Privacy Policy

Gardeners Rush Green Privacy Policy

This Privacy Policy explains how Gardeners Rush Green collects, uses, stores and protects personal data of its customers in the Rush Green area. It is intended to be fully compliant with the General Data Protection Regulation and applicable UK data protection laws. By using our gardening and related services, you acknowledge that you have read and understood this Policy.

Scope of this Privacy Policy

This Privacy Policy applies to all individual customers and prospective customers of Gardeners Rush Green located in the Rush Green area. It covers personal data collected in the course of providing gardening, maintenance, landscaping, consultation and related services, whether the interaction takes place in person, over the phone, via electronic communication or through any other method we choose to use for our business operations.

Data Controller

Gardeners Rush Green is the data controller in respect of the personal data we process about you. As data controller, we determine the purposes and means of the processing of your personal data and are responsible for ensuring that such processing is carried out in compliance with data protection law.

Personal Data We Collect

We only collect personal data that is necessary for the provision and administration of our services. The categories of personal data we may collect include:

Identification details such as your full name and title.

Contact details such as your home address, service address if different, and any communication preferences you choose to share with us.

Service information such as details of the gardening or landscaping work requested or provided, property access instructions you choose to give to us, photographs of the garden or outside areas where needed for quotations or records of completed work, and any specific product or plant preferences.

Payment and billing information such as invoices, records of payments, and basic transaction details. We do not store full card details when payment is processed through a third-party payment provider.

Communication records such as notes of telephone conversations, copies of written correspondence and any feedback or complaints that you submit to us.

How We Collect Your Data

We typically collect personal data directly from you when you contact us to request a quote, make a booking, arrange a visit, sign a service agreement or otherwise communicate with us about our services. We may also collect data during site visits when assessing your garden or carrying out work.

In certain cases, personal data may be collected from third parties, for example where an existing customer recommends you or a landlord provides contact details for a tenant so that we can arrange access to a property. In such situations, we will process that data in accordance with this Privacy Policy.

Lawful Basis for Processing

We rely on a limited number of lawful bases under the GDPR to process your personal data. These are:

Contract. We process personal data where it is necessary to enter into or perform a contract for gardening or related services with you. This includes handling enquiries, preparing quotations, scheduling work, providing services and managing payments.

Legal obligation. We may process certain data where it is necessary for compliance with legal obligations, such as tax, accounting and record-keeping requirements.

Legitimate interests. We process personal data on the basis of our legitimate interests where these are not overridden by your rights. This includes running and developing our business, managing customer relationships, improving our services, maintaining security of our staff and property, and handling queries, feedback or complaints.

Consent. If we ever rely on your consent, for example for certain types of optional communications, we will clearly explain this at the time and you will have the right to withdraw that consent at any time.

How We Use Your Personal Data

We use your personal data for the following purposes:

To provide and manage gardening and related services that you have requested or contracted with us for.

To prepare and issue quotations, invoices and receipts, and to manage our billing and financial records.

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

To respond to your enquiries, feedback or complaints and to improve the quality of our services.

To maintain internal records, including job history for your property, so that we can provide consistent service over time.

To comply with legal and regulatory obligations, including record retention requirements.

To protect our business, staff, property and customers, including addressing potential disputes or legal claims.

Data Processors and Third Parties

We may engage carefully selected third-party service providers who process personal data on our behalf. These data processors may include:

Payment processing providers that handle card or electronic payments for our services.

Accounting or bookkeeping services that assist with financial records.

IT or cloud service providers that host or maintain our digital tools and storage systems.

Administrative support providers that help us manage appointments, communications or documentation.

Where we use data processors, they are only permitted to process your personal data in accordance with our instructions and for the purposes set out in this Privacy Policy or as otherwise notified to you. We require all processors to implement appropriate security measures to protect your data.

We do not sell your personal data to any third party. We will only share personal data with third parties where this is necessary for the purposes described in this Policy, required by law, or where you have expressly requested or authorised such sharing.

International Transfers

Our operations are primarily based in the UK. If, in limited cases, personal data is transferred outside the UK or European Economic Area by one of our service providers, we will ensure that appropriate safeguards are in place, such as standard contractual clauses or equivalent protections, to maintain an adequate level of data protection.

Data Retention

We retain personal data only for as long as is necessary for the purposes for which it was collected and to meet any legal, accounting or reporting requirements. In general, we will keep basic customer and transaction information for a period required under tax and accounting laws, after which it will be securely deleted or anonymised.

Communications and service records may be retained for a reasonable period in order to respond to queries, manage repeat work, and maintain accurate records of previous jobs carried out at a property. When personal data is no longer required, it will be securely destroyed or permanently anonymised.

Data Security

We take appropriate technical and organisational measures to protect your personal data from unauthorised access, loss, misuse, alteration or disclosure. These measures include restricting access to personal data to those staff and contractors who need it for the performance of their duties and requiring them to follow strict confidentiality obligations.

Your Data Protection Rights

Under the GDPR and applicable data protection laws, you have certain rights in relation to the personal data we hold about you. Subject to applicable exemptions and limitations, these rights include:

Right of access. You have the right to obtain confirmation as to whether we process your personal data and to request a copy of the personal data we hold about you.

Right to rectification. You have the right to request that inaccurate or incomplete personal data be corrected or updated.

Right to erasure. In some circumstances, you may request that we delete your personal data, for example where it is no longer necessary for the purposes for which it was collected or where you withdraw consent and no other lawful basis applies.

Right to restriction of processing. You may request that we restrict the processing of your personal data in certain situations, such as while we verify its accuracy or consider an objection you have raised.

Right to object. You have the right to object to processing that is based on our legitimate interests, on grounds relating to your particular situation. We will stop such processing unless we can demonstrate compelling legitimate grounds that override your interests, rights and freedoms or where processing is required for legal claims.

Right to data portability. Where processing is based on consent or contract and carried out by automated means, you may request that we provide your personal data in a structured, commonly used and machine-readable format, or that we transmit it to another controller where technically feasible.

Exercising Your Rights

If you wish to exercise any of your data protection rights, or if you have any questions or concerns about how we handle your personal data, you can contact Gardeners Rush Green using the usual communication channels you use for our services. We may need to verify your identity before responding to certain requests to ensure your data is protected.

You also have the right to lodge a complaint with the relevant data protection supervisory authority if you believe that your rights have been infringed. We would, however, appreciate the opportunity to address your concerns directly in the first instance.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements or service offerings. Any updates will apply from the date they are published. We encourage you to review this Policy periodically to stay informed about how we process your personal data.