Privacy Policy

Gardeners Romford Privacy Policy

This Privacy Policy explains how Gardeners Romford collects, uses, stores and protects personal data relating to its customers and prospective customers in the Romford area. It also explains the legal bases we rely on under the UK General Data Protection Regulation and your rights in relation to your personal data.

This Privacy Policy applies to all Gardeners Romford customers and potential customers in the local area, including those who contact us for quotations, make bookings, use our gardening and maintenance services, or otherwise interact with us in connection with our services.

Who We Are and Scope of This Policy

Gardeners Romford is a local gardening and outdoor maintenance service provider. For the purposes of applicable data protection laws, Gardeners Romford is the data controller in relation to the personal data described in this Privacy Policy. This means that we determine the purposes and means of processing your personal data.

This Privacy Policy covers personal data we collect in the course of providing services, handling enquiries, and managing our relationship with customers and prospective customers across the Romford area.

Personal Data We Collect

We may collect and process the following categories of personal data about you:

Identification and contact details, such as your name, postal address, service address, and other contact information you choose to provide.

Service and booking information, such as details about your garden or outdoor space, access notes, photographs you choose to share to describe the work, records of quotations, bookings, work schedules and the services we have provided.

Communication records, such as information contained in emails, messages, letters, and notes made during telephone or in-person conversations relating to your enquiries or our services.

Billing and payment information, such as invoice details, payment records, and limited payment-related information required for accounting and tax purposes. We do not store full card details if you pay by card; where applicable, those details are processed by secure payment processors.

Technical and usage data, such as basic information about how you interact with our website or online content, including device type, approximate location, and browsing actions. This may be collected using cookies or similar technologies where applicable and permitted.

How We Collect Your Personal Data

We collect personal data directly from you when you contact us, request a quote, make a booking, or communicate with us about our services. This may occur by telephone, online, or in person.

We may also obtain personal data from third parties where it is necessary and lawful to do so, for example from payment service providers, advertising platforms where you choose to contact us, or publicly available sources such as property listings when this is relevant to planning work.

Purposes and Lawful Bases for Processing

We process your personal data only when we have a lawful basis under data protection laws. The purposes for which we use your data and the corresponding lawful bases include:

Providing quotations and delivering gardening services. We use your identification, contact, and service information to respond to your requests, provide quotations, arrange visits, and carry out gardening and maintenance services. The lawful basis is performance of a contract or taking steps at your request before entering into a contract.

Customer service and communication. We use your contact details and communication records to respond to your questions, handle complaints, manage bookings and rescheduling, and keep you updated about work in progress. The lawful basis is performance of a contract and our legitimate interests in managing our customer relationships.

Billing, payment, and accounting. We use billing and payment information to issue invoices, process payments, and comply with financial and tax obligations. The lawful bases are performance of a contract and compliance with legal obligations.

Service improvement and business operations. We may use service-related information and limited technical data to improve our services, plan staffing, and understand demand in the Romford area. The lawful basis is our legitimate interests in running and developing our business in a way that does not unfairly impact your rights and freedoms.

Marketing and promotions. We may use your contact details to send you information about similar services that may be of interest to you, such as seasonal offers or reminders. This is based on our legitimate interests in promoting our services, or on your consent where required by law. You can opt out of marketing at any time.

Legal and regulatory compliance. We may process your data where necessary to comply with applicable laws, respond to lawful requests from authorities, or establish, exercise or defend legal claims. The lawful basis is compliance with legal obligations and our legitimate interests in protecting our rights.

Data Retention

We retain personal data only for as long as necessary to fulfil the purposes described in this Privacy Policy, including any legal, accounting, or reporting requirements.

Customer and service records are typically kept for a period that allows us to respond to queries about past work, manage repeat visits, and maintain accurate records for tax and accounting. After this period, data will either be securely deleted, anonymised, or archived where required by law.

Where we rely on your consent, and you withdraw that consent, we will stop processing the data for the relevant purpose unless we have another lawful basis to continue. Certain data may be kept for a longer period if necessary for legal or regulatory reasons, such as for the establishment, exercise, or defence of legal claims.

Data Sharing and Processors

We do not sell your personal data. We may share your data with third parties only when necessary, lawful, and subject to appropriate safeguards.

Service providers acting as processors may assist us with activities such as payment processing, accounting support, information technology services, website hosting, marketing tools, and communication platforms. These processors act on our instructions and are bound by contractual obligations to protect your personal data and use it only for the agreed purposes.

Professional advisers such as accountants, insurers, or legal advisers may have access to relevant data where needed for advice, insurance coverage, or the management of legal matters, under duties of confidentiality.

Public authorities and regulators may receive data where we are required to disclose it by law, or where such disclosure is necessary for the prevention or detection of crime or to protect the rights of individuals.

Where any data is transferred outside the United Kingdom or European Economic Area by our processors, we take steps to ensure that appropriate safeguards are in place, such as standard contractual clauses or equivalent protections under data protection laws.

Security of Your Personal Data

We take reasonable technical and organisational measures to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access. These measures include restricted access to records, the use of secure systems, and training and procedures designed to protect information handled by Gardeners Romford.

While we take appropriate steps to secure your data, no system can be guaranteed as completely secure. You should take care when sharing personal data with us and avoid sending sensitive information in ways that are not secure.

Your Data Protection Rights

You have a number of rights in relation to your personal data under data protection laws. These rights apply to all Gardeners Romford customers and prospective customers in the Romford area, subject to any legal limitations or exemptions.

Right of access. You have the right to request confirmation of whether we process your personal data and to obtain a copy of that data, together with certain information about how we use it.

Right to rectification. You have the right to request that inaccurate or incomplete personal data we hold about you is corrected or updated.

Right to erasure. In certain circumstances, you may ask us to 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.

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

Right to object. You have the right to object to processing based on our legitimate interests, including profiling related to those interests, and to object at any time to the use of your data for direct marketing.

Right to data portability. Where processing is based on consent or on a contract and is 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 have it transmitted to another controller where technically feasible.

Right to withdraw consent. Where we rely on your consent for processing, you can withdraw that consent at any time. This will not affect the lawfulness of processing based on consent before it was withdrawn.

If you wish to exercise any of these rights, we will respond in accordance with applicable data protection laws. We may need to verify your identity before fulfilling your request.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, how we handle personal data, or applicable laws. The latest version will apply to the personal data we hold and will state the date from which it is effective.

Continued use of our services or continued contact with Gardeners Romford after changes take effect will be taken as your acknowledgment of the updated Privacy Policy.