Gardeners Loxford Privacy Policy

This Privacy Policy explains how Gardeners Loxford collects, uses, stores, and protects the personal data of customers in the Loxford area. It is intended to meet the requirements of the United Kingdom General Data Protection Regulation and applicable data protection laws. This policy applies to all individuals who use Gardeners Loxford services or otherwise interact with the business as customers or prospective customers in the Loxford area.

Data Controller

Gardeners Loxford is the data controller for the personal data described in this Privacy Policy. As data controller, Gardeners Loxford decides how and why your personal data is processed and is responsible for ensuring that such processing complies with data protection law.

Personal Data We Collect

Gardeners Loxford collects and processes different types of personal data depending on how you interact with us and the services you request. This may include the following categories of information.

Identification and contact details such as name, postal address, service address, and any preferred contact details that you provide, such as online messaging identifiers where applicable.

Service and contract information such as details of the gardening or maintenance services you request, the frequency of visits, access instructions you choose to provide, and information about your property relevant to delivering the services.

Billing and transaction information such as records of services provided, prices, invoices, payment status, and basic transaction history. Gardeners Loxford does not directly process your full payment card details if you pay using a third party payment provider. In such cases, only limited transaction references are held.

Communication records such as enquiries, quotes, instructions, feedback, and complaints that you send to Gardeners Loxford, as well as any responses provided.

Technical information such as basic device or browser data, date and time of interactions with our website or online listings, and similar usage data where this is collected for analytics or security purposes. Any such data is typically collected in an aggregated or pseudonymous form where possible.

How We Collect Your Data

Gardeners Loxford collects personal data directly from you when you contact us to request a quote or service, when you enter into an agreement for services, and when you communicate with us during the course of providing those services.

We may also receive personal data indirectly when you make an enquiry or booking via third party platforms that list or refer to our services. In those cases, the platform will share the information you provide to enable us to respond and deliver the requested services.

Lawful Bases for Processing

Gardeners Loxford processes your personal data only where there is a lawful basis to do so. Depending on the context, we rely on the following lawful bases.

Contract. We process personal data to enter into and perform a contract with you, including providing quotes, scheduling and delivering gardening services, invoicing, and managing customer relationships.

Legal obligation. We may process certain information where necessary to comply with legal obligations, such as accounting, tax, or record keeping requirements.

Legitimate interests. We may process personal data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights and freedoms. This includes activities such as responding to general enquiries, improving our services, maintaining security, and managing business operations. When relying on legitimate interests, we carefully balance our interests against your privacy.

Consent. In limited cases, we may rely on your consent, for example for certain forms of direct marketing or for optional communications. Where we rely on consent, you can withdraw it at any time.

Purposes of Processing

Gardeners Loxford uses your personal data for specific and lawful purposes.

To provide and manage services, including assessing your requirements, issuing quotes, agreeing the scope of work, delivering gardening and maintenance services, and handling any changes or follow up work.

To manage customer accounts and payments, including issuing invoices, tracking payments, and maintaining internal records of services provided.

To communicate with you, including confirming bookings, providing updates or access arrangements, responding to enquiries or complaints, and sending administrative information about your services.

To operate, improve, and protect the business, including monitoring service quality, training staff or contractors, managing disputes, and ensuring security and fraud prevention.

To comply with legal and regulatory requirements, including maintaining financial and tax records and responding to lawful requests from authorities where applicable.

Data Sharing and Processors

Gardeners Loxford does not sell your personal data. However, we may share your personal data with carefully selected third parties where this is necessary for the purposes described in this policy.

Service providers and processors. We may use external providers to support our operations, such as accountants, information technology providers, scheduling or customer management tools, or payment processing platforms. These providers act as data processors and are only permitted to process your personal data in accordance with our instructions and data protection law.

Professional advisers. We may share information with legal or other professional advisers where needed to obtain advice or manage legal claims.

Authorities. We may disclose personal data where required to do so by law or in response to valid requests from public authorities.

Where processors are used, Gardeners Loxford ensures that appropriate contractual and security measures are in place to protect your personal data.

International Transfers

If any of our service providers process personal data outside the United Kingdom, Gardeners Loxford will ensure that appropriate safeguards are in place, such as adequacy regulations or standard contractual clauses, to protect your data in line with applicable data protection laws.

Data Retention

Gardeners Loxford retains personal data only for as long as necessary to fulfil the purposes for which it was collected, including to meet legal, accounting, or reporting requirements.

Customer and service records are generally kept for the duration of your relationship with Gardeners Loxford, and for a reasonable period afterward to respond to queries, manage any disputes, and maintain accurate business records. Financial and transaction records may be retained for longer periods in line with applicable legal retention requirements.

Where personal data is no longer needed, it will be securely deleted, anonymised, or otherwise put beyond use in a manner consistent with data protection law.

Security of Your Personal Data

Gardeners Loxford takes appropriate technical and organisational measures to protect personal data against unauthorised or unlawful processing, accidental loss, destruction, or damage. These measures may include access controls, secure storage practices, and limiting personal data access to those who have a business need to know.

Your Data Protection Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights apply subject to certain conditions and legal limitations.

Right of access. You have the right to request confirmation that Gardeners Loxford processes your personal data and to receive a copy of that data, together with information about how it is used.

Right to rectification. You have the right to request that inaccurate or incomplete personal data is corrected or updated.

Right to erasure. In certain circumstances, you may have the right to request that your personal data is deleted, 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 legal basis for processing.

Right to restriction. You may be able to request that the use of your personal data is restricted in certain situations, such as while we verify its accuracy or consider an objection.

Right to object. You have the right to object to processing based on Gardeners Loxford legitimate interests, including profiling based on those interests. We will stop processing unless we can demonstrate compelling legitimate grounds or the processing is required for legal claims.

Right to data portability. Where processing is based on consent or contract and carried out by automated means, you have the right to receive your personal data in a structured, commonly used, and machine readable format and to request that it is transmitted to another controller where technically feasible.

Right to withdraw consent. Where processing is based on your consent, you have the right to withdraw that consent at any time. Withdrawal will not affect the lawfulness of processing before consent was withdrawn.

You also have the right to lodge a complaint with the relevant data protection authority if you believe your data protection rights have been infringed.

Scope of this Policy

This Privacy Policy applies to all Gardeners Loxford customers and prospective customers located in the Loxford area. By requesting or using Gardeners Loxford services, you acknowledge that your personal data will be processed in accordance with this policy and applicable data protection law.

Changes to this Privacy Policy

Gardeners Loxford may update this Privacy Policy from time to time to reflect changes in legal requirements, business practices, or the services we provide. Any updated version will apply from the date it is made available. You are encouraged to review this policy periodically to stay informed about how your personal data is processed.