Privacy Policy – Landscaping Hammersmith

This Privacy Policy explains how Landscaping Hammersmith collects, uses, stores, shares, and protects personal data when providing landscaping and related services. It applies to all Landscaping Hammersmith customers in the area, including prospective customers, current customers, former customers, and any individuals who communicate with us in connection with our services.

We are committed to handling personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy is intended to help you understand what information we collect, why we collect it, how long we keep it, who processes it on our behalf, and what rights you have in relation to your data.

1. Information We Collect

We may collect and process different types of personal data depending on how you interact with us and which services you request. The categories of information may include:

Identity details: such as your name and title.
Contact details: such as address, email address, and telephone number.
Service details: such as the type of landscaping work requested, property details, service preferences, and notes relating to ongoing or completed work.
Communication records: such as messages, enquiries, complaints, feedback, and correspondence.
Billing and transaction details: such as payment status, invoices, and records needed for accounting purposes.
Technical information: such as basic device or usage information if you interact with our digital systems.
Site and access information: where relevant to service delivery, including access instructions, scheduling information, and property-related notes.

We do not intentionally collect special category data unless it is necessary for a specific lawful purpose and you provide it voluntarily, or unless it is required by law. If such information is received unexpectedly, we will handle it with appropriate care and additional safeguards.

2. How We Use Your Data

We use personal data to provide landscaping services efficiently, manage customer relationships, and meet our legal obligations. Typical uses include:

responding to enquiries and preparing quotations;
arranging site visits and carrying out services;
managing bookings, invoices, payments, and records;
handling service updates, follow-up communication, and customer support;
maintaining internal business records and service history;
meeting legal, tax, accounting, and regulatory obligations;
preventing fraud, misuse, or misuse of our services;
improving the quality and reliability of our services.

We only process personal data for the purposes explained in this policy or for compatible purposes where permitted by law.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for processing personal data. We rely on one or more of the following lawful bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes preparing quotes, providing services, managing appointments, and completing related administrative tasks.

Legal Obligation

We may process personal data to comply with legal obligations, including tax, accounting, record-keeping, and compliance with lawful requests from authorities.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. Examples include managing customer relationships, improving service delivery, keeping business records, and protecting our business from fraud or misuse. We ensure that any such processing is proportionate and relevant.

Consent

In some cases, we may rely on your consent, for example where it is specifically required by law or where we ask permission for a particular type of communication or optional processing. Where we rely on consent, you can withdraw it at any time. Withdrawal will not affect processing already carried out before consent was withdrawn.

4. Data Retention

We only keep personal data for as long as necessary to fulfil the purposes for which it was collected, including satisfying legal, accounting, or reporting requirements. Retention periods may vary depending on the type of information and the purpose for which it is held.

As a general approach:

customer service and project records are kept for the period needed to manage the service relationship and any reasonable follow-up;
financial and invoicing records are retained for the duration required by tax and accounting rules;
communication records may be retained for a reasonable period to support service history, dispute handling, or business administration;
where data is no longer needed, it is securely deleted, anonymised, or otherwise disposed of safely.

When determining retention periods, we consider the amount, nature, and sensitivity of the data, the potential risk of harm from unauthorised use or disclosure, the purposes of processing, and any applicable legal obligations.

5. Processors and Data Sharing

We may share personal data with trusted third parties who help us operate our business and deliver services. These organisations act as processors or, in some cases, independent controllers. They are only permitted to use personal data in accordance with our instructions or their own legal obligations.

Examples of processors may include:

accounting and bookkeeping providers;
IT and cloud storage providers;
customer administration or scheduling systems;
payment processing services;
professional advisers such as legal or financial advisers;
service partners assisting with specific landscaping work where necessary.

We require appropriate safeguards from processors, including contractual commitments to protect personal data, restrict unauthorised use, and support security measures.

We may also disclose data if required by law, to enforce agreements, to protect our rights, or in connection with a business transfer, restructuring, or similar event. Where possible, we will limit any shared information to what is necessary and proportionate.

6. Data Security

We implement 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, limited staff access, and regular review of data handling practices.

While we take data protection seriously, no system can be guaranteed to be completely secure. We therefore encourage all individuals to be cautious when sharing information and to notify us if they believe there may be an issue affecting their data.

7. Your Rights

Depending on the circumstances, you may have the following rights under data protection law:

Right of access: to request a copy of the personal data we hold about you.
Right to rectification: to ask us to correct inaccurate or incomplete data.
Right to erasure: to request deletion of your data in certain situations.
Right to restriction: to ask us to limit how we use your data in certain cases.
Right to data portability: to receive certain data in a structured, commonly used format, where applicable.
Right to object: to object to processing based on legitimate interests or direct marketing.
Right to withdraw consent: where we rely on consent, you may withdraw it at any time.

You also have the right to raise concerns with the relevant data protection authority if you believe your data has been handled unlawfully. Before doing so, we encourage you to contact us so we can try to resolve the matter directly.

8. Automated Decision-Making

We do not generally use automated decision-making or profiling that produces legal or similarly significant effects. If this changes in the future, we will provide appropriate information about the logic involved and the significance of such processing.

9. Children’s Data

Our services are intended for adults. We do not knowingly collect personal data from children unless it is necessary in the context of service delivery and handled lawfully. If we become aware that we have collected data from a child without an appropriate legal basis, we will take reasonable steps to delete it.

10. International Transfers

Where personal data is transferred outside the United Kingdom, we will ensure that suitable safeguards are in place to protect the data in line with applicable law. These safeguards may include approved contractual protections or transfers to countries with an adequate level of data protection.

11. 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 revised version will apply from the date it is published. We encourage you to review it periodically so that you remain informed about how we use personal data.

12. Summary of Key Principles

Landscaping Hammersmith processes personal data fairly, lawfully, and transparently. We collect only the information needed to deliver services, maintain records, and meet legal obligations. We use clear lawful bases, retain data only as long as necessary, work with processors under appropriate safeguards, and respect your rights under data protection law. This policy applies to all Landscaping Hammersmith customers in the area and is intended to support responsible and compliant data handling across our services.