Privacy Policy

Gardeners Millwall Privacy Policy

This Privacy Policy explains how Gardeners Millwall collects, uses, stores, and protects personal data of customers located in our service area. It also describes your rights under the UK General Data Protection Regulation and related data protection laws. This Privacy Policy applies to all Gardeners Millwall customers in our area, including prospective, current, and former customers.

Who We Are

Gardeners Millwall is a gardening and outdoor maintenance service provider. When we refer to we, us or our in this Privacy Policy, we mean Gardeners Millwall as the organisation responsible for determining how and why your personal data is processed.

Personal Data We Collect

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

Identification and contact details, such as your name, postal address, service address, and preferred contact details.

Communication data, such as information contained in messages you send to us, including enquiries, service requests, feedback, and any correspondence related to quotations, bookings, or complaints.

Service and contract information, including details about the gardening services you request, visit dates and times, access instructions, and any special requirements you tell us about.

Billing and payment data, such as invoice details, records of payments made, and related accounting information. We do not store full payment card details where third party payment processors are used.

Usage data, which may include basic information about how and when you use our services, such as booking history and frequency of visits.

Technical data, where applicable, such as anonymised or aggregated information about how you interact with our website or online forms. This may include device information, browser type, or general location data derived from your IP address.

How We Collect Your Data

We collect personal data directly from you when you contact us to make an enquiry, request a quotation, book a service, or communicate with us in any way. This may occur via our website forms, written correspondence, or in person when our team visits your property.

We may also receive personal data indirectly when a third party contacts us on your behalf to arrange services at your property, such as a landlord, letting agent, or family member. In such cases, we take reasonable steps to ensure that you are aware that we hold your information.

Lawful Bases for Processing

We process your personal data only where we have a lawful basis to do so under data protection law. Depending on the context, we rely on the following lawful bases:

Contract. We process your personal data when it is necessary to enter into a contract with you or to perform a contract, for example to provide gardening services you have ordered, to manage appointments, and to handle invoicing and payments.

Legitimate interests. We may process personal data where it is necessary for our legitimate business interests and those interests are not overridden by your data protection rights. This includes managing and improving our services, maintaining accurate records, handling customer queries, and planning our resources.

Legal obligation. We process some personal data to comply with legal and regulatory requirements, such as tax and accounting obligations and record keeping rules.

Consent. In limited cases, we may rely on your consent, for example for certain types of optional communication. Where we rely on consent, you can withdraw it at any time by contacting us.

How We Use Your Personal Data

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

To provide and manage gardening services, including arranging visits, carrying out work at your property, and addressing any follow up requirements.

To communicate with you about quotations, bookings, changes to services, service updates, and customer support.

To process payments, manage invoices, and maintain financial and transaction records.

To manage our customer relationships, including handling feedback, resolving complaints, and maintaining a history of services provided.

To plan and improve our operations, for example by analysing service demand in different areas and refining our schedule and resources.

To comply with our legal and regulatory obligations and to establish, exercise, or defend legal claims where necessary.

Data Sharing and Processors

We do not sell your personal data. We may share your personal data with the following categories of recipients, but only to the extent necessary for the purposes described in this policy:

Service providers acting as data processors who provide services on our behalf, such as payment processing, bookkeeping or accounting support, and information technology or system hosting. These providers are only allowed to process your data in accordance with our instructions and must keep it secure.

Professional advisers, including legal and accounting advisers, where reasonably required to obtain professional advice or to protect our legal rights.

Public authorities or law enforcement bodies, where we are required by law to share information, or where such disclosure is necessary to protect the rights, property, or safety of us, our customers, or others.

International Transfers

Where any of our service providers are located outside the United Kingdom or the European Economic Area, we take steps to ensure that your personal data is provided with an adequate level of protection. This may include using standard contractual clauses approved by relevant data protection authorities or relying on other recognised safeguards in line with data protection law.

Data Retention

We keep your personal data for as long as necessary for the purposes for which it was collected, including for the purposes of satisfying any legal, accounting, or reporting requirements.

In most cases, we will keep records related to customer contracts and services for a period that allows us to answer any questions about work carried out and to meet our tax and legal obligations. After the relevant retention period has expired, we will securely delete or anonymise your personal data so that it can no longer be associated with you.

Data Security

We take appropriate technical and organisational measures to protect your personal data from unauthorised access, accidental loss, destruction, or damage. These measures may include restricted access to personal data, secure storage methods, and regular review of our information handling practices. While we take reasonable steps to safeguard your data, no system can be guaranteed to be completely secure.

Your Data Protection Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights apply to all Gardeners Millwall customers in our service area and include:

Right of access. You have the right to ask us for a copy of the personal data we hold about you, together with certain information about how we process it.

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

Right to erasure. In certain circumstances, you have the right to ask us to 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 legal basis for processing.

Right to restriction of processing. You may request that we restrict the processing of your personal data in specific situations, such as while we are verifying the accuracy of the data or considering an objection you have raised.

Right to object. You have the right to object to processing of your personal data where we are relying on legitimate interests as the lawful basis, and your particular situation gives rise to such an objection.

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

You also have the right to lodge a complaint with a data protection supervisory authority if you believe that we have not complied with data protection laws. We encourage you to contact us first so that we can address any concerns.

Children

Our services are not directed at children and we do not knowingly collect personal data from individuals under the age of 18 without appropriate consent from a parent or guardian. If we become aware that we have collected such data without proper authority, we will take steps to delete it.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in the law, our services, or how we process personal data. When we make significant changes, we will take reasonable steps to bring the updated policy to your attention. The date of the most recent version will appear in this document, and we encourage you to review this Privacy Policy periodically.