Privacy Policy

Gardeners Crews Hill Privacy Policy

This Privacy Policy explains how Gardeners Crews Hill collects, uses, stores and shares personal data relating to customers and prospective customers within our service area. We are committed to protecting your privacy and handling your personal information in accordance with the UK General Data Protection Regulation and all applicable data protection laws.

By using our services, making an enquiry, or otherwise interacting with Gardeners Crews Hill, you acknowledge that you have read and understood this Privacy Policy.

Who This Policy Applies To

This Privacy Policy applies to all Gardeners Crews Hill customers and prospective customers located in our service area, including individuals who contact us for quotes, advice, bookings, or follow-up services. It also applies to individuals who interact with us in relation to our gardening, landscaping, and related services, whether in person, by post, or through digital channels.

Personal Data We Collect

We may collect and process the following categories of personal data when you contact us or use our services:

Identification and contact details, such as your name, postal address, service address, and other contact information you choose to provide, such as online contact details where relevant.

Service and contract details, such as information about your property, garden size and layout, requested services, visit dates, records of work carried out, quotes provided, invoices issued, and payment records.

Communication records, including enquiries, messages, feedback, complaints, and any other communications you send to us, as well as notes we make in response.

Usage and technical information collected when you visit our online channels, which may include information about how you access and use our website or digital services, where relevant and compliant with cookie and tracking rules.

Any other information you choose to provide to us that is reasonably necessary for the provision of our services or the management of our relationship with you.

Lawful Basis for Processing

We process your personal data only where we have a lawful basis under data protection law. Depending on the context, we rely on one or more of the following lawful bases:

Performance of a contract: We process your data where it is necessary to provide our gardening and related services, prepare and issue quotes, manage bookings, take payment, and fulfil our contractual obligations to you.

Legitimate interests: We process your data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights and freedoms. Examples include managing our customer records, scheduling and planning work, improving our services, handling enquiries, and defending legal claims.

Legal obligation: We process personal data where it is necessary for compliance with legal obligations, including tax, accounting, and regulatory requirements, and to respond to lawful requests from public authorities.

Consent: In limited situations, such as certain forms of direct marketing or the use of optional cookies, we may rely on your consent. Where we rely on consent, you have the right to withdraw it at any time without affecting the lawfulness of processing carried out before withdrawal.

How We Use Your Personal Data

We use the personal data we collect for the following purposes:

To respond to enquiries, provide information about our services, and produce estimates or quotations.

To set up, manage, and deliver gardening, landscaping, and maintenance services at your address.

To manage our relationship with you, including handling feedback, queries, and complaints.

To issue invoices, take payment, manage accounts, and maintain financial and administrative records.

To plan work schedules, allocate staff and resources, and ensure continuity and quality of service.

To improve our services, for example by analysing commonly requested services or service patterns across our customer base.

To comply with legal, regulatory, and tax obligations and to exercise or defend legal claims.

Where permitted, to send you information about services that may be relevant to you, and to manage your communication preferences.

Data Retention

We keep your personal data only for as long as is necessary for the purposes for which it was collected, or as required by law.

Customer and service records are typically retained for a period that allows us to provide ongoing or repeat services, handle any follow-up queries, and meet our tax and accounting obligations. This will usually be several years from the date of your last interaction with us, in line with legal and regulatory requirements.

Financial and invoicing records, which may include certain personal data, are retained for the period required under applicable tax and company laws.

Where personal data is no longer required, it will be securely deleted, anonymised, or otherwise removed from our systems and records.

Data Sharing and Processors

Gardeners Crews Hill does not sell your personal data. We may share your personal data with third parties only where it is lawful and necessary, including:

Service providers acting as data processors, who provide services such as information technology and system support, payment processing, accounting, administration, or secure data storage. These processors are required to process personal data only on our instructions and to keep it secure.

Professional advisers, such as accountants, legal advisers, or insurers, where such sharing is necessary for our business operations, legal compliance, or the establishment, exercise, or defence of legal claims.

Public authorities and regulatory bodies, where we are required to share information by law or in response to valid requests.

Any third party to whom we may choose to sell, transfer, or merge parts of our business or our assets. In such circumstances, data will only be shared where permitted by law and with appropriate safeguards.

Where our processors are located outside the United Kingdom or European Economic Area, we will ensure that appropriate safeguards are in place, in accordance with applicable data protection laws, before any transfer of your personal data.

Security of Your Personal Data

We take reasonable and appropriate technical and organisational measures to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access. While no system can be guaranteed as completely secure, we regularly review our security measures and restrict access to personal data to those who have a genuine business need to know it.

Your Data Protection Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may be subject to certain conditions and exemptions. Subject to those, you may have the right to:

Access: Request confirmation as to whether we process your personal data and obtain a copy of the personal data we hold about you.

Rectification: Request that inaccurate or incomplete personal data about you be corrected or updated.

Erasure: Request that we delete your personal data in certain circumstances, for example where it is no longer needed for the purposes for which it was collected, or where you have withdrawn consent and no other lawful basis applies.

Restriction: Request that we restrict the processing of your personal data in certain situations, such as where you contest the accuracy of the data or object to our processing.

Objection: Object to our processing of your personal data where we rely on legitimate interests as our lawful basis, including for certain types of direct marketing.

Data portability: Receive the personal data you have provided to us in a structured, commonly used, and machine readable format, and have that data transmitted to another controller where technically feasible and where the legal conditions are met.

Withdraw consent: Where we rely on your consent, you may withdraw that consent at any time. This will not affect the lawfulness of processing carried out before withdrawal.

You also have the right to lodge a complaint with the relevant supervisory authority if you are concerned about the way we handle your personal data. We encourage you to contact us first so that we can attempt to resolve your concerns directly.

Updates to This Privacy Policy

We may update or revise this Privacy Policy from time to time to reflect changes in the law, our services, or our internal practices. When we make changes, we will revise the date of the latest version and take appropriate steps to inform you of any significant changes. Your continued interaction with Gardeners Crews Hill after any changes have been made will be treated as acceptance of the updated policy to the extent permitted by law.