Privacy Policy

Gardeners Osidge Privacy Policy

This Privacy Policy explains how Gardeners Osidge collects, uses, stores and protects personal data relating to customers and prospective customers in our service area. It also describes your rights under the United Kingdom General Data Protection Regulation and the Data Protection Act, and how you can exercise those rights. This policy applies to all individuals who use or enquire about Gardeners Osidge services in our operating area.

Who we are and scope of this policy

Gardeners Osidge is a gardening and landscaping service provider. For the purposes of data protection law, Gardeners Osidge acts as the data controller in relation to the personal data described in this policy. This privacy policy applies to all Gardeners Osidge customers and prospective customers within our local service area, including anyone who contacts us to request information, a quotation, or ongoing services.

Types of personal data we collect

We may collect and process the following categories of personal data when you interact with us, request a quote, or use our services:

Identification and contact details, such as your name, postal address, service address, and any additional delivery or access instructions you provide, as well as your preferred contact details so we can communicate with you about your bookings and enquiries.

Service and contract information, including records of the services you request, visit dates and times, notes about your garden or property layout relevant to providing the service, and details of any ongoing maintenance schedules or service plans.

Communication records, including information contained in messages or correspondence you send to us, such as information provided through enquiry forms, letters and any text based communications in which you discuss your requirements, feedback, or complaints.

Billing and payment information, such as invoice records, payment amounts, payment status, and the method of payment used. We do not store full payment card details; where card processing is used, this is handled by secure payment processors acting on our behalf.

Technical information, where applicable, such as limited device and log data generated by your visit to our website. This may include date and time of access and basic diagnostic information used to maintain and improve our website. Any such data is kept to the minimum necessary and is not used to identify you directly without lawful basis.

How we collect your personal data

We collect personal data directly from you when you contact us, request a quotation, make a booking, or communicate with us about our services. This may occur in person, over the phone, through written correspondence, or via online enquiry forms where available.

We may also create or generate data about you in the course of providing our services, for example by recording visit dates, work completed, and service history for your property.

In limited cases we may receive personal data about you from third parties, such as recommendations or referrals from existing customers. Where this occurs, we will only use such information to contact you regarding our services and will provide you with this privacy policy at the earliest appropriate opportunity.

Lawful bases for processing your data

We only process your personal data where we have a lawful basis for doing so. Depending on the context, we rely on one or more of the following lawful bases:

Contractual necessity: We process your personal data where it is necessary to enter into and perform a contract with you, such as arranging and providing gardening services, managing bookings, and communicating with you about work to be carried out or completed.

Legitimate interests: We may process your personal data where it is necessary for our legitimate business interests, and where these interests are not overridden by your rights and freedoms. These interests include managing our relationship with customers, improving our services, keeping basic records of work carried out, and protecting our business and property, for example through the prevention and detection of fraud or misuse.

Legal obligations: We process certain information where necessary to comply with legal obligations, such as tax, accounting, and business record keeping requirements, as well as obligations related to health and safety or regulatory reporting.

Consent: In circumstances where none of the above lawful bases apply, or where the law requires your consent, we will ask for your clear and informed consent before processing your personal data for specific purposes, such as certain forms of direct marketing. You may withdraw your consent at any time by contacting us.

How we use your personal data

We use your personal data to provide and manage the services you request, to respond to your enquiries and communications, to schedule and carry out gardening and maintenance work, and to administer bookings, invoices and payments.

We may also use your data to maintain accurate internal records, such as service histories, so that we can deliver a consistent and reliable service, as well as to improve the efficiency and quality of our operations. Where permitted, we may use limited contact details to inform you about important changes to our services or to notify you of service interruptions, safety issues or significant updates.

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 legitimate purposes, including:

Service providers and data processors who carry out certain activities on our behalf, such as payment processing companies, accounting and bookkeeping providers, information technology and hosting providers, and tools used to manage bookings or customer records. These third parties act as data processors and only process your data under our instructions and with appropriate security safeguards in place.

Professional advisers, such as accountants or legal advisers, where necessary in order to obtain professional or legal guidance, or to manage our business affairs in compliance with relevant laws.

Authorities or regulators, where we are legally required to disclose information, for example to comply with tax, legal or regulatory obligations, to respond to lawful requests, or to protect our rights, property or safety, or the rights, property or safety of others.

Where we use processors, we ensure that they are bound by contracts that require them to keep your data secure, use it only for the agreed purposes, and handle it in accordance with applicable data protection laws.

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 for the purposes of satisfying any legal, accounting or reporting requirements.

In general, contact details and service records for active customers are retained for as long as you remain a customer and for a reasonable period thereafter to handle queries, disputes or potential legal claims. Basic contractual and invoicing information will usually be retained for a minimum period required by tax and accounting laws. Communication records may be retained for a reasonable period to maintain accurate service histories and customer care records.

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

Security of your personal data

We take appropriate technical and organisational measures to protect your personal data against unauthorised or unlawful processing, accidental loss, destruction or damage. These measures include restricting access to personal data to those personnel and service providers who need it for legitimate business purposes, and implementing reasonable safeguards to protect data during storage and transmission.

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 Osidge customers and prospective customers in our service area, subject to certain conditions and legal limitations:

Right of access: You have the right to request confirmation of whether we process your personal data and, if so, to request a copy of that data along with certain information about how we use it.

Right to rectification: You have the right to request that we correct or complete any personal data that is inaccurate or incomplete.

Right to erasure: In certain circumstances, you may have the right to request that we delete your personal data, for example where it is no longer necessary for the purposes for which it was collected or where you withdraw consent and no other lawful basis applies.

Right to restriction of processing: You may request that we restrict the processing of your personal data in certain situations, such as where you contest its accuracy or you have objected to our use of your data and the matter is being reviewed.

Right to object: You have the right to object to processing that is based on our legitimate interests, including any direct marketing. We will then stop processing your data for those purposes unless we can demonstrate compelling legitimate grounds or where processing is required for legal claims.

Right to data portability: In limited circumstances where processing is based on your consent or on a contract and is carried out by automated means, you may have the right to receive your personal data in a structured, commonly used and machine readable format and to request that it be transferred to another controller where technically feasible.

Right to withdraw consent: Where we rely on your consent to process your personal data, you may withdraw that consent at any time. Withdrawal of consent does not affect the lawfulness of processing that took place before consent was withdrawn.

Exercising your rights and contacting us

If you wish to exercise any of your rights described in this policy, or if you have any questions or concerns about how Gardeners Osidge handles your personal data, you can contact us using the details available on our customer communications or service documents. We may need to verify your identity before responding to certain requests in order to protect your privacy and the security of your data.

You also have the right to raise a concern or lodge a complaint with the relevant data protection supervisory authority if you believe your rights have been infringed. However, we encourage you to contact us first so that we can seek to address any issues directly.

Changes to this privacy policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements or the services we offer. Any updates will apply from the date on which they are published. We recommend that you review this policy periodically to stay informed about how we handle your personal data as a Gardeners Osidge customer within our service area.