Gardeners Eden Park Privacy Policy

This Privacy Policy explains how Gardeners Eden Park collects, uses, stores, and protects personal data relating to customers and prospective customers within our service area. It also explains your rights under the UK GDPR and EU GDPR where applicable, and how you can exercise those rights. This Privacy Policy applies to all Gardeners Eden Park customers and potential customers in the area who interact with us, whether in person, by post, by online contact forms, or through any other communication method that does not conflict with this statement.

Who we are and scope of this policy

Gardeners Eden Park provides gardening, landscaping, and related services to residential and commercial customers. For the purposes of applicable data protection laws, Gardeners Eden Park is the controller of the personal data described in this Privacy Policy. This Privacy Policy applies to all customers, potential customers, and their representatives in our service area whose personal data we process in connection with enquiries, quotations, bookings, service delivery, invoicing, and aftercare.

Types of personal data we collect

We collect and process different categories of personal data as necessary to provide our services, manage our business, and comply with legal obligations. The types of data we may collect include the following.

Identification and contact details such as your full name, postal address, service address, and other basic contact information needed to respond to enquiries, send quotations, and deliver services.

Service and contract information such as details of your garden or outdoor space, records of site visits, photographs of work areas taken solely for planning, quotation, or evidential purposes, details of services requested or provided, and notes relating to your preferences or instructions.

Billing and payment information such as invoice details, payment status, and limited payment-related information required for accounting and record keeping. We do not store full payment card details where third party payment processors are used; those details are handled directly by the relevant payment service provider in accordance with their own policies.

Communication records such as copies of correspondence, notes of telephone conversations where relevant to your enquiry or our contract with you, and responses you provide to feedback requests or surveys.

Technical and usage information such as basic technical information transmitted by your browser or device when you visit our online pages, where applicable, including general location, device type, and interaction logs used for security, troubleshooting, and service improvement.

Lawful bases for processing your data

We process personal data only where we have a lawful basis under data protection laws. Depending on the situation, we rely on one or more of the following lawful bases.

Contract. We process your personal data when it is necessary to enter into or perform a contract with you. This includes handling enquiries, providing quotations, scheduling and delivering gardening and landscaping services, managing accounts, and responding to questions relating to work we have carried out.

Legal obligation. We process certain information to comply with legal and regulatory requirements, such as maintaining accurate financial records, tax documentation, and health and safety records.

Legitimate interests. We may process personal data where this is necessary for our legitimate business interests and where those interests are not overridden by your rights and freedoms. This can include improving our services, managing and protecting our business, preventing fraud, and handling routine customer relationship management. When relying on legitimate interests, we assess and balance any potential impact on you.

Consent. In limited circumstances, we may rely on your consent, for example for certain types of optional marketing or for using photographs of work completed at your property in promotional materials. Where we rely on consent, you can withdraw it at any time by contacting us, and this will not affect processing that has already taken place.

How we use your personal data

We use the personal data we collect only for the purposes for which it was obtained and for compatible purposes. These purposes include providing and managing gardening and landscaping services, communicating with you about enquiries, bookings, schedules, and service updates, preparing and issuing quotations, invoices, and payment reminders, managing customer accounts and service history, handling feedback, complaints, and disputes, improving and developing our services and customer experience, maintaining security, safety, and quality standards, and complying with legal, regulatory, and accounting requirements.

Data sharing and processors

We do not sell your personal data. We may share your data with carefully selected third parties where this is necessary for the purposes described in this Privacy Policy, is required by law, or is carried out with your consent. These third parties act either as processors, handling data on our behalf, or as separate controllers with their own responsibilities.

Typical categories of recipients include payment service providers that process payments securely on our behalf, professional advisers such as accountants, auditors, or legal advisers where required for lawful business purposes, information technology and cloud service providers that host or support our systems, communication service providers that enable us to send you service related communications, and subcontractors or specialist service providers where additional skills or equipment are required to deliver the services you have requested.

Where we engage processors, we ensure they are subject to written contracts requiring them to process personal data only on our documented instructions, to implement appropriate security measures, and to assist us in meeting our data protection obligations.

International transfers

If any of our service providers or systems involve transferring your personal data outside the United Kingdom or European Economic Area, we will ensure that appropriate safeguards are in place. These may include the use of standard contractual clauses or reliance on an adequacy decision, in accordance with applicable data protection law.

Data retention and storage

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including satisfying legal, accounting, or reporting requirements. Retention periods vary according to the type of data and the context in which it was provided.

Customer and service records are generally kept for the duration of our relationship with you and for a reasonable period afterwards in case of queries, disputes, or potential legal claims. Financial and invoicing records are typically retained for the period required by tax and accounting laws. Photographs and project documentation retained for evidential or service history purposes are kept only for as long as they remain relevant or until you object where we rely on legitimate interests and no overriding need exists.

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

Security of your personal data

We take appropriate technical and organisational measures to protect personal data against unauthorised or unlawful processing, accidental loss, destruction, or damage. These measures include access controls, secure storage, regular review of our data handling practices, and limiting access to personal data to those who have a genuine business need to know. Although we use reasonable efforts to protect your data, no system can be guaranteed as completely secure.

Your data protection rights

Under the GDPR and related data protection laws, you have several important rights in relation to your personal data. These rights apply to all Gardeners Eden Park customers and potential customers in our service area, subject to certain legal limitations and exemptions.

You have the right to obtain confirmation as to whether we process your personal data and to request access to that data, including information about how we use it. You have the right to request that inaccurate or incomplete personal data be corrected or updated. You may request that we delete your personal data in certain circumstances, for example where it is no longer needed for the original purpose and there is no lawful reason for us to continue processing it.

You have the right to ask us to restrict processing of your personal data in certain situations, such as while we verify its accuracy or assess an objection. You may object to processing that is based on our legitimate interests, including profiling, and we will stop processing unless we can demonstrate compelling legitimate grounds that override your interests, rights, and freedoms or where processing is required for legal claims.

Where we process data on the basis of your consent or in order to perform a contract and the processing is carried out by automated means, you may have the right to request the transfer of your data to you or to another controller in a commonly used, machine readable format. Where we rely on your consent for processing, you may withdraw that consent at any time, and we will stop the relevant processing moving forward.

Exercising your rights and contacting us

You can exercise your data protection rights or raise questions or concerns about this Privacy Policy by contacting us using the usual contact details you use for our services. When you make a request, we may need to verify your identity to protect your privacy and security. We aim to respond to all valid requests within the time limits set by law and will inform you if we need additional information or more time to respond.

If you believe that we have not handled your personal data in accordance with data protection law, you also have the right to lodge a complaint with a supervisory authority. We encourage you to contact us first so that we can seek to resolve any concerns directly.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, how we process personal data, or applicable legal requirements. Any changes will take effect when the updated version is made available. We recommend that you review this Privacy Policy periodically to stay informed about how we protect your personal data at Gardeners Eden Park.