Privacy Policy

Gardeners Mortlake Privacy Policy

This Privacy Policy explains how Gardeners Mortlake collects, uses, stores and protects personal data relating to its customers and prospective customers. It applies to all Gardeners Mortlake customers and service users in the Mortlake area and any nearby areas where our services are offered. By using our services, you acknowledge that you have read and understood this Privacy Policy.

Who We Are

Gardeners Mortlake is a gardening and outdoor maintenance service provider operating in the Mortlake area. For the purposes of applicable data protection laws, including the UK General Data Protection Regulation and the EU General Data Protection Regulation where applicable, Gardeners Mortlake is the data controller in relation to the personal data described in this policy.

Personal Data We Collect

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

Identification and contact details, such as your full name, address, service location address, and any alternative contact details you provide.

Communication details, such as your communication preferences and the content of communications you send to us, including enquiries, feedback or complaints.

Service information, including details of the gardening or maintenance services you request, site notes, visit history, appointment dates and times, and related job records.

Billing and payment information, such as invoicing details, payment records, and information necessary to process payments. We do not store full payment card details; where card payments are used, they are processed through secure payment processors.

Website usage and technical information, where applicable, such as your interactions with our website, basic device and browser information, and information collected through cookies or similar technologies where used in compliance with applicable laws.

Any other information you choose to provide to us when you contact us or request our services.

How We Collect Your Data

We collect personal data directly from you when you contact us to request a quote or book a service, when you communicate with us by any means, and when you provide information during a site visit or service.

We may also collect data from publicly available sources where this is necessary to verify address or property details relevant to providing our services, and from payment processors that confirm whether payments have been successfully completed.

Lawful Basis for Processing

We process your personal data only where we have a lawful basis under data protection laws. The main lawful bases we rely on are:

Contract: We process personal data to enter into and perform a contract with you, including to provide gardening services, schedule visits, manage bookings, process payments, and communicate about your services.

Legitimate interests: We process personal data where it is necessary for our legitimate interests and these are not overridden by your fundamental rights and freedoms. This includes managing our business operations, improving our services, keeping appropriate business records, preventing fraud, and handling enquiries and complaints.

Legal obligation: We process personal data where necessary to comply with legal obligations, such as accounting, tax and record-keeping requirements, and to respond to lawful requests from public authorities.

Consent: In limited situations, we may rely on your consent, for example for certain types of direct marketing communications where required by law. Where we rely on consent, you can withdraw it at any time by contacting us or using any unsubscribe options provided.

How We Use Your Personal Data

We may use your personal data for the following purposes:

To provide, manage and improve our gardening and maintenance services, including arranging appointments, carrying out services at your property, and following up on any issues.

To respond to enquiries, provide quotes, and offer customer support before, during and after the provision of services.

To administer billing and payments, including issuing invoices, processing payments through our chosen payment processors, and maintaining financial records.

To manage our relationship with you, such as notifying you of changes to our services or policies, or requesting feedback to help improve our services.

To maintain business and operational records, including service histories and site notes, for operational continuity and future visits.

To carry out administrative, risk management and quality assurance activities, including preventing and detecting fraud or misuse of our services.

To comply with legal obligations, regulatory requirements or lawful requests from authorities.

Data Retention

We keep your personal data only for as long as reasonably necessary for the purposes set out in this Privacy Policy and to meet legal, regulatory, tax, accounting or reporting requirements.

Service records and contact details linked to your customer account are generally retained for the duration of your relationship with us and for a period afterwards, so that we can respond to queries, handle complaints, maintain records for tax and accounting purposes, and, where appropriate, resume services at your request.

When personal data is no longer needed for these purposes, we will either securely delete it, anonymise it so that it can no longer identify you, or, if that is not possible, we will securely store it and isolate it from further use until deletion is possible.

Data Processors and Third Parties

We may share your personal data with trusted third parties who act as data processors on our behalf. These processors are only permitted to use your personal data for the purposes we specify and in accordance with our instructions and data protection laws.

Examples of processors and third parties we may use include:

Payment processing providers that handle card or other electronic payments securely.

Accounting or invoicing service providers used to issue and manage invoices and maintain financial records.

IT and hosting providers that support the secure operation of our systems, customer records and any website services we use.

Professional advisors, such as accountants and legal advisors, who may access limited personal data where required for the provision of their services and our compliance with the law.

Where we are legally required to do so, we may also share personal data with law enforcement bodies, regulatory authorities, or other public bodies.

We do not sell your personal data to third parties.

International Transfers

Where we use service providers that are located outside the United Kingdom or the European Economic Area, or which store data in other countries, we take steps to ensure that your personal data is given an equivalent level of protection. This may include using countries that have been recognised as providing an adequate level of data protection, or putting in place appropriate safeguards such as standard contractual clauses.

Security of Your Personal Data

We take appropriate 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 employees, contractors and processors who need it to perform their duties, using secure systems and, where appropriate, encryption and password protection. While we strive to protect your data, no system can be completely secure, and you should take care to protect your own information when communicating with us.

Your Data Protection Rights

Under data protection laws, you have a number of rights in relation to the personal data we hold about you. Depending on the circumstances and subject to certain conditions, these may include:

The right of access: You can request confirmation of whether we process your personal data and obtain a copy of that data.

The right to rectification: You can request that we correct inaccurate or incomplete personal data.

The right to erasure: You can request that we delete your personal data in certain situations, 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 legal basis for processing.

The right to restrict processing: You can ask us to restrict the use of your personal data in certain circumstances, such as while we verify its accuracy or assess an objection.

The right to object: You can object to our processing of your personal data where we rely on legitimate interests, including any profiling, and we will stop processing unless we have compelling legitimate grounds to continue. You also have the right to object at any time to processing for direct marketing.

The right to data portability: You can request that we provide certain personal data to you or to another controller in a structured, commonly used and machine readable format, where the processing is based on consent or on a contract and carried out by automated means.

Where we rely on consent to process your personal data, you have the right to withdraw that consent at any time. This will not affect the lawfulness of processing carried out before consent was withdrawn.

Exercising Your Rights and Contacting Us

If you wish to exercise any of your data protection rights, or if you have questions or concerns about how we handle your personal data, you can contact Gardeners Mortlake using the usual contact methods set out on our website or in our service documentation. When you contact us, we may ask you to provide information to verify your identity before we act on your request.

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

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements or how we process personal data. Any updated version will apply from the date it is published. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information.