Gardeners Tufnell Park Privacy Policy

This Privacy Policy explains how Gardeners Tufnell Park collects, uses, stores and protects personal data relating to customers and prospective customers in and around the Tufnell Park area. It also explains your rights under data protection law, including the General Data Protection Regulation and related UK data protection legislation.

By using the services of Gardeners Tufnell Park, contacting us, or providing your personal data in any way, you acknowledge that you have read and understood this Privacy Policy.

Scope of this Privacy Policy

This Privacy Policy applies to all Gardeners Tufnell Park customers, and to individuals who make enquiries about our services, in the Tufnell Park area and nearby neighbourhoods. It covers personal data collected through telephone calls, messaging services, social media, in person, by post, and through any online platforms we may use for enquiries or bookings.

What personal data we collect

We may collect and process the following categories of personal data when you contact us, request a quote, or use our services:

Identification and contact details such as name, address, service address, billing address, and general location within the Tufnell Park area, and any other contact details you choose to provide.

Service and contract details such as information about your garden or outdoor space, photographs you choose to share for quotation or planning purposes, details of services requested, dates and times of visits, access instructions, and records of work carried out.

Communication records such as messages, notes from telephone conversations, and any feedback, reviews or complaints you provide.

Payment and transaction details such as records of payments made and amounts due. Where we use third party payment processors, we do not store full card details, but the processor may process them on our behalf.

Technical and usage data where applicable such as limited technical identifiers generated when you visit any online platforms we use, and basic analytic or log information used for security, performance, and service improvement.

How we collect your personal data

We collect personal data directly from you when you contact us for a quote, make a booking, request services, or communicate with us in any way.

We may also receive limited personal data from third parties, for example:

From online directories, platforms or marketplaces where you have requested to be matched with local gardeners.

From payment processors that confirm your payment status in connection with services we provide.

From publicly available sources such as property listings or mapping services to understand access and service requirements for a job, where this is necessary for providing a quote or planning work.

Lawful bases for processing your data

We process your personal data only where we have a lawful basis under data protection law. Depending on the specific activity, we may rely on one or more of the following lawful bases:

Contractual necessity: where processing is necessary to enter into or perform a contract with you, such as taking steps to provide a quote, accepting a booking, scheduling visits, carrying out gardening services, and managing payments.

Legitimate interests: where we have a genuine and legitimate interest in processing your data and this is not overridden by your rights and interests. This may include managing our business operations, improving our services, keeping records of jobs completed, ensuring health and safety at work sites, and defending or establishing legal claims.

Legal obligation: where we need to process your data to comply with legal or regulatory requirements, such as tax, accounting, or record keeping duties.

Consent: in some limited circumstances, we may rely on your consent, for example where we send certain types of marketing messages or where we use images of your garden for promotional purposes. Where processing is based on consent, you can withdraw your consent at any time.

How we use your personal data

We use your personal data for the following purposes:

To respond to your enquiries, provide quotes, and advise on suitable services.

To set up and manage your bookings, including arranging site visits, planning work, and communicating with you before and after services.

To deliver gardening and related services at your property, including assessing access, understanding your requirements, and recording work completed.

To manage billing and payments, including issuing invoices, processing payments through third party providers, and keeping financial records.

To maintain internal records of customers, jobs, and communications for service quality, staff training, and dispute resolution.

To comply with legal obligations such as tax and accounting requirements and responding to lawful requests from authorities where required.

To send you information about similar services that may be of interest to you, where permitted by law and always with the option to opt out.

Data sharing and processors

We may share your personal data with carefully selected third parties who act as processors or independent controllers. These may include:

Payment service providers that process your card or electronic payments securely.

Cloud and IT service providers that host data, provide email or messaging services, or support our scheduling and record keeping systems.

Professional advisers such as accountants, where access to limited customer information is necessary for accounting or tax purposes.

Regulatory bodies or law enforcement agencies, where we are legally required to share information.

Where third parties process data on our behalf, we require them to act only on our instructions, keep your data secure, and comply with data protection law.

Data retention

We keep personal data only for as long as necessary for the purposes for which it was collected, and to meet our legal, accounting, and reporting obligations. Retention periods will vary depending on the type of data and the reason for processing, but we generally apply the following guidelines:

Contact and service records are typically kept for a period after the last service provided, to handle queries, repeat work, and potential disputes.

Financial and transaction records are generally retained for the period required by tax and accounting law.

Marketing-related data is retained for as long as you remain a customer or show interest in our services, unless you opt out or object to this processing.

When personal data is no longer needed, we will delete it securely or anonymise it so that it can no longer be linked to you.

Data security

We take appropriate technical and organisational measures to protect your personal data from accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access. These measures may include access controls, secure storage, limited access to personal data on a need-to-know basis, and the use of reputable service providers for hosting and payments.

While we work to protect your personal information, no system can be guaranteed to be completely secure. We encourage you to take care when sharing personal data and to contact us promptly if you believe your information may have been compromised in connection with our services.

Your data protection rights

Under data protection law, you have a number of rights in relation to your personal data. Subject to certain conditions and exemptions, these may include:

The right of access: to request confirmation that we process your personal data and to obtain a copy of that data.

The right to rectification: to ask us to correct or complete any inaccurate or incomplete personal data we hold about you.

The right to erasure: to request that we delete your personal data where there is no good reason for us to continue processing it, for example where it is no longer needed for the original purpose and no legal obligation requires retention.

The right to restriction of processing: to ask us to suspend the processing of your personal data in certain circumstances, such as while we verify its accuracy or our reasons for processing it.

The right to data portability: to request a copy of certain personal data in a commonly used, machine readable format, and to have that data transmitted to another controller where technically feasible.

The right to object: to object to processing that is based on our legitimate interests or for direct marketing purposes. Where you object to direct marketing, we will stop processing your data for that purpose.

The right to withdraw consent: where we rely on your consent to process your data, you can withdraw that consent at any time. This will not affect the lawfulness of processing before consent was withdrawn.

You also have the right to lodge a complaint with a supervisory authority if you believe your data protection rights have been infringed. In the United Kingdom, this is generally the Information Commissioners Office.

International transfers

Where we use service providers located outside the United Kingdom or the European Economic Area, or where data is otherwise transferred internationally, we take steps to ensure that appropriate safeguards are in place. These may include relying on adequacy regulations, entering into standard contractual clauses, or using other lawful transfer mechanisms recognised under data protection law.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, our data processing practices, or legal requirements. Any changes will take effect when the updated policy is made available. You are encouraged to review this Privacy Policy periodically to stay informed about how we protect your personal data.

Contact and further information

If you have any questions about this Privacy Policy, how we handle your personal data, or if you wish to exercise any of your data protection rights, you can contact Gardeners Tufnell Park using the usual contact details you use when arranging services.