Privacy Policy - Gardeners Cudham

Gardeners Cudham is committed to protecting the privacy and personal data of all customers in the area. This Privacy Policy explains how we collect, use, store, share, and protect personal information in connection with our gardening and outdoor maintenance services. It applies to all Gardeners Cudham customers in the area, whether you contact us for a one-off service, regular maintenance, a quotation, or ongoing work.

We handle personal data in accordance with the UK General Data Protection Regulation and the Data Protection Act 2018. This means we only use personal information where we have a lawful basis to do so, we keep it secure, and we ensure it is not retained for longer than necessary. This policy is written to explain our practices in clear terms so customers can understand what happens to their data.

1. Information We Collect

We collect only the information needed to provide and manage our services effectively. Depending on the nature of your enquiry or booking, we may collect the following categories of personal data:

Identity details, such as your name or business name
Contact details, such as address, email address, and telephone number
Service details, including property access notes, garden preferences, and work instructions
Billing and payment information, such as invoice details and payment status
Communication records, including messages, emails, and notes from phone conversations
Site and scheduling information, such as appointment dates, service history, and recurring maintenance arrangements

We do not intentionally collect special category data unless it is necessary and lawful to do so. For example, if you choose to share information that affects access to your property or service arrangements, we will handle it carefully and only use it for the relevant purpose.

2. How We Use Your Data

Personal data is used only for legitimate business purposes connected to our services. These include:

Responding to enquiries and providing quotations
Scheduling and carrying out gardening services
Managing customer accounts and service records
Issuing invoices, taking payments, and handling accounting tasks
Maintaining communication about service updates, access arrangements, or changes to appointments
Meeting legal, tax, and regulatory obligations
Improving the quality, safety, and efficiency of our services

We use data only in ways that are compatible with the reasons it was collected. Where possible, we keep our processing limited and relevant. Gardeners Cudham does not sell customer data to third parties.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for each use of personal data. We rely on the following lawful bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes providing quotes, arranging services, carrying out work, and managing payments.

Legal Obligation

We may process data where required to comply with legal duties, including tax records, accounting obligations, and other regulatory requirements.

Legitimate Interests

We may process data where it is in our legitimate interests to do so, provided those interests are not overridden by your rights. This can include keeping internal service records, preventing fraud, improving customer service, and maintaining business administration.

Consent

In limited circumstances, we may rely on your consent, for example where you ask us to keep optional information or receive certain communications. If consent is used, you may withdraw it at any time.

We carefully assess the lawful basis used for each processing activity to ensure it is appropriate and justified.

4. Data Sharing and Processors

We may share personal data with trusted service providers and professionals who act as processors on our behalf. These parties only process data according to our instructions and are required to protect it appropriately. Typical processors may include:

Accounting and bookkeeping providers for invoicing and financial records
IT and cloud storage providers for secure data storage and communications
Payment service providers for handling transactions
Administrative support services where needed to manage bookings or records

We may also disclose personal data where required by law, such as to regulatory bodies, tax authorities, or law enforcement agencies. Any sharing is limited to what is necessary and proportionate.

Where processors are used, we seek assurances that they maintain suitable technical and organisational security measures. This may include encryption, access controls, secure backups, and restricted staff access.

5. Data Retention

We only keep personal data for as long as needed for the purpose it was collected. Retention periods may vary depending on the type of information and the legal requirements attached to it.

Enquiry records are generally kept for a limited period if no service is booked
Customer and service records are retained for as long as the working relationship continues and for a reasonable period afterwards
Invoice and tax records are retained in line with legal and accounting obligations
Correspondence records are kept where necessary for evidence, service continuity, or dispute resolution

When data is no longer required, we securely delete or anonymise it. Retention is reviewed regularly so that information is not kept longer than necessary.

6. Data Security

We take reasonable steps to protect personal data from loss, misuse, unauthorised access, alteration, or disclosure. Security measures may include:

Restricted access to customer records
Password protection and device security
Secure storage systems and backup procedures
Staff awareness of confidentiality obligations

Although no system can be guaranteed 100% secure, we aim to use appropriate safeguards based on the nature of the data and the risks involved.

7. Your Rights Under GDPR

As a customer, you have rights over your personal data. Subject to legal limits, these rights include:

The right of access to request a copy of the personal data we hold about you
The right to rectification to correct inaccurate or incomplete information
The right to erasure in certain circumstances, sometimes called the right to be forgotten
The right to restriction to limit how we use your data in some situations
The right to object to processing based on legitimate interests
The right to data portability where applicable, allowing you to receive certain data in a structured format
The right to withdraw consent where processing is based on consent

You also have the right to raise concerns with the relevant data protection authority if you believe your data has not been handled properly. We encourage customers to contact us first so we can address concerns quickly and fairly.

8. Children’s Data

Our services are directed to adult customers and property owners or occupiers. We do not knowingly collect children’s personal data unless it is incidental and necessary for service delivery, such as property access arrangements connected to a family household. Where this occurs, it is handled with extra care and only for the relevant purpose.

9. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal duties, or data handling practices. Any updates will apply from the date they are posted or otherwise communicated. Customers are encouraged to review this policy periodically so they remain informed about how their information is used.

10. Summary of Our Privacy Commitment

Gardeners Cudham respects privacy, uses personal data lawfully, and keeps it only for as long as needed. We collect only what is necessary to provide gardening services, manage customer relationships, and meet legal obligations. We work with trusted processors, apply appropriate security measures, and recognise the rights of all customers in the area to access, correct, and control their information.

By using our services, you acknowledge that your information will be processed in accordance with this policy and the applicable data protection laws.