Gardeners Bow Customer Privacy Policy

This Privacy Policy explains how Gardeners Bow collects, uses, stores and protects personal data relating to customers and prospective customers within our service area. It also explains your rights under the UK General Data Protection Regulation and related data protection laws. This policy applies to all Gardeners Bow customers in our operating area, regardless of how you contact us or use our services.

Who this Privacy Policy applies to

This Privacy Policy applies to individuals who contact Gardeners Bow, request a quote, make a booking, receive gardening or related services, or otherwise interact with us in the course of our business in the area we serve. By using our services you acknowledge that you have read and understood this Privacy Policy.

Types of personal data we collect

We may collect and process the following categories of personal data, depending on how you interact with us:

Identification and contact details, such as your name, home or site address, billing address, and any contact details you choose to provide to us, such as email or other communication details. Service and booking information, such as details of your property or garden, descriptions of work requested, access instructions, photographs you provide in relation to the work, appointment dates and times, and records of services delivered. Payment and transaction data, such as records of payments made, payment method used, invoicing records, and information necessary to process refunds or resolve payment queries. Communication records, including enquiries, quotes, messages, complaints and feedback, as well as notes we may make to respond to your requests or manage our relationship with you. Technical and usage information, such as how you interact with our website, and basic device and browser information, to the extent that this is necessary for security, analytics, or improving our services.

How we collect your personal data

We typically collect personal data directly from you when you contact us, request a quote, book a service, or communicate with us by any means. We may also generate information about you as we provide services, such as work records and invoices. In limited cases we may receive personal data about you from third parties, for example if someone books services on your behalf or refers you to us. Where this occurs, we treat the information in accordance with this Privacy Policy.

Purposes and lawful bases for processing

We process your personal data only where we have a lawful basis under data protection law. The main purposes and lawful bases are as follows:

To provide quotes and deliver services. We use your contact details, property information and service requirements to prepare estimates, schedule visits, and carry out gardening and related services. The lawful basis is that processing is necessary for the performance of a contract with you or to take steps at your request before entering into a contract. To manage our business relationship with you. This includes handling queries, rescheduling appointments, dealing with complaints, and keeping records of past work. The lawful basis is performance of a contract and our legitimate interests in operating and improving our business. To process payments and maintain accounts. We process transaction and billing information to take payment, issue invoices, keep financial records, and meet our legal obligations. The lawful basis is performance of a contract and compliance with legal obligations, such as tax and accounting requirements. To improve and develop our services. We may use non-sensitive information about how you use our services, and feedback you provide, to help improve our service offerings, pricing, and customer experience. The lawful basis is our legitimate interests in developing our business and understanding our customers. To send service related communications. We may send you messages about upcoming appointments, changes to terms, important updates, or other information that is necessary to provide our services. The lawful basis is performance of a contract and our legitimate interests in keeping you informed about essential matters. With your consent where required. In situations where the law requires consent for a particular type of processing, we will ask for it and rely on your consent as the lawful basis. Where you have given consent, you may withdraw it at any time, although this will not affect processing that has already taken place.

Data retention and storage

We 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. When determining how long to retain data we consider the type and sensitivity of the information, the potential risk of harm from unauthorised use or disclosure, and our legal and operational needs.

In general, we retain customer records and service details for a period that allows us to answer queries about past work and comply with tax and business record keeping obligations. Payment and invoice records are typically kept for a number of years in line with legal requirements. When personal data is no longer needed, we will securely delete or anonymise it so that it can no longer be associated with you.

Sharing your personal data and use of processors

We do not sell your personal data. We may share your personal data with trusted third parties where necessary for the purposes described in this policy. These third parties act either as independent controllers or as processors acting on our behalf.

Service providers acting as processors may include companies that host or support our business systems, provide data storage, supply tools for booking or scheduling, or support our accounting and payment processes. These providers only process personal data on our documented instructions, are subject to confidentiality obligations, and are required to implement appropriate security measures.

We may also share your data with professional advisers such as accountants or legal advisers, where this is necessary to obtain professional advice or meet our legal obligations. In limited circumstances we may need to share information with law enforcement, regulatory or government bodies where required by law or to protect our rights or the rights of others.

International transfers

Where any of our processors or service providers are located outside the United Kingdom or the European Economic Area, we take steps to ensure that appropriate safeguards are in place to protect your personal data. These may include using providers in countries that benefit from an adequacy decision or entering into contracts that contain standard data protection clauses approved for this purpose.

Security of your personal data

We take reasonable and appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, destruction or damage. These measures include limiting access to data to those who have a business need to know, using secure systems where appropriate, and training relevant personnel on data protection responsibilities. However, no system can be completely secure, and you should take care when sending information to us.

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 Bow customers in our service area, subject to certain limitations and exemptions in the law.

Right of access. You have the right to request confirmation of whether we process your personal data and to receive a copy of the personal data we hold about you, together with certain information about how we use it. Right to rectification. You have the right to ask us to correct or complete any inaccurate or incomplete personal data we hold about you. Right to erasure. In certain circumstances you may request that we delete your personal data, for example where it is no longer needed for the purposes for which it was collected and we have no legal obligation to retain it. Right to restriction. You may request that we restrict the processing of your personal data in certain situations, such as while we are considering a request for rectification or objection. Right to object. Where we rely on legitimate interests as our lawful basis, you have the right to object to our processing of your personal data on grounds relating to your particular situation. We will stop processing unless we can demonstrate compelling legitimate grounds that override your interests, rights and freedoms, or the processing is required for legal claims. Right to data portability. In certain circumstances you may request to receive personal data you have provided to us in a structured, commonly used and machine readable format and to have it transmitted to another controller where technically feasible. Right to withdraw consent. Where we rely on your consent as the lawful basis for processing, you have the right to withdraw that consent at any time.

How to exercise your rights or raise concerns

If you wish to exercise any of your data protection rights, or if you have any questions or concerns about how Gardeners Bow handles your personal data, you can contact us using the usual contact methods that you use when dealing with our services. We may need to verify your identity before responding to your request, particularly where the request involves access to personal data.

You also have the right to raise a concern or lodge a complaint with the relevant data protection supervisory authority if you are unhappy with how we have handled your personal data. We would, however, appreciate the opportunity to address your concerns directly first.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or how we process personal data. Any changes will apply from the date the updated policy is made available. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information.