Privacy Policy
Gardeners Kensington Privacy Policy
This Privacy Policy explains how Gardeners Kensington collects, uses, stores, and protects personal data of customers and prospective customers in our service area. It also explains your rights under the UK General Data Protection Regulation and other applicable data protection laws. This policy applies to all Gardeners Kensington customers and anyone who contacts us or uses our services within our operating area.
Who we are and scope of this policy
Gardeners Kensington is a gardening and grounds maintenance service provider. We act as the data controller for the personal data we collect and use in connection with our services. This Privacy Policy covers personal data collected from private individuals, business clients, and other organisations to the extent that we can identify a living person from the information we hold.
Types of data we collect
We may collect and process the following categories of personal data:
Identification and contact details, such as your name, postal address, service address, and general location information needed to provide quotations and deliver services.
Communication details, including any information you choose to provide when you contact us, request a quote, make an enquiry, or provide feedback about our services.
Service details, such as information about your garden or outdoor space, access instructions, preferred service times, and any special requirements or notes relevant to carrying out our work safely and effectively.
Contract and billing information, such as records of services requested, quotations, invoices, payment status, and related financial information needed for accounting and tax purposes. We do not store full payment card details, but we may hold limited transaction information where this is necessary for our records.
Usage and technical data, where applicable, such as information about how you interact with any online forms or digital tools we use, including time and date of contact and basic technical data provided by your browser or device.
How we collect your data
We collect personal data directly from you when you contact us by any means, when you request a quote, make a booking, or enter into a contract for gardening services with us. We may also obtain personal data from third parties where this is necessary and lawful, for example where another person arranges services on your behalf or where a business client provides contact details for representatives who will liaise with us on site.
Lawful bases for processing
We will only process your personal data where we have a lawful basis to do so. Depending on the circumstances, we rely on the following lawful bases:
Contract: We process personal data where this is necessary to enter into or perform a contract with you, such as providing quotations, scheduling and delivering services, and managing payments.
Legitimate interests: We process data where this is necessary for our legitimate business interests and where your interests and fundamental rights do not override those interests. This includes maintaining records of past work, improving our services, managing our business operations, and responding to enquiries and complaints.
Legal obligation: We process certain data to comply with our legal and regulatory obligations, for example in relation to tax, accounting, and record keeping requirements.
Consent: Where required by law, we rely on your consent to send certain forms of direct marketing communications or to process specific categories of data. You can withdraw your consent at any time, without affecting the lawfulness of processing based on consent before its withdrawal.
How we use your personal data
We use personal data for the following purposes:
To provide gardening and related services you request, including visiting your property, carrying out agreed work, and managing any follow up services.
To prepare and send quotations, confirm bookings, and keep you updated about the status of your services.
To manage our relationship with you, including handling enquiries, feedback, and complaints in a professional manner.
To administer billing and payments, maintain financial records, and comply with tax and accounting obligations.
To improve and develop our services, including reviewing service history, identifying common requirements, and maintaining internal records of our work.
To protect our business, personnel, and customers, which may include verifying information, preventing misuse of our services, and enforcing our contractual rights.
Data sharing and processors
We do not sell your personal data. We may share your personal data with trusted third parties who act as data processors on our behalf, meaning they process your data only in accordance with our instructions and for the purposes set out in this Privacy Policy.
These processors may include providers of administrative, accounting, information technology, or communication services that support our operations. We only share the minimum personal data necessary for them to perform their functions and we require them to keep your data secure and confidential.
We may also share personal data where this is required by law, by a competent authority, or to protect our legal rights, for example in connection with legal claims or compliance obligations.
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. The specific retention period may vary depending on the type of data and the context of our dealings with you.
In general, we retain customer and service records for a number of years after the end of our relationship with you, in order to maintain accurate records of work carried out, respond to any queries, and comply with our legal obligations. When data is no longer required, we will securely delete or anonymise it.
International transfers
Our primary operations and data storage are intended to take place within the United Kingdom or European Economic Area. If we use processors or services that involve transferring personal data outside these locations, we will ensure that appropriate safeguards are in place so that your data remains protected to a standard equivalent to that required under applicable data protection laws.
Security of your data
We take reasonable and proportionate technical and organisational measures to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access. These measures include limiting access to personal data to those who need it for their role, using secure methods to store and transmit data, and taking steps to ensure that our staff and processors understand their data protection responsibilities.
Your data protection rights
Under data protection law, you may have the following rights in relation to your personal data:
The right of access: You can request confirmation of whether we process your personal data and obtain a copy of the data we hold about you, subject to certain limitations.
The right to rectification: You can ask us to correct or complete personal data that is inaccurate or incomplete.
The right to erasure: In certain circumstances, you can request that we erase your personal data, for example where it is no longer needed for the purposes for which it was collected, or where you have withdrawn consent and there is no other lawful basis for processing.
The right to restrict processing: You can ask us to restrict the processing of your personal data in specific situations, such as while we are verifying its accuracy or considering an objection you have raised.
The right to object: You can object to processing based on our legitimate interests where you believe your interests or fundamental rights outweigh our own. You also have the right to object at any time to direct marketing.
The right to data portability: In certain cases, you can 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 this is technically feasible.
You also have the right to lodge a complaint with your local data protection authority if you are concerned about the way we handle your personal data. We encourage you to contact us first so we can address your concerns directly where possible.
Children
Our services are aimed at adults and business customers. We do not knowingly collect personal data relating to children, and we ask that persons under the age of 18 do not provide personal data directly without the consent and supervision of a parent or guardian.
Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, services, or legal obligations. When we make changes, we will revise the date of the most recent update at the end of this document and, where appropriate, inform you by reasonable means. Your continued use of our services after any update will be taken as your acknowledgement of the revised policy.
This Privacy Policy was last updated in line with current data protection requirements and applies to all Gardeners Kensington customers and contacts within our service area.
