Privacy Policy

Gardeners Grove Park Privacy Policy

This Privacy Policy explains how Gardeners Grove Park collects, uses, stores, and protects personal data relating to our customers and prospective customers. It applies to all Gardeners Grove Park customers in our service area and to anyone who interacts with us in connection with our gardening and related services.

We are committed to safeguarding your privacy and handling your personal data in a fair, lawful, and transparent manner in compliance with the General Data Protection Regulation and applicable UK data protection laws.

Personal Data We Collect

We collect and process different categories of personal data depending on how you interact with us and which services you use. The types of information we may collect include:

Identification and contact information, such as your name, postal address, billing address, and general location information in our service area.

Communication details, such as your preferred method of contact and the content of correspondence you send to us, including enquiries, feedback, or complaints.

Service and contract information, such as details of the gardening services you request or receive, service history, appointment dates and times, and any related notes necessary to deliver and manage those services.

Payment and transaction information, such as records of payments, amounts, dates, and methods of payment. We do not store full payment card details; where payment card details are processed, they are handled securely by our payment processor.

Technical and usage information, where applicable, such as basic information about how you interact with our online content or digital tools, including date and time of access and general device information. This is collected only to the extent necessary to operate and secure our online services.

Any other information you choose to provide to us that is relevant to the delivery of our services, such as access instructions for your property, preferences relating to your garden, or information about hazards we should be aware of when working on site.

Lawful Basis for Processing

We process your personal data only where we have a valid lawful basis under data protection laws. Depending on the context, we rely on the following grounds:

Contract: We process personal data where it is necessary to enter into or perform a contract with you, for example to arrange and provide gardening services, manage bookings, process payments, and communicate with you regarding your services.

Legal obligation: We may process personal data where it is necessary to comply with legal and regulatory requirements, such as maintaining accounting and tax records.

Legitimate interests: We process personal data where it is necessary for our legitimate business interests, provided that your interests and fundamental rights do not override those interests. This may include managing and improving our services, handling customer queries, maintaining accurate records, and safeguarding our staff and property.

Consent: In limited cases, we may rely on your consent, for example where we send you certain types of marketing communications that are not based on our legitimate interests. Where we rely on consent, you are free to withdraw it at any time.

How We Use Personal Data

We use the personal data we collect for the following purposes:

To provide and manage gardening and related services that you request or agree to receive.

To arrange appointments, confirm visits, and communicate with you about ongoing or planned work.

To issue invoices, process payments, handle renewals where applicable, and maintain accurate financial records.

To respond to your communications, address questions or concerns, and provide customer support.

To manage our relationship with you, including maintaining up-to-date records and understanding your preferences for future work.

To improve our services, operations, and customer experience, for example by analysing feedback or service history.

To meet legal, regulatory, and accounting obligations, and to protect our rights, property, and safety, and that of our customers and staff.

Where permitted, to provide you with information about services that may be relevant to you, while respecting your rights to object or opt out.

Use of Data Processors

In some cases, we use carefully selected third parties to process personal data on our behalf. These organisations act as data processors and are only permitted to use personal data in accordance with our instructions and for the purposes described in this Privacy Policy.

Examples of the types of processors we may use include:

Payment processing providers to securely handle transactions and payments.

Accounting or bookkeeping service providers to assist with our financial records.

Information technology and systems providers who support our operational tools, data storage, and security measures.

Where we use data processors, we take steps to ensure that appropriate contractual and technical safeguards are in place to protect your personal data, and that it is not used for the processors own purposes.

Data Retention

We retain personal data only for as long as is necessary to fulfil the purposes for which it was collected, including for the purposes of satisfying any legal, accounting, or reporting requirements.

Service and contract information, together with related contact details, is typically kept for the duration of your relationship with Gardeners Grove Park and for a reasonable period afterwards to handle any questions, disputes, or legal claims.

Financial and transaction records are generally retained in line with statutory requirements for tax and accounting purposes.

Where we have processed personal data based solely on your consent and you withdraw that consent, we will stop the relevant processing and, where appropriate, delete or anonymise the data, unless we have another lawful basis to continue retaining it.

When data is no longer required, we securely delete it or convert it into a form that no longer identifies you.

Sharing of Personal Data

We do not sell your personal data. We may share personal data with third parties in the following limited circumstances:

With our data processors, as described above, who assist us in operating our business and providing services.

With professional advisers such as accountants or legal professionals, where reasonably necessary for the management of our business or in connection with legal matters.

With law enforcement agencies, regulatory bodies, or public authorities, where we are required or permitted to do so by law.

With other third parties where you have expressly requested or consented to such sharing, or where it is necessary to protect your vital interests or those of another person.

International Transfers

Where personal data is transferred outside the United Kingdom or the European Economic Area by us or by our processors, we take steps to ensure that an appropriate level of protection is in place. This may include relying on adequacy decisions, standard contractual clauses, or equivalent safeguards as recognised under data protection law.

Your Data Protection Rights

As a data subject, you have a number of rights in relation to your personal data under the GDPR and applicable data protection laws. These include:

The right of access: You have the right to request confirmation of whether we process your personal data and, if so, to receive a copy of that data together with certain information about how it is used.

The right to rectification: You have the right to request that inaccurate or incomplete personal data is corrected or updated.

The right to erasure: In certain circumstances, you have the right to 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 withdraw consent and there is no other lawful basis for processing.

The right to restriction of processing: You may request that we restrict the processing of your personal data in specific situations, for example while we verify the accuracy of information or assess an objection you have raised.

The right to data portability: Where processing is based on consent or 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 it is transmitted to another controller, where technically feasible.

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

The right to withdraw consent: Where we rely on your consent to process personal data, you can withdraw that consent at any time. This will not affect the lawfulness of processing based on consent before its withdrawal.

We aim to respond to all valid requests within the time limits set by data protection law. Depending on the nature of your request, we may need to verify your identity before taking action.

Security of Your Personal Data

We take appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, destruction, or damage. These measures are designed to provide a level of security appropriate to the risks presented by our processing activities and the nature of the personal data.

While we take reasonable steps to protect your information, no system or transmission can be guaranteed as completely secure. You also play an important role in keeping your information safe by ensuring that any communication with us is accurate and by notifying us promptly of any changes to your details.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal or regulatory developments, or improvements in how we communicate about data protection. The most recent version will always apply to the personal data we hold about you.

We encourage you to review this Privacy Policy periodically so that you remain informed about how Gardeners Grove Park protects your personal data.