Privacy Policy
Gardeners Tooting Privacy Policy
This Privacy Policy explains how Gardeners Tooting collects, uses, stores, and protects personal data relating to our customers in the Tooting area and surrounding neighbourhoods. It also sets out your rights under applicable data protection laws, including the UK General Data Protection Regulation and the Data Protection Act 2018. This Privacy Policy applies to all Gardeners Tooting customers in our service area, whether you contact us online, by message, or in person.
Who this Privacy Policy applies to
This Privacy Policy applies to individuals who are customers or prospective customers of Gardeners Tooting, as well as people acting on behalf of such customers, such as household members, tenants, landlords, or property managers who engage us for gardening, landscaping, or related services in the Tooting area.
By using our services or contacting us about our services, you acknowledge that you have read and understood this Privacy Policy.
Personal data we collect
Gardeners Tooting collects and processes different types of personal data in the course of running our business. The types of personal data we may collect include:
Identification and contact details: name, address, service property address, and other basic contact details needed to communicate with you about your bookings and our services.
Service and contract information: records of your service requests, bookings, instructions, notes on the work carried out at your property, before and after job descriptions, and any preferences you share, such as preferred days or times.
Communication data: information you provide when you contact us with questions, feedback, complaints, or other communications, including the content of messages you send and our responses.
Billing and payment data: information necessary to process payments and manage invoices, such as payment status, invoice history, and any payment method details you choose to share with us. We do not store full card details when payment is processed through a secure third party.
Technical and usage data: limited technical information relating to how you interact with our website or online services, such as your IP address, browser type, basic device information, and high level usage data that helps us understand how our site is used. This may be collected through cookies or similar technologies where permitted by law.
How we collect personal data
We collect personal data in several ways, including:
Directly from you when you contact us by message, complete a form, request a quotation, make a booking, or communicate with us about your service.
During service delivery when we visit your property, assess your garden, or record information needed to complete the requested work.
From third parties where lawful and relevant, such as property managers or landlords who book services on your behalf, or payment service providers who confirm that a transaction has been completed.
Automatically, through cookies or similar technologies when you browse our website or digital channels, subject to your cookie settings and local legal requirements.
Lawful bases for processing
Gardeners Tooting will only process your personal data where there is a lawful basis under data protection law. Depending on the specific activity, we may rely on one or more of the following lawful bases:
Performance of a contract: we process your personal data to provide you with gardening and related services, to carry out your bookings, to communicate with you about your appointments, and to manage invoices and payments.
Compliance with legal obligations: we may process your data to meet our legal duties, such as record keeping, accounting, tax compliance, or responding to lawful requests from public authorities.
Legitimate interests: we may process your personal data for our legitimate business interests, provided that your interests and fundamental rights do not override those interests. Examples include improving our services, managing and developing our customer relationships, preventing fraud, ensuring the security of our systems and staff, and keeping limited service records.
Consent: in some cases, we may rely on your consent to process personal data, for example for certain direct marketing communications or for the placement of non essential cookies. Where we rely on consent, you can withdraw your consent at any time.
How we use your personal data
We use your personal data for the following purposes:
To provide and manage our gardening and related services, including scheduling, carrying out and completing work at your property.
To communicate with you about quotations, bookings, service updates, changes, cancellations, customer support, and complaints.
To issue invoices, process payments, manage refunds where applicable, and maintain financial records.
To improve our services and operations, including training staff, monitoring work quality, analysing service usage, and developing new offerings.
To send you information about our services, promotions, or updates where permitted by law and in line with your communication preferences.
To protect our business and our customers, including preventing misuse of our services, addressing disputes, and enforcing our contractual rights.
Data retention and storage
Gardeners Tooting will keep your personal data only for as long as necessary to fulfil the purposes for which it was collected, including any legal, accounting, or reporting requirements. The specific retention period for your personal data will depend on the type of information and the context in which it was collected.
In general, we keep customer and service records for as long as you remain an active customer and for a reasonable period afterwards to handle any queries, complaints, or potential legal claims. Financial and invoicing records are retained for the period required under applicable tax and accounting laws.
When personal data is no longer required, we will securely delete it or anonymise it so that it can no longer be linked to an identifiable individual.
Data processors and sharing of personal data
Gardeners Tooting may share your personal data with trusted third parties who act as data processors on our behalf. These service providers are only allowed to process your personal data according to our instructions and for the purposes described in this Privacy Policy. They are required to implement appropriate security measures and are not permitted to use your data for their own purposes.
Examples of such processors include:
Payment processing providers who handle card payments and transactions for our services.
IT, hosting, and communications providers who support our website, scheduling tools, storage, and communication systems.
Professional advisers such as accountants or legal advisers, where necessary for legitimate business purposes or to comply with legal obligations.
We may also share personal data with third parties where required by law or where necessary to protect our rights, our customers, or others. If we consider transferring personal data outside the United Kingdom or European Economic Area, suitable safeguards will be applied in accordance with data protection law.
Security of your personal data
We take appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, destruction, or damage. These measures include limiting access to personal data to staff and processors who need it to perform their duties, the use of secure systems for storing records, and implementing procedures for managing data security incidents.
While we take reasonable steps to safeguard your data, no system is completely secure. You are encouraged to take care in the information you choose to share with us and how you communicate with us.
Your data protection rights
Under data protection law, you have a number of rights in relation to your personal data. Subject to certain conditions and exemptions, these rights may include:
Right of access: you can request confirmation of whether we hold your personal data and obtain a copy of that data, along with information about how we use it.
Right to rectification: you can request that we correct or complete any inaccurate or incomplete personal data we hold about you.
Right to erasure: in some circumstances, you may request that we delete your personal data, for example where it is no longer needed for the purpose for which it was collected or where you withdraw consent and there is no other lawful basis for processing.
Right to restriction of processing: you can ask us to restrict the processing of your personal data in certain situations, such as while we verify the accuracy of data or consider an objection you have raised.
Right to object: you can object to our processing of your personal data where we rely on legitimate interests as the lawful basis, including any direct marketing activities.
Right to data portability: in certain cases, you can request that we provide your personal data in a structured, commonly used, and machine readable format or transfer it to another service provider where technically feasible.
Where we process your personal data on the basis of consent, you have the right to withdraw that consent at any time. Withdrawal of consent does not affect the lawfulness of processing carried out before the withdrawal.
Exercising your rights and contacting us
If you wish to exercise any of your data protection rights or have any questions about this Privacy Policy or our handling of your personal data, you can contact Gardeners Tooting using the contact details you already use to communicate with us as a customer.
We will respond to your request in accordance with applicable data protection laws. We may need to verify your identity before we act on certain requests to protect your privacy and security.
You also have the right to raise a concern or complaint with the relevant data protection authority if you believe that your data protection rights have been infringed. We encourage you to contact us first so we can try to resolve any issues directly.
Changes to this Privacy Policy
Gardeners Tooting may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or the way we process personal data. Any changes will be effective when we publish the updated Privacy Policy. We recommend that you review this page periodically to stay informed about how we protect your personal data.
This Privacy Policy applies to all Gardeners Tooting customers within our service area and is the current version governing how we handle your personal data.
