Privacy Policy - Landscaping Putney

This Privacy Policy explains how Landscaping Putney collects, uses, stores, shares, and protects personal data in connection with its services. It applies to all Landscaping Putney customers in the area, including prospective customers, current customers, former customers, and anyone who communicates with us in relation to our landscaping services. We are committed to processing personal data in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Landscaping Putney provides landscaping-related services to residential and commercial customers. For the purposes of data protection law, we act as the data controller for the personal information we collect and use in the course of delivering and managing our services. This means we determine why and how personal data is processed.

2. Information We Collect

We collect only the personal data necessary to provide our services, manage business operations, and meet legal obligations. The data we may collect includes:

Identity details such as your name and title.
Contact details such as your address, email address, and telephone number.
Service information such as the type of landscaping work requested, project preferences, site notes, and service history.
Billing and payment information needed to issue invoices and receive payment.
Communication records including emails, messages, call notes, and feedback.
Technical data such as limited device or usage information if you interact with us electronically.
Photographs or site images relevant to planning, quoting, delivery, or documenting completed work.

We generally do not intentionally collect special category data, such as information about health, religion, or ethnicity. If such data is provided to us unexpectedly, we will treat it with additional care and only process it where permitted by law.

3. How We Use Personal Data

We use personal data for the following purposes:

to respond to enquiries and provide quotations;
to plan, deliver, and manage landscaping services;
to communicate about bookings, schedules, and project updates;
to process payments and manage invoices;
to maintain accurate customer records;
to handle complaints, queries, or service issues;
to comply with legal, tax, and accounting obligations;
to improve service quality, internal processes, and customer experience;
to protect our business against fraud, misuse, or legal claims.

We will only use your personal data for the purposes for which it was collected, unless we reasonably consider that we need to use it for another compatible purpose and such use is lawful.

4. Lawful Basis for Processing

Under GDPR, we must have a lawful basis for each category of processing. Landscaping Putney relies on 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, confirming bookings, delivering services, and managing payment arrangements.

Legal Obligation

We process data where required to comply with legal and regulatory responsibilities, including tax, accounting, record-keeping, and responding to lawful requests from public authorities.

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. These interests may include service management, customer support, business administration, fraud prevention, and improving our operations.

Consent

In limited cases, we may rely on your consent, for example where a specific communication or optional service requires it. Where consent is used, you may withdraw it at any time, without affecting the lawfulness of processing carried out before withdrawal.

5. Sharing and Processors

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

IT and cloud service providers that store data or support communications and business systems;
accounting or bookkeeping services that assist with invoicing, tax, and financial records;
payment processors that handle card or online payments;
customer management or scheduling tools used to organise services and appointments;
professional advisers such as legal or insurance advisers where necessary;
subcontractors or operational partners involved in delivering specific services, where relevant.

All processors are expected to handle personal data securely and only for the agreed purpose. We do not sell personal data. We may also disclose data where required by law, court order, or to protect our rights, customers, employees, or the public.

6. Data Retention

We keep personal data only for as long as necessary to fulfil the purpose for which it was collected, including to meet legal, accounting, and reporting requirements. Retention periods may vary depending on the type of information and the reason for processing. For example:

customer and project records may be retained for the duration of the service relationship and for a reasonable period afterward;
financial and tax records are typically kept for the period required by law;
communications and enquiry records may be kept for as long as needed to manage correspondence or resolve disputes;
photographs and site documentation may be retained where necessary for operational or evidential purposes.

When data is no longer needed, we will delete it securely or anonymise it so that it can no longer identify you.

7. International Transfers

If any processor stores or accesses data outside the UK, we will take appropriate safeguards to ensure that your personal data remains protected. This may include using approved contractual safeguards or relying on adequacy decisions where applicable.

8. Data Security

We use reasonable technical and organisational measures to protect personal data against unauthorised access, accidental loss, alteration, disclosure, or destruction. These measures may include access restrictions, secure storage, staff confidentiality obligations, and data minimisation practices. While no system can be guaranteed completely secure, we aim to maintain a level of security appropriate to the risks involved.

9. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. Subject to legal limitations, these may include:

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 circumstances.
Right to restrict processing – to ask us to limit how we use your data in certain cases.
Right to object – to object to processing based on legitimate interests or direct marketing.
Right to data portability – to receive certain data in a structured, commonly used, machine-readable format.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

You also have the right to lodge a complaint with the UK Information Commissioner’s Office if you believe your data protection rights have been infringed. We encourage you to raise concerns directly so that we can attempt to resolve them promptly and fairly.

10. Children’s Data

Our services are intended for adults and business customers. We do not knowingly collect personal data from children unless it is incidental to service delivery and lawfully necessary. If we become aware that we have collected such data without appropriate basis, we will take steps to delete or protect it as required.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or our data handling practices. Any revised version will apply from the date it is published or otherwise communicated. We encourage customers to review the policy periodically to stay informed about how personal data is handled.

12. Summary of Our Commitment

Landscaping Putney is committed to protecting personal data and respecting privacy rights. We collect only what we need, use it for clear and lawful purposes, keep it only as long as necessary, and work with processors who are required to protect it. This policy applies to all Landscaping Putney customers in the area and is designed to ensure our processing remains transparent, lawful, and GDPR-compliant.