Gardeners Haringey Privacy Policy
This Privacy Policy explains how Gardeners Haringey collects, uses, stores and protects personal data relating to customers and prospective customers in the Haringey area. It also explains your rights under the UK General Data Protection Regulation and related data protection laws. This policy applies to all services provided by Gardeners Haringey to individuals and businesses located within the Haringey area.
1. Who we are and scope of this policy
Gardeners Haringey is a gardening and outdoor maintenance service operating in the Haringey area. In the context of data protection law, Gardeners Haringey is the data controller in respect of the personal data described in this Privacy Policy. This means Gardeners Haringey decides why and how your personal data is processed and is responsible for ensuring that such processing complies with applicable laws.
This Privacy Policy applies to all customers, prospective customers, and individuals who contact or otherwise interact with Gardeners Haringey in connection with services in the Haringey area.
2. Personal data we collect
Gardeners Haringey collects and processes different types of personal data depending on how you interact with us. This may include:
Identity and contact details: name, address, property location within the Haringey area, and other contact details you choose to provide such as alternative addresses.
Service and contract information: details of the gardening or maintenance services you request or receive, service notes, appointment dates and times, and relevant communications relating to those services.
Billing and payment details: information required to issue invoices and record payments, such as invoice history, payment method type, and transaction records. We do not store full payment card details where payments are processed through third-party providers.
Communication data: information contained in communications you send to us, such as enquiries, feedback, or complaints and our responses to you.
Usage and technical data: where relevant, limited technical information relating to the way you use any online forms or digital tools we may offer, such as time and date of submission, device type, and basic diagnostic data necessary to keep our services secure and functioning.
We only collect personal data that is relevant and necessary for the purposes described in this Privacy Policy.
3. How we collect your personal data
We collect personal data directly from you when you contact us to request a quotation, arrange a visit, confirm or amend an appointment, enter into a service agreement, or communicate with us by any other means.
We may also collect personal data indirectly when a third party contacts us on your behalf, for example a landlord, tenant, property manager or relative who requests services for a property in the Haringey area. In such cases, we will process only the information needed to provide the requested services and will, where appropriate, inform you that we hold your data.
4. Lawful bases for processing
Gardeners Haringey only processes personal data when there is a lawful basis for doing so. Depending on the circumstances, we rely on the following lawful bases:
Performance of a contract: where processing is necessary to enter into or fulfil a contract with you, for example to provide gardening services, manage appointments, and issue invoices.
Compliance with legal obligations: where processing is required to comply with laws and regulations, such as maintaining certain financial records for tax purposes.
Legitimate interests: where processing is necessary for our legitimate business interests, and those interests are not overridden by your rights and interests. This may include managing our relationship with you, improving our services, preventing fraud, and ensuring the security of our operations.
Consent: on occasion we may rely on your consent, for example where we wish to send you certain types of optional marketing messages. Where we rely on consent, you are free to withdraw it at any time.
5. Purposes for which we use personal data
We use the personal data we collect for the following purposes:
To provide gardening and related services in the Haringey area, including assessing your requirements, supplying quotations, and carrying out services at the agreed property.
To manage customer relationships, including handling enquiries, rescheduling appointments, managing ongoing maintenance plans, and dealing with requests, feedback and complaints.
To administer billing and payments, including issuing invoices, processing payments through third-party payment providers, and maintaining appropriate financial and accounting records.
To operate, maintain and improve our services, including monitoring service quality, training staff, and reviewing how our services are used so we can enhance customer experience.
To protect our business and customers, including verifying identity where appropriate, preventing and detecting misuse or fraud, and ensuring the security of our systems and personnel.
To comply with our legal obligations and cooperate with law enforcement, regulators, or other authorities when required by law.
6. Data retention
Gardeners Haringey keeps personal data only for as long as necessary for the purposes for which it was collected, and to comply with legal, accounting or reporting requirements.
Service and contract information is typically retained for the duration of your relationship with us and for a reasonable period afterwards to deal with any queries, complaints or legal claims. In many cases, this will be up to six years after the end of our relationship, in line with limitation periods for legal claims and statutory record-keeping requirements.
Billing and payment records are retained for the period required under applicable tax and accounting rules.
Where personal data is no longer required for the purposes for which it was collected, we will securely delete or anonymise it.
7. Sharing your personal data and use of processors
Gardeners Haringey may share your personal data with carefully selected third parties where necessary for the purposes described in this Privacy Policy and where permitted by law.
Service providers and processors: we may engage third-party companies to provide services such as payment processing, accounting support, IT and system administration, data storage, communication tools, and operational support. These parties act as data processors and are only permitted to process your personal data in accordance with our instructions and for specified purposes. They are required to implement appropriate security measures and to protect your data.
Professional advisers: we may share information with insurers, legal advisers, accountants or other professional advisers where necessary for the establishment, exercise or defence of legal claims, or to obtain professional advice.
Authorities and law enforcement: we may disclose personal data when required to do so by law or where necessary to comply with legal processes, respond to requests from public authorities, or protect our rights, property or safety and that of our customers or others.
We do not sell your personal data to third parties.
8. International transfers
Where our use of third-party service providers involves transferring personal data outside the UK or the European Economic Area, we will ensure that appropriate safeguards are in place to protect your data in accordance with data protection law. These safeguards may include using countries recognised as providing an adequate level of protection or entering into contracts with recipients that contain approved data protection clauses.
9. Data security
Gardeners Haringey takes the security of personal data seriously. We implement appropriate technical and organisational measures designed to protect your personal data from unauthorised access, accidental loss, destruction or damage. These measures include limiting access to personal data to individuals who have a legitimate need to know it and requiring our staff and processors to handle data in accordance with applicable laws and internal policies.
10. Your data protection rights
Under data protection law, you have a number of rights in relation to your personal data. These rights apply in many circumstances, and may be subject to certain conditions and exemptions. Your rights include:
Right of access: you can request confirmation of whether we hold personal data about you and ask for a copy of that data.
Right to rectification: you can ask us to correct inaccurate or incomplete personal data we hold about you.
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 purpose for which it was collected.
Right to restriction of processing: you can request that we restrict the processing of your data in certain situations, for example while we verify its accuracy or assess 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. We will stop processing your data unless we have compelling legitimate grounds to continue or the processing is required for legal claims.
Right to data portability: where processing is based on consent or on a contract and carried out by automated means, you may have the right to receive your personal data in a structured, commonly used and machine-readable format and to request that we transfer it to another controller.
Right to withdraw consent: where we rely on your consent, you may withdraw that consent at any time. This will not affect the lawfulness of processing carried out before you withdrew your consent.
You also have the right to lodge a complaint with a data protection supervisory authority if you are concerned about how we handle your personal data.
11. Changes to this Privacy Policy
Gardeners Haringey may update this Privacy Policy from time to time to reflect changes in our services, legal obligations or the way we process personal data. Any changes will apply from the date the updated Privacy Policy is made available. We encourage you to review this policy periodically so that you remain informed about how we protect your privacy.
