Privacy Policy - Landscaping Thamesmead

This Privacy Policy explains how Landscaping Thamesmead collects, uses, stores, shares, and protects personal data in connection with the services we provide. It applies to all Landscaping Thamesmead customers in the area, including individuals, households, landlords, tenants, and businesses that enquire about, receive, or manage landscaping services from us. We are committed to handling personal information fairly, lawfully, and transparently in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who we are

For the purposes of data protection law, Landscaping Thamesmead acts as the data controller for personal data we collect and use in the course of providing our services. This means we decide why and how your personal data is processed. We expect all personal information to be treated with care, confidentiality, and respect.

2. Personal data we collect

We collect only the information needed to respond to enquiries, arrange site visits, provide quotations, carry out landscaping work, manage bookings, issue invoices, and maintain service records. The types of data we may collect include:

Identity details such as your name, title, and business name where applicable
Contact details such as address, telephone number, and email address
Property and project details such as site location, access information, garden layout, and service preferences
Billing and payment information such as invoice details and payment status
Communication records including messages, quotes, complaints, and service updates
Technical information where relevant, such as basic website usage data or device information if you interact with our digital services
Photographs of gardens or completed work, where these are needed for planning, evidence, or quality assurance

We do not intentionally collect special category data unless it is strictly necessary and you have chosen to provide it, or another lawful basis applies. Special category data may include information about health, religion, ethnicity, or similar sensitive matters. If such data is ever provided by you, we will only use it where permitted by law and with appropriate safeguards.

3. How we collect your data

We may collect personal data directly from you when you submit an enquiry, request a quotation, confirm a booking, make a payment, or communicate with us. We may also receive data from:

Property owners or managing agents who arrange landscaping services on behalf of others
Contractors, suppliers, or professional advisers involved in delivering a project
Publicly available sources where this is necessary for legitimate business purposes
Technical systems used to operate our administration, accounting, or communication tools

4. Lawful basis for processing

We only process personal data when we have a lawful basis to do so. Depending on the situation, Landscaping Thamesmead may rely on the following legal grounds:

Contract

We process personal data to take steps at your request before entering into a contract, and to perform our contract with you. This includes preparing quotes, scheduling work, completing services, and handling invoices.

Legal obligation

We may process information where required to comply with legal obligations, such as tax, accounting, record-keeping, fraud prevention, or health and safety requirements.

Legitimate interests

We may use personal data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights and freedoms. This may include managing enquiries, improving our services, maintaining internal records, protecting our business, and resolving disputes.

Consent

Where required by law, we will seek your consent before processing certain types of data, such as using optional photographs for marketing or sending non-essential communications. If you give consent, you can withdraw it at any time.

We do not rely on consent where another lawful basis is more appropriate, especially where data processing is necessary to deliver services that you have requested.

5. How we use your information

Personal data may be used for the following purposes:

Responding to enquiries and providing quotations
Assessing job requirements and planning work
Delivering landscaping services safely and effectively
Managing appointments, cancellations, and follow-up services
Processing payments and maintaining accounting records
Handling complaints, claims, and disputes
Improving service quality, training, and internal operations
Meeting legal, regulatory, and insurance obligations

We will only use your personal data for the purposes for which it was collected, unless we reasonably believe we need to use it for another compatible purpose and this is permitted by law.

6. Sharing personal data and processors

We may share personal data with trusted third parties who help us run our business and deliver services. These parties act as processors when they process data on our behalf and under our instructions. Examples may include:

IT and cloud service providers that store or manage business data
Accounting and bookkeeping processors that support invoicing, tax, and financial administration
Communication service providers used for email, phone, or scheduling systems
Payment service providers that handle card or electronic payment processing
Professional advisers such as lawyers, auditors, or insurers where necessary
Subcontractors assisting with landscaping work, only where needed to complete a project

We require processors to protect personal data, use it only for specified purposes, and keep it secure. We do not sell your personal data.

We may also disclose personal data where required by law, court order, regulation, or to protect our legal rights, property, staff, customers, or the public.

7. Data retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including satisfying legal, accounting, insurance, and reporting obligations. Retention periods may vary depending on the nature of the data and the context in which it was obtained.

In general, we may keep:

Quotation and enquiry records for a limited period after the enquiry ends
Contract and service records for the duration of the working relationship and a reasonable time afterwards
Financial records for the period required by tax and accounting laws
Complaint and dispute records for as long as needed to resolve the matter and defend legal claims

When personal data is no longer needed, we will securely delete, anonymise, or archive it in line with our retention practices.

8. International transfers

If any processor or service provider stores or accesses personal data outside the United Kingdom, we will ensure appropriate safeguards are in place. These may include adequacy regulations, standard contractual clauses, or other lawful transfer mechanisms approved under applicable data protection law.

9. Your rights

You have a number of rights in relation to your personal data. These rights may be subject to legal limits and exemptions, but we will always consider each request carefully. Your rights include:

The right to be informed about how your data is used
The right of access to request a copy of your personal data
The right to rectification to correct inaccurate or incomplete data
The right to erasure in certain circumstances
The right to restrict processing in certain situations
The right to data portability for data processed by consent or contract, where applicable
The right to object to processing based on legitimate interests or direct marketing
Rights related to automated decision-making, where relevant

If you wish to exercise any of these rights, we will review your request and respond in line with applicable data protection law. We may need to verify your identity before acting on the request.

10. Security of your data

We use appropriate technical and organisational measures to protect personal data from loss, misuse, unauthorised access, alteration, or disclosure. These measures are designed to be proportionate to the risks involved. While no system is completely secure, we take data security seriously and review our practices regularly.

11. Children’s data

Our services are aimed at adults and property-related customers. We do not knowingly collect personal data from children unless it is necessary in connection with a service request and lawfully provided by an adult or authorised representative.

12. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data protection practices. Any updated version will apply from the date it is issued. We encourage customers in the Thamesmead area to review this policy periodically so they remain informed about how their information is handled.

13. Summary of key principles

In short, Landscaping Thamesmead will only collect and use personal data where there is a lawful reason to do so, will keep it only for as long as necessary, and will share it only with trusted processors or where the law requires it. We aim to ensure your information is processed fairly, securely, and transparently, and that your rights are respected at every stage.

This Privacy Policy is intended to provide clear information to customers in Thamesmead and the surrounding area about how we handle personal data when delivering landscaping services. By engaging with our services, you can be confident that your personal information is managed with responsibility and care.