Privacy Policy - Landscaping Battersea

Landscaping Battersea is committed to protecting the privacy and personal data of all customers in the Battersea area. This Privacy Policy explains how we collect, use, share, store, and protect personal information when we provide landscaping services. It applies to all Landscaping Battersea customers in the area, including individuals who request quotes, book services, receive maintenance, or otherwise interact with us in connection with our landscaping work.

1. Information We Collect

We only collect personal data that is relevant and necessary for delivering our services, managing customer relationships, and meeting legal obligations. Depending on the nature of the service, we may collect the following categories of information:

Identity details such as your name and title.
Contact details such as address, email address, and telephone number.
Property and service details such as site access notes, garden preferences, service instructions, and project requirements.
Billing and payment information where needed to process invoices and maintain accounting records.
Communication records including enquiries, complaints, and service updates.
Technical information if you interact with our digital services, such as device or browser data and basic usage records.
Photographs and site records where necessary to assess work, document progress, or confirm completion.

We do not intentionally collect special category data unless it is genuinely required and you have provided it voluntarily or a legal basis applies. We ask that you avoid sharing unnecessary sensitive information unless it is relevant to the service.

2. How We Use Your Data

We use personal data for legitimate landscaping and business purposes. These include:

responding to enquiries and providing quotes;
planning, delivering, and managing landscaping services;
co-ordinating site visits and maintenance schedules;
handling billing, payments, and record-keeping;
communicating service updates and changes;
dealing with customer feedback and resolving disputes;
protecting our business, customers, and staff;
meeting legal, tax, accounting, and regulatory obligations.

Where required, we may also use data to improve our service quality, monitor operations, and maintain internal business records. We will always make sure any use of personal data is limited to what is necessary and proportionate.

3. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis before processing personal data. Landscaping Battersea relies on the following lawful bases, depending on the purpose of processing:

Contract

We process your personal data when it is necessary to enter into or perform a contract with you. This includes preparing quotations, arranging services, carrying out landscaping work, and managing related customer administration.

Legitimate Interests

We may process data where it is in our legitimate business interests and where those interests are not overridden by your rights and freedoms. This may include managing client records, improving our services, communicating service-related matters, and protecting against fraud or misuse.

Legal Obligation

We may process and retain certain information to comply with legal obligations, including tax, accounting, insurance, health and safety, and record-keeping requirements.

Consent

In limited situations, we may rely on your consent, for example if we use your information for optional communications or if you provide information that is not otherwise required for a service. Where consent is used, you may withdraw it at any time.

Vital Interests

In exceptional situations, we may process personal data to protect someone’s vital interests, for example in an emergency involving health or safety.

4. Sharing and Processors

We may share personal data with trusted third parties where necessary to operate our business and deliver services. These third parties act as processors or, in some cases, independent controllers. They may include:

Payment service providers who process card or electronic payments securely.
Accounting and bookkeeping processors who help maintain financial records and tax compliance.
IT, hosting, and cloud storage providers who support our data systems and document storage.
Communication service providers who assist with sending emails, messages, or customer notifications.
Professional advisers such as insurers, legal advisers, or auditors where required.
Subcontractors and suppliers involved in carrying out specific landscaping tasks or site-related services.

All processors are required to handle personal data securely, only on our instructions, and in accordance with data protection law. We do not sell personal data. We only disclose information when necessary, proportionate, and lawful.

5. Data Retention

We keep personal data only for as long as is necessary for the purpose for which it was collected, and to meet legal or regulatory obligations. Retention periods vary depending on the type of data and the reason for holding it.

Customer and service records are typically retained for as long as needed to manage the relationship and address any follow-up issues.
Financial and accounting records are retained for the period required by tax and accounting laws.
Communication records may be retained for a reasonable period to manage disputes, complaints, or ongoing service matters.
Photographs and site notes are kept only while relevant to the project or lawful business purpose.

When information is no longer needed, we will securely delete, anonymise, or archive it in line with our retention procedures. We regularly review our records to ensure we do not keep data for longer than necessary.

6. Data Security

We use appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and limited access to personal data on a need-to-know basis.

While we take reasonable steps to protect your information, no system can be guaranteed completely secure. We therefore encourage customers to share only the information needed for the service and to notify us promptly if they believe any information may have been compromised.

7. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may be subject to legal conditions and exceptions, but we will respond to all valid requests fairly and within the required timeframes.

Right of access – you may request confirmation of whether we hold personal data about you and receive a copy of it.
Right to rectification – you may ask us to correct inaccurate or incomplete data.
Right to erasure – in some circumstances, you may request deletion of your personal data.
Right to restriction – you may ask us to limit how we use your data in certain situations.
Right to object – you may object to processing based on legitimate interests, including certain forms of direct use.
Right to data portability – where applicable, you may request that we provide your data in a structured, commonly used format.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

You also have the right to raise a concern with the relevant data protection authority if you believe your personal data has not been handled appropriately. We encourage you to contact us first so we can try to resolve any issue directly and promptly.

8. Children’s Data

Our services are intended for adult customers and property owners or authorised representatives. We do not knowingly collect personal data from children unless it is necessary for a lawful service-related reason and handled with appropriate care.

9. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data handling practices. Any updates will apply from the date of publication of the revised policy. We recommend reviewing this policy periodically so you remain informed about how your data is used.

10. Summary of Our Commitment

Landscaping Battersea will process personal data fairly, lawfully, and transparently. We will only collect what we need, use it for clear purposes, share it with trusted processors where necessary, and keep it no longer than required. We respect your rights and are committed to safeguarding the privacy of every customer in the Battersea area.

By using our services, you acknowledge that your personal data may be processed in accordance with this Privacy Policy.