Privacy Policy - Gardeners Crook Log

Gardeners Crook Log is committed to protecting the privacy and personal data of all customers in the Crook Log area. This Privacy Policy explains how we collect, use, store, share, and safeguard personal information when providing gardening services. It applies to all Gardeners Crook Log customers in the area, including prospective customers who request quotes, book services, or otherwise interact with us.

1. Introduction

We understand that privacy matters. When you trust us with your personal information, we treat it responsibly and in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy sets out the types of data we collect, why we collect it, the legal bases we rely on, how long we keep it, who may process it on our behalf, and the rights available to you.

By using our gardening services, requesting a quotation, or communicating with us, you acknowledge the terms of this Privacy Policy.

2. Personal Data We Collect

We only collect information that is necessary for operating our services, managing customer relationships, and meeting legal or contractual obligations. Depending on how you engage with us, we may collect the following categories of data:

Identity data: name, title, and any relevant business or household name.
Contact data: postal address, email address, telephone number, and preferred communication method.
Service data: details of gardening work requested or carried out, service preferences, property access notes, and appointment history.
Payment data: transaction records, invoice information, and payment status. We do not intentionally store full card details unless required by a secure payment provider.
Communication data: emails, messages, telephone notes, complaint records, and correspondence relating to bookings or service delivery.
Technical and usage data: limited information such as device type, browser details, or IP-related logs where necessary for security or record-keeping, if collected through digital systems.

We do not seek to collect special category data unless it is strictly necessary and a lawful basis applies. For example, if you voluntarily share information about health or access requirements so we can provide services safely, we will only use that information for the purpose you disclosed it.

3. How We Collect Your Data

We may collect personal data directly from you when you:

request a quote or make an enquiry;
book or receive gardening services;
pay an invoice or discuss billing;
provide feedback, make a complaint, or ask a question;
communicate with us by phone, email, or message;
enter into a contract or service arrangement with us.

We may also receive information from third parties where necessary to perform our services, for example a payment provider, booking system, or referral partner acting on your behalf. We only accept information from third parties where we have a valid reason to do so.

4. Lawful Basis for Processing

We process personal data only when we have a lawful basis under UK GDPR. The main lawful bases we rely on are:

Contract: to provide quotations, deliver gardening services, manage bookings, and take payment where necessary to fulfil our agreement with you.
Legal obligation: to keep records for tax, accounting, insurance, and other regulatory requirements.
Legitimate interests: to manage our business efficiently, improve services, respond to enquiries, prevent fraud, maintain security, and keep appropriate service records, provided your rights and interests do not override those interests.
Consent: where required, for example certain marketing communications or the use of non-essential optional information. You may withdraw consent at any time where processing is based on consent.

Where we process special category data, we will do so only when an additional condition under data protection law is satisfied and where it is necessary and proportionate for service delivery or legal compliance.

5. How We Use Your Information

Your personal data may be used for the following purposes:

providing gardening services and managing customer accounts;
responding to enquiries and supplying quotations;
booking, rescheduling, and confirming appointments;
issuing invoices, processing payments, and managing debt recovery where required;
maintaining records of work completed and customer preferences;
handling complaints, disputes, or service quality issues;
meeting tax, accounting, insurance, and legal obligations;
protecting our staff, customers, property, and systems;
sending service-related communications and, where permitted, limited promotional messages.

We do not sell your personal data. We also do not use your data for automated decision-making that produces legal or similarly significant effects.

6. Data Sharing and Processors

We may share personal data only where necessary and only with organisations that support our business operations. These parties may act as data processors or, in some cases, independent controllers. Typical processors may include:

Payment providers that securely handle transactions;
Accounting and bookkeeping providers that help manage financial records;
IT and cloud service providers that store or protect business data;
Scheduling or communications providers that help manage bookings and service updates;
Professional advisers such as insurers, auditors, or legal advisers where necessary;
Public authorities or law enforcement where required by law.

All processors are required to handle personal data securely, act only on our instructions where applicable, and comply with data protection obligations. We take reasonable steps to ensure that any third party with access to your data provides adequate safeguards.

7. International Transfers

Where data is transferred outside the UK, we will only do so where appropriate safeguards are in place, such as an adequacy decision, UK-approved standard contractual clauses, or equivalent lawful transfer mechanisms. We aim to minimise cross-border transfers wherever possible.

8. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including legal, accounting, and service-related requirements. Retention periods may vary depending on the type of record and the reason it is held.

Customer service records: retained for the period needed to manage the relationship and resolve disputes.
Financial and tax records: retained for the period required by applicable law, including HMRC-related obligations.
Communication records: retained for a reasonable time to support service continuity and complaint handling.
Marketing preferences: retained until you opt out, withdraw consent, or we determine that the data is no longer needed.

When personal data is no longer required, we will securely delete, anonymise, or archive it in line with our retention practices.

9. Data Security

We use appropriate technical and organisational measures to protect personal information against unauthorised access, accidental loss, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality practices, and restricted sharing on a need-to-know basis. While no system is completely secure, we work to reduce risks and review our safeguards regularly.

10. Your Rights

Under data protection law, you may have the following rights in relation to your personal data:

Right of access: to request a copy of the personal data we hold about you.
Right to rectification: to ask us to correct inaccurate or incomplete data.
Right to erasure: to request deletion of your data in certain circumstances.
Right to restriction: to ask us to limit how we use your data in some situations.
Right to object: to object to processing based on legitimate interests or direct marketing.
Right to data portability: to request certain data in a structured, commonly used format where applicable.
Right to withdraw consent: where processing is based on consent, you may withdraw it at any time.

These rights are not absolute and may be subject to legal exceptions. If you make a request, we may need to verify your identity before responding.

How We Respond to Requests

We aim to handle requests without undue delay and within the time limits required by law. If your request is complex or multiple requests are made, we may extend the response period where permitted. We will explain any refusal or limitation where applicable.

11. Complaints and Supervisory Authority

If you are concerned about how we have handled your personal data, you may contact us to raise the issue and allow us the opportunity to resolve it. You also have the right to complain to the UK supervisory authority, the Information Commissioner’s Office (ICO), if you believe your data protection rights have been infringed.

12. Updates to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, business practices, or service arrangements. Any updated version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically to remain informed about how we protect personal data.

Last updated: August 2026

This Privacy Policy is intended to support transparent and lawful handling of personal data for Gardeners Crook Log customers in the area.