Privacy Policy - Landscaping Stockwell

This Privacy Policy explains how Landscaping Stockwell collects, uses, stores, shares, and protects personal data. It applies to all Landscaping Stockwell customers in the area, including prospective customers, existing customers, and people who interact with our services on behalf of a business, household, or property. We are committed to handling personal data in a lawful, fair, and transparent manner in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

For the purposes of data protection law, Landscaping Stockwell is the data controller for the personal data described in this policy. This means we decide why and how your personal data is processed. We take privacy seriously and only process personal data where there is a valid legal basis to do so.

2. Personal Data We Collect

We collect only the information that is necessary to provide and manage our landscaping services, respond to enquiries, and maintain our business operations. Depending on your relationship with us, we may collect the following categories of personal data:

Identity information such as your name, title, and, where relevant, business name.
Contact information such as your address, email address, and phone number.
Property or service information such as site address, garden or outdoor space details, access notes, and service preferences.
Payment information such as payment status, invoice details, and transaction records. We do not normally store full card details if payments are handled by a payment provider.
Communication records including emails, messages, notes from calls, complaints, and feedback.
Technical data such as basic website or device information if you submit an enquiry through our online systems, where applicable.

We do not intentionally collect special category data unless it is necessary and lawful to do so. Special category data includes information relating to health, race, religion, political opinions, or similar sensitive matters. If such data is ever provided to us by you, we will only process it where a lawful condition applies and it is necessary for the relevant purpose.

3. How We Collect Your Data

We may collect personal data directly from you when you request a quote, book a service, make an enquiry, provide instructions, or communicate with us. We may also collect data from third parties where necessary, such as property managers, landlords, business representatives, or payment processors. In some cases, we may receive information from publicly available sources or from professional referrals where this is appropriate and lawful.

4. Why We Use Your Data

We use personal data for the following purposes:

To provide landscaping services and manage customer accounts.
To prepare quotes, schedules, and service plans.
To communicate with you about appointments, updates, and service issues.
To issue invoices, process payments, and manage records.
To handle enquiries, feedback, and complaints.
To maintain internal records and improve our services.
To meet legal, accounting, and regulatory obligations.
To protect our rights, prevent fraud, and ensure business security.

We will only use your data for the purposes for which it was collected, unless we reasonably believe we need to use it for a compatible purpose or where the law requires or permits us to do otherwise.

5. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis to process your personal data. We rely on the following lawful bases:

Contract: where processing is necessary to provide our landscaping services, respond to requests, or take steps before entering into a contract.
Legal obligation: where we must keep records or provide information for tax, accounting, or other legal requirements.
Legitimate interests: where processing is necessary for our legitimate business interests and your rights do not override those interests. This may include managing customer relationships, improving our services, and protecting our business.
Consent: where we rely on your freely given consent, such as for certain optional communications or specific processing activities. You may withdraw consent at any time.

Where we process special category data, we will only do so if an additional lawful condition under data protection law applies.

6. Sharing Your Personal Data

We may share personal data with trusted third parties where necessary for service delivery, legal compliance, or business operations. These third parties may act as processors or independent controllers depending on the circumstances.

Processors

Our processors are third-party service providers that process personal data on our instructions and only for specified purposes. Examples may include:

IT and cloud storage providers.
Payment service providers.
Accounting and invoicing software providers.
Administrative or communication tools used to manage customer records.

We require processors to protect personal data, keep it confidential, and process it only in accordance with our instructions and data protection law.

We may also disclose data to professional advisers, insurers, regulators, law enforcement, or public authorities where required or permitted by law.

7. International Transfers

If any of our service providers store or access data outside the UK, we will ensure that appropriate safeguards are in place. These may include adequacy regulations, standard contractual clauses, or other lawful transfer mechanisms approved under data protection law.

8. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, and to meet legal, accounting, or reporting requirements. Retention periods depend on the type of information and the purpose for which it is held.

Customer and service records are generally retained for the duration of the service relationship and for a reasonable period afterwards.
Financial and tax records are retained in accordance with statutory requirements.
Enquiry records may be kept for a shorter period if no service is booked.
Communication records may be retained where needed to manage ongoing work, resolve disputes, or maintain a business record.

When personal data is no longer required, we will delete it, anonymise it, or securely archive it where appropriate.

9. Your Rights

You have rights under data protection law in relation to your personal data. These rights may apply in certain circumstances and are subject to legal limits.

Right of access: you may request a copy of the personal data we hold about you.
Right to rectification: you may ask us to correct inaccurate or incomplete data.
Right to erasure: you may request deletion of your data where there is no lawful reason for us to keep it.
Right to restrict processing: you may ask us to limit how we use your data in certain cases.
Right to object: you may object to processing based on legitimate interests or direct marketing.
Right to data portability: you may request your 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.

Landscaping Stockwell will respond to valid requests within the timeframe required by law. We may ask for information to confirm your identity before acting on a request.

10. Data Security

We use appropriate technical and organisational measures to protect personal data from unauthorised access, loss, misuse, alteration, or disclosure. These measures are designed to reflect the nature of the data and the risks involved. While no system can be guaranteed to be completely secure, we take reasonable steps to protect the information we hold.

11. Children’s Data

Our services are intended for adults and business customers. We do not knowingly collect personal data from children unless it is necessary in connection with a service request and only where appropriate lawful grounds apply.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal obligations, or service arrangements. Any updated version will apply from the date it is published or otherwise communicated to customers. We encourage you to review it periodically to stay informed.

13. How This Policy Applies

This policy applies to all Landscaping Stockwell customers in area and to anyone whose personal data we process in connection with our landscaping services. By using our services, making an enquiry, or otherwise interacting with us, you acknowledge that your personal data will be handled in accordance with this Privacy Policy and applicable data protection law.

We are committed to respecting your privacy and using your personal data responsibly.