Privacy Policy - Landscaping Wandsworth

This Privacy Policy explains how Landscaping Wandsworth collects, uses, stores, shares, and protects personal data when providing landscaping and related services. It applies to all Landscaping Wandsworth customers in the area, including prospective customers, existing clients, site visitors, suppliers, and anyone whose personal data is processed in connection with our services. We are committed to handling personal information in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Personal Data We Collect

We collect only the information needed to manage enquiries, deliver services, meet legal obligations, and improve our operations. The types of data we may collect include:

Identity data such as your name and title.
Contact data such as postal address, email address, and telephone number.
Service data such as property details, landscaping preferences, project instructions, and service history.
Payment and transaction data such as billing details, invoices, payment records, and transaction references.
Communication data such as messages, enquiry records, feedback, and complaint correspondence.
Technical data such as device type, browser information, and basic usage logs where applicable.
Marketing preferences such as your choices about receiving updates or promotions.

We generally do not seek to collect special category data. If such information is ever required, it will only be processed where there is a valid legal basis and additional protection measures are in place.

2. How We Use Personal Data

We use personal data for specific and limited purposes related to our landscaping services. These include:

responding to enquiries and providing quotations;
delivering landscaping, maintenance, design, and related services;
managing appointments, scheduling work, and handling service updates;
processing payments, invoices, and refunds where applicable;
maintaining records of work carried out and customer preferences;
handling complaints, disputes, and customer support requests;
meeting legal, accounting, tax, and regulatory requirements;
protecting our business, staff, customers, and property;
sending service-related communications and, where permitted, marketing messages.

We will only use your personal data in ways that are consistent with the purpose for which it was collected, unless we reasonably believe another compatible purpose applies or we are required by law to do otherwise.

3. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis for every use of personal data. Depending on the circumstances, Landscaping Wandsworth relies on one or more of the following bases:

Contract

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

Legal Obligation

We may process personal data to comply with legal requirements, such as tax records, accounting duties, insurance obligations, and lawful requests from public authorities.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided these are not overridden by your rights and freedoms. Examples include improving our services, maintaining business records, preventing fraud, and managing customer communications.

Consent

Where we rely on consent, such as for certain marketing communications, you have the right to withdraw that consent at any time. Withdrawal will not affect the lawfulness of processing carried out before consent was withdrawn.

4. Sharing and Processors

We may share personal data with trusted third parties who help us operate our business and deliver services. These third parties act as processors when they process personal data on our behalf, or as independent controllers where they decide how and why data is processed for their own purposes.

Examples of processors and service providers may include:

payment processing providers;
accounting and bookkeeping services;
IT, hosting, and data storage providers;
customer relationship or scheduling systems;
professional advisers such as accountants, insurers, or legal advisers;
subcontractors or specialist trades assisting with landscaping projects.

Where processors are used, we require them to handle data securely, only follow our instructions, and comply with data protection law. We do not sell personal data.

We may also disclose data where necessary to comply with a legal obligation, enforce our rights, protect against fraud, or respond to lawful requests by public authorities.

5. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including to satisfy legal, accounting, and reporting requirements. Retention periods vary depending on the type of information and why it was collected.

Customer and contract records may be kept for the duration of the business relationship and for a reasonable period afterwards.
Financial and tax records are retained for the period required by law.
Communication records may be retained while they remain relevant to service delivery, dispute resolution, or business management.
Marketing data is kept until you opt out, unsubscribe, or it is no longer needed.

When personal data is no longer needed, it is securely deleted, anonymised, or otherwise disposed of in a safe manner.

6. Data Security

We take appropriate technical and organisational measures to protect personal data from loss, misuse, unauthorised access, disclosure, alteration, or destruction. These measures may include access controls, secure storage, staff confidentiality obligations, and limited data sharing. While no system can be guaranteed completely secure, we work to reduce risks and respond appropriately to any suspected incident.

7. International Transfers

If personal data is transferred outside the UK, we will ensure that suitable safeguards are in place to protect it. This may include approved contractual protections or transfers to countries recognised as providing adequate protection. Any transfer will be carried out in accordance with applicable data protection laws.

8. Your Rights

As a data subject, you have a number of rights under UK GDPR. These rights may be subject to certain legal conditions and exceptions. They include:

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 information.
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 receive certain data in a structured, commonly used format.
Right to withdraw consent – where processing is based on consent.

You also have the right to lodge a complaint with the UK Information Commissioner's Office if you are unhappy with how your data is handled. We encourage you to raise any concerns so that we can address them promptly.

9. Children’s Data

Our services are directed to adults and property owners or authorised representatives. We do not knowingly collect personal data from children unless it is necessary for a service request and provided by an appropriate adult or guardian where permitted by law.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data protection practices. When changes are made, the updated version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically to stay informed about how personal data is used.

11. Summary of Our Commitment

Landscaping Wandsworth is committed to processing personal data responsibly and respectfully. We only collect information that is needed, we use it for clear and lawful purposes, we keep it only as long as necessary, and we take steps to protect it. Whether you are requesting a garden design, booking maintenance, or discussing a landscaping project, we aim to handle your information with care and in line with your rights under data protection law.

By using our services, you acknowledge that your personal data may be processed as described in this Privacy Policy.