Privacy Policy - Gardeners Brunswick Park

Last updated: August 2026

This Privacy Policy explains how Gardeners Brunswick Park collects, uses, stores, shares, and protects personal data relating to its customers and prospective customers in the Brunswick Park area. It applies to all Gardeners Brunswick Park customers in the area, including individuals who enquire about services, request quotations, arrange appointments, or receive gardening services from us.

We are committed to handling personal data in a lawful, fair, and transparent way in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy describes the categories of information we collect, the lawful bases we rely on, how long we keep information, the processors and third parties we use, and the rights available to data subjects.

1. Information We Collect

We collect only the personal data necessary to provide gardening services, manage customer relationships, and meet our legal obligations. The types of information we may collect include:

Identity details: name, title, and, where relevant, business or property name.
Contact details: address, email address, and telephone number.
Service details: information about your garden, property access, requested services, preferences, and scheduling requirements.
Billing and payment information: payment status, invoice records, and related transaction details.
Communication records: messages, enquiries, feedback, complaints, and service notes.
Technical information: basic website or device information if you interact with our digital systems, such as IP address or browser type, where applicable.
Security and access information: access instructions, gate or key arrangements, and safety notices relevant to service delivery.

We do not intentionally collect special category data unless it is explicitly provided by you and necessary for a specific purpose, such as where you volunteer accessibility information relevant to safe service delivery. If such information is provided, it will be handled with additional care and only where a lawful basis exists.

2. How We Use Personal Data

We use personal data for the following purposes:

to respond to enquiries and provide quotations;
to schedule, carry out, and manage gardening services;
to communicate about appointments, updates, and service changes;
to issue invoices, process payments, and maintain accounting records;
to maintain customer records and service history;
to handle complaints, disputes, or service issues;
to meet legal, tax, accounting, and insurance obligations;
to improve our service quality, efficiency, and customer experience;
to protect against fraud, misuse, or unauthorised access;
to establish, exercise, or defend legal claims where needed.

We only use personal data for the purposes for which it was collected, unless we reasonably determine that we need to use it for a compatible purpose or another purpose permitted by law.

3. Lawful Basis for Processing

Under the GDPR, we must have a lawful basis for each processing activity. The lawful bases we rely on are:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes providing estimates, booking gardening work, delivering services, and managing payments.

Legitimate Interests

We may process data where it is necessary for our legitimate interests, provided these do not override your rights and freedoms. Examples include maintaining service records, handling customer communications, improving our operations, and protecting our business against fraud or misuse.

Legal Obligation

We process data where required to comply with legal obligations, including tax, accounting, record-keeping, health and safety, and regulatory requirements.

Consent

In limited situations, we may rely on your consent, for example for specific optional communications or for certain types of information sharing. Where consent is used, it may be withdrawn at any time without affecting the lawfulness of processing before withdrawal.

Vital Interests

In rare circumstances, we may process information to protect someone’s vital interests, such as in a serious emergency or urgent safety situation.

4. Retention of Personal Data

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

Customer service records: retained for the period needed to manage the relationship and resolve any disputes.
Invoices and financial records: retained for the duration required by tax and accounting law.
Communication records: kept for a reasonable period to support service continuity and evidence of instructions.
Health, safety, and access notes: kept only as long as necessary for safe service delivery.

When data is no longer required, we will delete it securely or anonymise it so that it can no longer identify you. Retention is reviewed regularly to ensure we do not keep information for longer than needed.

5. Processors and Third Parties

We may use trusted service providers, also known as processors, to help us operate our business. These processors act on our instructions and are required to protect personal data. They may include:

IT and hosting providers: for data storage, email, backup, and system maintenance.
Accounting and bookkeeping providers: for invoicing, tax compliance, and financial record management.
Payment service providers: to process card or electronic payments securely.
Customer management tools: for scheduling, records, and communication administration.
Professional advisers: such as accountants, insurers, or legal advisers where necessary.

We may also disclose data where required by law, court order, or lawful request from a public authority. We do not sell personal data. Any third party that receives personal data must use appropriate safeguards and may only process it for specified purposes.

6. Data Sharing and Transfers

We share personal data only when necessary and only with appropriate protections in place. Where information is transferred outside the UK, we will ensure that suitable safeguards are used, such as adequacy regulations or approved contractual protections.

We take care to ensure that all processors and recipients handle data in a way that is consistent with this policy and with applicable data protection law.

7. Security of Personal Data

We use reasonable technical and organisational measures to protect personal data against loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, password protection, and limited internal access on a need-to-know basis.

Although no system can be guaranteed to be completely secure, we regularly review our safeguards and aim to reduce risks as far as reasonably possible. If a personal data breach occurs that is likely to pose a risk to your rights and freedoms, we will act in accordance with our legal obligations.

8. Your Rights

As a data subject, you have important rights under data protection law. Subject to legal conditions and exemptions, you may have the right to:

access the personal data we hold about you;
rectify inaccurate or incomplete information;
erase your data in certain circumstances;
restrict the processing of your data;
object to processing based on legitimate interests or direct marketing;
data portability for data you provided to us where applicable;
withdraw consent where processing is based on consent;
lodge a complaint with the Information Commissioner’s Office if you believe your rights have been infringed.

We may need to verify your identity before responding to a request. We will respond within the time limits required by law and aim to make the process straightforward and respectful of your privacy.

9. Children’s Data

Our services are intended for adults and property owners or occupiers arranging gardening work. We do not knowingly collect personal data from children for marketing or service administration. If a child’s information is inadvertently provided, it will be handled carefully and removed where appropriate.

10. Marketing Communications

If we send marketing communications, we will do so only where permitted by law. You can object to direct marketing at any time. Where consent is required, you may withdraw it at any time. We will respect your choices and update our records accordingly.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in the law, our services, or the way we process personal data. Any revised version will apply from the date of publication. We encourage customers in Brunswick Park to review this policy periodically so they remain informed about how their information is handled.

12. Summary of Our Commitment

Gardeners Brunswick Park is committed to processing personal data transparently, securely, and lawfully. We collect only what is needed, rely on appropriate lawful bases, keep information only for as long as necessary, use trusted processors with proper safeguards, and respect your rights under data protection law. Our aim is to provide a professional gardening service while maintaining a high standard of privacy protection for every customer in the area.