Privacy Policy - Landscaping Chelsea

This Privacy Policy explains how Landscaping Chelsea collects, uses, stores, shares, and protects personal data. It applies to all Landscaping Chelsea customers in the area, including people who request quotes, book services, receive gardening or landscaping work, or interact with us in any other way. We are committed to handling personal data in a lawful, fair, and transparent manner in line with the UK GDPR and the Data Protection Act 2018.

1. Who We Are

Landscaping Chelsea provides landscaping and related outdoor property services. In the course of delivering our services, we may process personal data about customers, prospective customers, suppliers, and other individuals associated with a project. This Policy sets out what data we collect, why we collect it, how long we keep it, who may process it on our behalf, and what rights you have in relation to your information.

2. Personal Data We Collect

We may collect and process the following categories of personal data:

Identity data such as your name and title.
Contact data such as email address, telephone number, and service address.
Project and service data including details of your landscaping requirements, property access instructions, preferences, quotations, and work history.
Payment and billing data such as billing address, transaction information, and records of payments made or outstanding.
Communication data including messages, notes from calls, emails, and correspondence relating to enquiries or services.
Technical data where applicable, such as basic device or browsing information if you interact with our digital services.
Feedback and review data where you provide comments, ratings, or complaints.

We aim to collect only the information necessary for the purpose for which it is used. We do not intentionally collect unnecessary information, and we do not seek to process special category data unless it is strictly required and lawful to do so.

3. How We Collect Personal Data

We collect personal data directly from you when you:

request a quotation or consultation;
book or receive landscaping services;
communicate with us by phone, email, message, or in person;
make a payment or ask for an invoice;
submit a complaint, enquiry, or feedback;
interact with our records or project documentation.

We may also receive information from third parties where necessary for the performance of a contract or for administrative purposes, such as a property owner, tenant, managing agent, subcontractor, or payment service provider.

4. Lawful Basis for Processing

We only process personal data where we have a valid lawful basis under the UK GDPR. Depending on the circumstances, our lawful bases may include:

Performance of a Contract

We process personal data when it is necessary to provide quotations, arrange services, carry out landscaping work, manage bookings, issue invoices, and complete obligations under an agreement with you.

Legal Obligation

We may process and retain certain information to comply with tax, accounting, record-keeping, and other legal requirements.

Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This may include managing customer relationships, improving services, preventing fraud, responding to disputes, and maintaining internal business records.

Consent

In limited cases, we may rely on your consent, for example where it is required for a specific optional activity. Where consent is used, you may withdraw it at any time.

5. How We Use Personal Data

We use personal data for the following purposes:

to respond to enquiries and provide quotations;
to assess project requirements and plan work;
to deliver landscaping services and manage ongoing customer relationships;
to process payments and maintain financial records;
to communicate updates, scheduling information, and service-related notices;
to handle complaints, disputes, and service issues;
to maintain security, quality control, and internal administration;
to comply with applicable legal and regulatory obligations.

We will not use your personal data for purposes that are incompatible with the original reason it was collected unless we have a lawful basis to do so.

6. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes described in this Policy, including the purposes of satisfying legal, accounting, or reporting requirements. The length of time we retain data depends on the type of data and the purpose of processing.

Customer and project records are generally retained for the period necessary to manage the service and for a reasonable time afterward in case of queries or disputes.
Financial and tax records are kept for the period required by law.
Communication records may be retained for service management, quality control, or evidence of instructions and agreements.

When personal data is no longer needed, we will delete it, anonymise it, or securely archive it in line with our retention procedures. Retention is reviewed regularly to ensure data is not kept longer than necessary.

7. Processors and Sharing of Data

We may share personal data with trusted third parties who act as data processors on our behalf. These processors are only permitted to use the information according to our instructions and for specific business purposes. They are required to take appropriate security measures and keep data confidential.

Examples of processors and service providers may include:

accounting and bookkeeping providers;
payment service providers;
IT, cloud storage, and email service providers;
administrative and scheduling tools;
professional advisers such as accountants or legal advisers where necessary;
subcontractors assisting with project delivery, where required.

We may also disclose personal data if required by law, court order, or regulatory obligation, or if disclosure is necessary to protect our rights, property, staff, customers, or the public. We do not sell personal data.

8. Security of Your Data

We implement appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, misuse, alteration, or disclosure. These measures are designed to reflect the nature of the information and the risks involved. While no system can be guaranteed completely secure, we take data protection seriously and continually review our safeguards.

9. Your Rights Under Data Protection Law

You have a number of rights in relation to your personal data, subject to certain conditions and legal exceptions. These include:

Right of access – to obtain confirmation that we process your data and to request a copy of it.
Right to rectification – to ask us to correct inaccurate or incomplete data.
Right to erasure – to request deletion of your data in certain circumstances.
Right to restrict processing – to ask us to limit how we use your data in certain situations.
Right to data portability – to receive certain data in a structured, commonly used format and have it transferred where applicable.
Right to object – to object to processing based on legitimate interests or direct marketing.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

If you wish to exercise any of these rights, we will assess your request and respond in accordance with applicable law. We may need to verify your identity before responding. Exercising your rights will not usually affect the services we provide, although some requests may limit our ability to deliver certain services or maintain required records.

10. International Transfers

Where personal data is processed by a service provider located outside the UK, we will take steps to ensure appropriate safeguards are in place. This may include approved transfer mechanisms or contractual protections to ensure your data remains protected to an adequate standard.

11. Automated Decision-Making

We do not use personal data for automated decision-making that produces legal or similarly significant effects. If this changes, we will update this Policy and provide appropriate information about the processing involved.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data handling practices. Any updates will apply from the date they are published. We encourage customers to review this Policy periodically to stay informed about how their data is protected.

13. Summary of Your Privacy Position

In summary, Landscaping Chelsea processes personal data only when it is lawful and necessary for delivering services, meeting legal obligations, managing business operations, and maintaining accurate records. We collect only relevant information, store it securely, share it only with appropriate processors or where required by law, and retain it for no longer than necessary. You have important rights over your personal data, and we respect those rights throughout our business relationship with you.

This Privacy Policy applies to all Landscaping Chelsea customers in the area.