and accounting purposes.

Legitimate interests: To pursue our legitimate business interests, provided that your interests and fundamental rights do not override those interests. This may include managing our relationship with you, maintaining records of services provided, improving our services, and protecting our business from fraud or misuse.

Consent: Where required by law, for example for certain types of direct marketing or for the use of particular photographs or testimonials. Where processing is based on consent, you have the right to withdraw your consent at any time, without affecting the lawfulness of processing before consent was withdrawn.

How we use personal data

We use your personal data for the following purposes:

To provide and manage our gardening and related services, including site visits, garden maintenance, landscaping work, and any follow up.

To prepare and provide quotations and proposals and to respond to your enquiries and requests for information.

To manage our customer relationship with you, including communication about appointments, changes to services, and important updates regarding your property or garden.

To manage billing, payment collection, accounting, and financial record keeping.

To improve our services, plan workloads, and monitor service quality.

To handle complaints, disputes, or claims, and to enforce or defend our legal rights.

To meet legal and regulatory obligations and cooperate with competent authorities where required by law.

Where permitted and appropriate, to inform you about relevant services or offers that may be of interest to you, subject to your rights to object or opt out.

Data sharing and processors

We do not sell your personal data. We may share your personal data with trusted third parties where necessary for the purposes described in this Privacy Policy and where they act as our processors or independent controllers.

Third party processors may include:

IT service providers who host or support our business systems and tools used for scheduling, data storage, communication, and administration.

Payment service providers who process card or online payments on our behalf.

Professional advisers such as accountants, insurers, or legal advisers who require access to certain personal data to provide their services in connection with our business.

Other service providers that support the operation of our business, for example document storage or secure destruction services.

When we use processors, we ensure that they process personal data only on our documented instructions, provide appropriate security safeguards, and comply with applicable data protection laws.

We may also share personal data where required by law, regulation, or court order, or where necessary to establish, exercise, or defend legal claims.

Data retention

We keep personal data only for as long as is necessary for the purposes for which it was collected, including to meet legal, accounting, or reporting requirements.

In general, we retain customer and service records for as long as you remain a customer and for a period after the end of the relationship, typically up to six years, to enable us to respond to queries, handle potential disputes, and comply with legal obligations.

Where data is no longer needed for the purpose for which it was collected and we are not required to retain it, we will securely delete or anonymise it.

International transfers

If we use service providers 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 line with UK GDPR requirements. This may include relying on adequacy regulations or implementing standard contractual clauses approved by the relevant authorities.

How we protect your personal data

We take appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, destruction, or damage. These measures include access controls, secure storage practices, and limiting personal data access to those who need it for legitimate business purposes.

While we take reasonable steps to protect your personal data, no system can be guaranteed as completely secure. You are encouraged to take care when sharing personal data and to inform us promptly if you suspect any misuse of your data in connection with our services.

Your data protection rights

Under the UK GDPR, you have a number of rights in relation to your personal data, subject to certain conditions and exemptions. These rights include:

Right of access: You can request confirmation of whether we process your personal data and obtain a copy of that data, together with certain information about how it is processed.

Right to rectification: You can request that inaccurate or incomplete personal data we hold about you is corrected or completed.

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 have withdrawn consent where consent was the lawful basis.

Right to restriction of processing: You can request that we restrict our processing of your personal data in certain circumstances, for example while we verify its accuracy or consider an objection you have raised.

Right to object: You can object to our processing of your personal data where we rely on legitimate interests as our lawful basis, including any profiling based on those interests. You also have an absolute right to object at any time to the processing of your personal data for direct marketing purposes.

Right to data portability: Where processing is based on consent or contract and carried out by automated means, you may be entitled to receive the personal data you have provided to us in a structured, commonly used and machine readable format and to request that it is transmitted to another controller where technically feasible.

Right to withdraw consent: Where we rely on your consent to process personal data, you can withdraw that consent at any time. Withdrawal of consent will not affect the lawfulness of processing carried out before consent was withdrawn.

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 practices, services, or legal obligations. When we make significant changes, we will take reasonable steps to inform you, where appropriate. The latest version of this Privacy Policy will always apply to the personal data we hold about you.

We encourage you to review this Privacy Policy periodically to remain informed about how Gardeners Hampton protects your personal data.