Privacy Policy - Landscaping Rotherhithe

This Privacy Policy explains how Landscaping Rotherhithe collects, uses, stores, shares, and protects personal data. It applies to all Landscaping Rotherhithe customers in the area, including prospective customers, active customers, and individuals who enquire about our landscaping services. We are committed to handling personal information 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 this policy applies to

This policy applies to anyone who interacts with Landscaping Rotherhithe in relation to our services, including people who request quotes, book appointments, receive landscaping work, or communicate with us about garden design, maintenance, planting, paving, turfing, fencing, and other related services. It also applies to customers in the Rotherhithe area whose information we process in order to deliver services and manage our business.

2. Information we collect

We only collect personal data that is relevant and necessary for providing our services, managing customer relationships, and meeting legal obligations. The information we may collect includes:

Identity details such as name and title
Contact details such as postal address, email address, and telephone number
Service information such as property details, garden preferences, requested works, job history, and service notes
Payment and billing data such as invoicing records and payment status
Communication records including messages, enquiries, complaints, and feedback
Technical information if provided through digital systems, such as basic device or usage information used for security and service improvement

We do not intentionally collect special category data unless it is strictly necessary and you have provided it voluntarily, or we are required to process it for a lawful reason. If special category data is ever needed, we will ensure an additional lawful condition applies.

3. How we use personal data

Landscaping Rotherhithe uses personal data for the following purposes:

To respond to enquiries and provide quotes
To assess service requirements and plan work
To deliver landscaping services and manage appointments
To issue invoices, process payments, and keep financial records
To communicate with customers about service updates, scheduling, or changes
To handle complaints, disputes, and follow-up enquiries
To maintain internal records and improve our services
To comply with legal, tax, accounting, and regulatory obligations
To protect against fraud, misuse, or security threats

We only use your information for legitimate business purposes and for the purpose for which it was collected, unless we reasonably determine that another compatible purpose applies.

4. Lawful basis for processing

Under GDPR, we must have a lawful basis to process personal data. Landscaping Rotherhithe relies on the following lawful bases depending on the circumstance:

4.1 Contract

We process personal data where it is necessary to take steps at your request before entering into a contract, or to perform a contract with you. This includes preparing quotes, arranging services, delivering landscaping work, and managing billing.

4.2 Legitimate interests

We may process personal data where it is necessary for our legitimate interests, provided these interests are not overridden by your rights and freedoms. This may include managing customer relationships, improving our services, maintaining business records, preventing fraud, and ensuring network and information security.

4.3 Legal obligation

We process personal data when required to comply with legal obligations, including tax, accounting, record-keeping, and other regulatory requirements.

4.4 Consent

In limited cases, we may rely on your consent, for example where it is needed for certain marketing communications or optional processing activities. Where consent is used, you may withdraw it at any time.

5. Sharing personal data and processors

We may share personal data with trusted third parties when necessary to deliver our services or manage our business. These parties act as processors or, in some cases, independent controllers. We ensure that any processor only processes personal data on our instructions and is subject to appropriate confidentiality and security obligations.

Examples of processors may include:

IT and cloud service providers
Payment processing services
Accounting and invoicing systems
Communication and scheduling tools
Data storage and backup providers

We may also disclose data to professional advisers, insurers, legal representatives, or public authorities where necessary and lawful. We do not sell personal data.

6. Data retention

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

Customer and contract records are generally kept for the duration of the service relationship and for a reasonable period afterwards
Invoices and tax records are retained for the period required by law
Enquiry records may be kept for a limited time if no contract is created
Communication records are retained only as long as needed for service management, evidence, or dispute resolution

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

7. Data security

We take appropriate technical and organisational measures to protect personal data against accidental loss, unlawful access, alteration, disclosure, or destruction. These measures may include access controls, secure storage, staff confidentiality obligations, and limited access to data on a need-to-know basis. While no system can be guaranteed to be completely secure, we work to ensure that your information is handled responsibly and protected to a reasonable standard.

8. International transfers

If any service provider processes personal data outside the United Kingdom, we will ensure appropriate safeguards are in place, such as approved contractual protections or adequacy arrangements, to maintain a level of protection consistent with GDPR requirements.

9. Your rights

As a data subject, you have a number of rights under GDPR. These rights may be subject to conditions and exceptions, but we will always respond appropriately and within the required timeframes.

Right of access – you can request a copy of the personal data we hold about you
Right to rectification – you can ask us to correct inaccurate or incomplete data
Right to erasure – you can ask us to delete your data in certain circumstances
Right to restrict processing – you can ask us to limit how we use your data
Right to data portability – you may request data in a structured, commonly used format where applicable
Right to object – you may object to processing based on legitimate interests or direct marketing
Right to withdraw consent – where processing is based on consent, you can withdraw it at any time

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) if you believe your data protection rights have been infringed.

10. Children’s data

Our services are generally aimed at adults and property owners or occupiers. We do not knowingly collect personal data from children. If we become aware that a child’s data has been collected inadvertently, we will take reasonable steps to delete it where appropriate.

11. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in law, service practices, or operational requirements. Any updated version will apply from the date it is published or otherwise made available. We encourage customers to review this policy periodically so they remain informed about how Landscaping Rotherhithe handles personal data.

12. Summary of our commitments

We collect only the data needed to provide and manage landscaping services
We use personal data only where we have a valid lawful basis
We retain information only for as long as necessary
We work with processors under appropriate data protection safeguards
We respect and support your GDPR rights

Landscaping Rotherhithe is committed to protecting your personal information and processing it in a lawful, secure, and transparent manner. This policy applies to all Landscaping Rotherhithe customers in the area and is intended to clearly explain how your information is handled when you use our services.