Privacy Policy - Landscaping Willesden

This Privacy Policy explains how Landscaping Willesden collects, uses, stores, shares, and protects personal data. It applies to all Landscaping Willesden customers in the area, including people who request quotes, book services, receive ongoing maintenance, or otherwise interact with our landscaping services. We are committed to handling personal information lawfully, fairly, and transparently in accordance with the UK GDPR and the Data Protection Act 2018.

1. Who this policy applies to

This policy applies to customers, prospective customers, property owners, tenants, business clients, and any authorised representatives who communicate with us regarding landscaping services. It also applies to people whose information is provided to us by a customer or a third party where this is necessary to deliver our services.

2. What data we collect

We only collect personal data that is relevant and necessary for delivering our services, managing enquiries, and meeting legal obligations. The types of data we may collect include:

Identity details such as name, title, and business or household role.
Contact details such as address, email address, and telephone number.
Service information such as property details, requested work, site access notes, garden measurements, service preferences, and appointment history.
Payment and billing information such as invoicing details and payment records.
Communication records including emails, messages, call notes, and complaint or feedback records.
Technical data such as basic website or device information if you contact us through digital channels, where applicable.
Special category data only if you choose to provide it and it is strictly necessary, for example accessibility needs that help us safely deliver a service.

We do not seek to collect unnecessary personal data. Where possible, we minimise the information we process and avoid collecting sensitive information unless there is a clear reason and lawful basis to do so.

3. How we collect data

We may collect personal data directly from you when you:

request a quote or consultation;
book or use our landscaping services;
contact us by phone, email, or message;
provide information during site visits or service discussions;
make a payment or receive an invoice;
leave feedback, make a complaint, or ask for support.

We may also receive data from third parties, such as property managers, landlords, tenants, or contractors, where this is necessary to arrange or carry out the work.

4. Why we use your personal data

We use personal data only for clear and legitimate purposes. These include:

responding to enquiries and providing quotations;
arranging site visits, scheduling work, and delivering landscaping services;
managing customer accounts, invoices, and payments;
recording service history and project details;
communicating updates, changes, or issues relating to a service;
handling complaints, disputes, and customer support requests;
meeting legal, tax, accounting, and insurance obligations;
protecting our business, customers, staff, and property from fraud, misuse, or unlawful activity.

We will only use your information in ways that are consistent with the reasons it was collected, unless we have a lawful basis to use it for a different compatible purpose.

5. Lawful basis for processing

Under data protection law, we must have a lawful basis to process personal data. Depending on the situation, we rely on one or more of the following:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes providing quotes you ask for, arranging services, carrying out work, issuing invoices, and managing payments.

Legal obligation

We process data where required to comply with legal duties, such as tax records, accounting obligations, insurance requirements, or lawful requests from 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. This may include customer administration, service improvement, record keeping, security, and handling disputes. We always consider whether the processing is proportionate and whether your privacy can be protected.

Consent

In limited cases, we may rely on your consent, for example where we need to process certain optional information that is not otherwise necessary. If we rely on consent, you may withdraw it at any time.

6. How long we keep your data

We keep personal data only for as long as necessary for the purpose for which it was collected, or as required by law. Retention periods may vary depending on the type of information and the nature of the service provided. Typical retention practices include:

Quotation and enquiry records: retained for a reasonable period to manage follow-up and business administration.
Customer and service records: retained for the duration of the service relationship and for an appropriate period afterwards to manage warranties, queries, or disputes.
Financial and tax records: retained for the legally required period.
Complaint and correspondence records: retained as long as needed to resolve the matter and maintain accurate business records.

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

7. Processors and third parties

We may share personal data with trusted third-party processors who help us run our business and deliver services. These processors only act on our instructions and are required to protect your data appropriately. They may include:

IT and cloud service providers for secure data storage, email, or system administration;
Accounting and bookkeeping providers for invoicing, financial records, and tax compliance;
Payment service providers for handling transactions;
Professional advisers such as legal, insurance, or tax advisers;
Subcontractors or service partners where necessary to complete specific landscaping work;
Regulators, law enforcement, or public authorities where disclosure is legally required.

We do not sell personal data. Where data is shared with processors, we make reasonable efforts to ensure they have suitable technical and organisational measures in place to keep it secure and to use it only for authorised purposes.

8. International transfers

If any of our processors store or access data outside the UK, we will take steps to ensure the transfer is lawful and that your information remains protected to a standard that is substantially similar to UK data protection requirements.

9. Your rights

You have a number of rights in relation to your personal data. Subject to legal limits, these may include:

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

Strong requests may be made where the law requires us to confirm your identity before acting. We may need to retain certain information even if you ask for deletion, for example where we are legally required to keep it.

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 may include restricted access, secure storage, password protection, staff confidentiality obligations, and regular review of our handling practices. While no system is completely risk-free, we work to keep personal data safe and to respond appropriately if a security issue arises.

11. Children’s data

Our services are aimed at adults and businesses. We do not knowingly collect personal data directly from children unless it is necessary in relation to a property or service request and provided by an adult with authority to do so.

12. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or how we process data. Any updated version will apply from the date it is published or otherwise communicated. We encourage customers to review it periodically.

13. Summary of our commitments

Landscaping Willesden is committed to handling personal data responsibly, using it only where we have a lawful basis, keeping it no longer than necessary, and sharing it only with trusted processors or where required by law. We respect your rights and aim to process personal information in a clear, fair, and secure manner.

This Privacy Policy applies to all Landscaping Willesden customers in area.