Privacy Policy

Gardeners Pentonville Privacy Policy

This Privacy Policy explains how Gardeners Pentonville collects, uses, stores, shares, and protects personal data relating to customers and prospective customers in our service area. It also sets out your rights under the UK General Data Protection Regulation and the EU General Data Protection Regulation, together referred to as GDPR.

This Privacy Policy applies to all Gardeners Pentonville customers and individuals who contact or interact with us in our service area, including people who make enquiries, request quotes, book gardening services, or otherwise engage with our business, whether in person, by post, by electronic communication, or through any online presence we may operate.

Data Controller

Gardeners Pentonville is the data controller for the personal data described in this Privacy Policy. This means we determine the purposes and means of processing your personal data and are responsible for ensuring that such processing complies with GDPR and other applicable data protection laws.

Personal Data We Collect

We may collect and process the following categories of personal data when you engage with Gardeners Pentonville:

Identification and contact details, such as your name, postal address, service address, and any other basic contact information you choose to provide so we can communicate with you and deliver services.

Service and contract information, such as details of the gardening services you request, property access instructions, schedules and appointments, history of work carried out, and any notes or preferences you share related to your garden or property.

Communication records, such as information included in enquiries, quotes, messages, and any feedback or complaints you provide, as well as our responses to you.

Billing and payment information, such as records of invoices, payment dates, payment methods used, and summaries of transactions for accounting and tax purposes. We do not store full payment card details if you use a third party payment provider.

Technical and usage information, such as basic information collected when you visit any website or digital service operated by Gardeners Pentonville, including log data, device type, general location information based on your approximate area, and how you interact with our content where this is necessary for security, performance, or service improvement.

Lawful Bases for Processing

We process your personal data only where we have a lawful basis under GDPR. Depending on the circumstance, one or more of the following lawful bases will apply:

Contract. We process personal data where this is necessary to enter into or perform a contract with you, for example to provide gardening services, arrange appointments, issue invoices, and manage your account as a customer.

Legal obligation. We process certain data to comply with legal obligations, including tax and accounting rules, record keeping requirements, and where necessary to respond to lawful requests from regulatory or public authorities.

Legitimate interests. We may process personal data for our legitimate business interests, provided that these interests are not overridden by your rights and freedoms. Examples include maintaining and improving our services, managing our relationship with you, protecting our business and customers from fraud or misuse, and keeping basic records of interactions.

Consent. In limited situations, we may rely on your consent, for example if we send certain types of optional marketing communications. Where consent is used, you can withdraw it at any time, and we will stop processing based on that consent.

How We Use Your Personal Data

Gardeners Pentonville uses your personal data to:

Provide and manage gardening services, including assessing your requirements, preparing quotes, scheduling and delivering work, and coordinating access to your property.

Communicate with you about your enquiries, bookings, changes to services, and any issues that arise before, during, or after the provision of services.

Manage billing and payments, including issuing invoices, recording payments, and maintaining accurate financial and transaction records for our business.

Maintain our business operations, such as managing customer records, improving the efficiency and quality of our services, managing risk, and maintaining security.

Comply with legal and regulatory obligations, such as keeping appropriate records for tax and auditing purposes and responding to lawful requests from authorities.

Where permitted, and subject to your choices, provide you with information about services that may be relevant to you as a Gardeners Pentonville customer.

Data Sharing and Processors

We do not sell your personal data. We may share your personal data with carefully selected third parties where this is necessary and lawful. These third parties act either as data processors, processing data on our behalf, or as independent controllers.

Data processors may include providers of IT services, scheduling tools, accounting or invoicing software, secure data storage services, and payment processing services. These organisations only process your data in accordance with our instructions and for the purposes set out in this Privacy Policy, and they are required to implement appropriate security measures.

We may share personal data with professional advisers, such as accountants or legal advisers, where necessary to obtain professional services and comply with our legal obligations.

We may also share personal data if required to do so by law, to respond to legal process, or to protect the rights, property, or safety of Gardeners Pentonville, our customers, or others.

If we ever reorganise or transfer part or all of our business, your personal data may be transferred to the new owner or controlling party, who would be required to handle your data in a manner consistent with this Privacy Policy and applicable law.

International Transfers

Where we use service providers or tools that involve transferring personal data outside the United Kingdom or the European Economic Area, we ensure that appropriate safeguards are in place. These may include adequacy regulations, standard contractual clauses, or other mechanisms recognised under GDPR to ensure that your data remains protected.

Data Retention

We keep personal data for as long as is necessary to fulfil the purposes described in this Privacy Policy and to meet our legal, accounting, and reporting obligations.

Customer and contract data, including contact details, service history, and invoices, are generally retained for the duration of your relationship with Gardeners Pentonville and for an additional period after this ends, typically aligned with statutory limitation periods and tax and accounting requirements.

Enquiries from prospective customers who do not proceed may be retained for a limited period to follow up appropriately and to manage our business records, after which they will be securely deleted or anonymised.

Where we rely on consent for specific processing, such as certain forms of marketing, we will retain the relevant data only for as long as your consent remains in place or until you withdraw it.

How We Protect Your Data

We implement appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, destruction, or damage. These measures include limiting access to personal data to those who need it for legitimate business purposes, using secure systems and password protection, and taking reasonable steps to ensure that our staff and service providers handle data in accordance with legal and contractual obligations.

Your Rights Under GDPR

As a Gardeners Pentonville customer or individual in our service area, you have a number of rights in relation to your personal data under GDPR. These rights may be subject to certain conditions and legal exceptions.

Right of access. You can request confirmation of whether we process your personal data and obtain a copy of that data, together with information about how and why it is processed.

Right to rectification. You can request that we correct or complete any inaccurate or incomplete personal data we hold about you.

Right to erasure. In certain circumstances, you can request that we delete your personal data, 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 lawful basis for processing.

Right to restriction. You can ask us to restrict the processing of your personal data in specific situations, such as while we are verifying the accuracy of data or assessing an objection to processing.

Right to object. You can object to our processing of your personal data where we are relying on legitimate interests as the lawful basis, and we will stop processing unless we can demonstrate compelling legitimate grounds which override your interests, rights, and freedoms, or where processing is needed for legal claims.

Right to data portability. In certain cases, you can request that we provide your personal data in a structured, commonly used, machine readable format and transmit it to another controller where technically feasible.

Right to withdraw consent. Where we rely on your consent, you can withdraw it at any time. This will not affect the lawfulness of processing carried out before your withdrawal.

You also have the right to lodge a complaint with a supervisory authority if you believe that your data protection rights have been infringed. In the United Kingdom this is typically the Information Commissioner's Office. You are encouraged to contact Gardeners Pentonville first so we can address your concerns directly where possible.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or how we process personal data. Any significant changes will be explained in an updated version made available using our usual communication channels. Your continued engagement with Gardeners Pentonville after changes are made will be taken as your acknowledgement of the updated Privacy Policy.