Privacy Policy - Gardeners The Hyde

Gardeners The Hyde is committed to protecting personal data and respecting privacy. This Privacy Policy explains how we collect, use, store, share, and protect personal information in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. It applies to all Gardeners The Hyde customers in the area, including people who request services, receive quotations, book gardening work, or communicate with us for any reason connected with our services.

We aim to keep this policy clear and transparent so customers understand what happens to their information. By using our services or providing personal data to us, you acknowledge that your data may be processed in accordance with this policy.

1. Information We Collect

We collect only the personal data that is necessary for delivering our services, managing customer relationships, and meeting legal obligations. The information we collect may include:

Identity details such as your name, title, and any business or household name you provide.
Contact details such as address, telephone number, and email address.
Service information such as the type of gardening services requested, preferred service dates, site notes, and instructions relevant to the work.
Billing and payment information such as invoice records, payment status, and transaction details where needed for accounting purposes.
Communication records such as emails, messages, call notes, and correspondence related to enquiries, bookings, complaints, or service updates.
Technical information where applicable, such as basic website usage data or device details if you interact with our online systems.
Verification information if needed to confirm identity, prevent fraud, or protect the security of our services.

We do not intentionally collect special category data unless you choose to provide it and it is relevant to a specific request, for example accessibility-related information. If such information is provided, we will handle it with extra care and only where there is a lawful basis to do so.

2. How We Collect Personal Data

Personal information may be collected directly from you when you:

make an enquiry or request a quote;
book or receive gardening services;
send messages, emails, or written correspondence;
provide feedback or raise a complaint;
complete forms or otherwise communicate with us.

We may also receive limited data from third parties where this is necessary for service delivery, administration, payment processing, or legal compliance. This may include information from subcontractors, accounting systems, or professional advisors acting on our behalf.

3. Lawful Basis for Processing

We process personal data only where a lawful basis under GDPR applies. Depending on the purpose, we may rely on one or more of the following:

Contract

We process data when it is necessary to perform a contract with you or to take steps at your request before entering into a contract. This includes preparing quotations, scheduling visits, delivering gardening services, issuing invoices, and managing customer accounts.

Legal Obligation

We may process information where required to comply with tax rules, bookkeeping duties, record-keeping requirements, or other legal obligations.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This may include service administration, business record management, improving service quality, preventing misuse, and handling disputes.

Consent

Where consent is required, we will ask for it clearly and separately. For example, we may seek consent for certain types of optional communication. You may withdraw consent at any time, where that lawful basis applies, without affecting the lawfulness of processing carried out before withdrawal.

Important: we do not rely on consent where another lawful basis is more appropriate for the relevant activity.

4. How We Use Your Data

We use personal data for the following purposes:

to respond to enquiries and provide quotations;
to arrange and deliver gardening services;
to manage appointments, access arrangements, and service notes;
to process invoices, payments, refunds, or credits;
to keep appropriate business and financial records;
to communicate about service changes, delays, or follow-up matters;
to handle complaints, disputes, and customer support issues;
to meet legal, tax, and accounting requirements;
to protect our business, staff, and customers from fraud, misuse, or unlawful activity.

We will only use your data for the purpose for which it was collected, unless we reasonably believe another compatible purpose is necessary and permitted by law.

5. Data Sharing and Processors

We may share personal data with trusted third parties who help us operate our business. These third parties act as processors or independent controllers depending on the service they provide. Where they act as processors, they are required to process data only on our instructions and to protect it appropriately.

Processors and service providers may include:

Accounting and bookkeeping providers who assist with invoicing, financial records, and tax compliance.
Payment service providers who handle payment-related transactions securely.
IT and cloud service providers who support data storage, email, and system administration.
Customer management or scheduling tools used to organise appointments and service records.
Professional advisors such as legal, insurance, or tax consultants where necessary.
Subcontractors or service partners engaged to carry out parts of a gardening service where customer details are needed to complete the work.

We may also disclose data where required by law, court order, or a lawful request from a public authority. We do not sell personal data.

6. International Transfers

Where personal data is transferred outside the United Kingdom, we will ensure appropriate safeguards are in place. These may include adequacy regulations, standard contractual clauses, or other legally recognised protections. We aim to ensure that any international transfer is handled securely and in compliance with applicable data protection rules.

7. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including any legal, accounting, or reporting requirements. The length of time we retain data depends on the nature of the information and the purpose of processing.

Customer and service records may be kept for the period needed to manage the relationship and resolve any follow-up issues.
Financial and tax records are generally retained for the period required by law and standard accounting practice.
Communication records may be retained for a reasonable period to support service continuity, complaint handling, and business recordkeeping.
Inactive or unnecessary data will be securely deleted or anonymised when it is no longer required.

We review retention periods periodically to ensure data is not kept longer than necessary. When records are no longer needed, we take appropriate steps to delete or anonymise them securely.

8. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, restricted permissions, and good data-handling procedures.

While no system can be guaranteed to be completely secure, we work to maintain a high level of protection and to reduce risks as far as reasonably possible. If a personal data breach occurs and it is likely to result in risk to your rights and freedoms, we will take appropriate action in line with legal obligations.

9. Your Rights Under GDPR

As a data subject, you have a number of rights in relation to your personal data. These rights may be limited in some circumstances, but we will always assess requests carefully and respond in accordance with the law.

Right of Access

You may request confirmation of whether we process your personal data and ask for a copy of the information we hold about you.

Right to Rectification

You may ask us to correct inaccurate or incomplete data.

Right to Erasure

In certain cases, you may ask us to delete your personal data, for example where it is no longer needed or where processing is based on consent and that consent is withdrawn.

Right to Restrict Processing

You may ask us to limit the way we use your data in certain circumstances.

Right to Object

You may object to processing based on legitimate interests, including where you believe your interests override ours.

Right to Data Portability

Where processing is based on consent or contract and carried out by automated means, you may request a copy of certain data in a commonly used format.

Right to Withdraw Consent

Where we rely on consent, you can withdraw it at any time.

Right to Lodge a Complaint

If you are concerned about how your data is handled, you have the right to raise a complaint with the relevant supervisory authority in the UK. We encourage you to contact us first so that we may try to resolve the matter directly, but you are not required to do so.

10. Children’s Data

Our services are intended for adults or persons acting on behalf of a property or business. We do not knowingly collect personal data from children except where it is unavoidable and clearly relevant to a service arrangement, such as access or household scheduling information provided by an adult customer. If we become aware that we have collected data from a child unlawfully, we will take steps to delete it.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, business practices, or the way we process personal data. When we do so, the revised version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically so they remain informed about how their information is handled.

12. Summary of Our Commitment

At Gardeners The Hyde, privacy is part of responsible service delivery. We only collect data that is needed, process it fairly and lawfully, keep it secure, and retain it for no longer than necessary. We use trusted processors, apply appropriate safeguards, and respect your rights under GDPR. This policy applies to all Gardeners The Hyde customers in area and is designed to ensure transparency, accountability, and lawful handling of personal information.