Privacy Policy

Gardeners Leaves Green Privacy Policy

This Privacy Policy explains how Gardeners Leaves Green collects, uses, stores, and protects personal data relating to our customers and prospective customers in our service area. It also explains your rights under applicable data protection laws, including the General Data Protection Regulation GDPR and any relevant local legislation.

By using our gardening and related services, or by interacting with us as a prospective customer, you acknowledge that you have read and understood this Privacy Policy. This policy applies to all Gardeners Leaves Green customers and potential customers located in our service area, regardless of the communication channel used.

Who We Are and Scope of This Policy

Gardeners Leaves Green is a gardening services provider. For the purposes of the GDPR, we act as the data controller for the personal data that we collect and use in connection with the provision of our services. This Privacy Policy covers personal data processed about individuals who request, use, or show interest in our services within our service area.

This policy does not apply to data relating to companies or other legal entities, except where such information allows the identification of an individual, such as a sole trader or partnership contact.

Types of Personal Data We Collect

We collect and process personal data that is necessary to provide our services, to manage our relationship with you, and to comply with our legal obligations. The types of data we may collect include:

Identification and contact information such as name, postal address, billing address, and other basic contact details required to communicate with you about our services.

Service and property information such as details about your garden or property, access instructions, preferred service dates and times, and any specific requirements you tell us about.

Account and communication information such as information relating to your service history, quotes provided, invoices issued, communications you send to us, and any feedback, queries, or complaints.

Payment and transaction information such as records of payments and amounts, payment status, and relevant invoicing information. We do not retain full payment card details where external payment processors are used.

Technical and usage information where applicable, such as information generated from your interactions with our online channels, including basic log data, and information you submit via any forms we make available.

How We Collect Personal Data

We may collect your personal data through a variety of channels, including:

When you contact us to request a quote, book a service, or ask for information.

When we provide services at your property and record the details relevant to that work.

When you respond to our communications, provide feedback, or participate in customer surveys or promotions that we organise.

When we receive referrals or recommendations from existing customers or partners, where this is done in compliance with applicable law.

When we use publicly available or commercially available sources, where this is permitted, for example to verify address details or to check for changes in your contact information.

Lawful Basis for Processing

We only process your personal data where we have a lawful basis under the GDPR. Depending on the specific processing activity, we may rely on the following lawful bases:

Contractual necessity. We process your personal data to enter into and perform a contract with you, including to provide gardening services, manage bookings, communicate with you about your services, and handle invoicing and payments.

Legitimate interests. We may process your data where it is necessary for our legitimate interests, provided that your interests and fundamental rights do not override those interests. This may include managing our business operations, maintaining service records, improving our services, ensuring security, and communicating with you about services that may be relevant to you as an existing customer.

Legal obligations. We process certain data to comply with legal and regulatory obligations, such as tax and accounting requirements, record keeping obligations, and responses to lawful requests from public authorities.

Consent. In some limited situations we may rely on your consent, for example for certain optional marketing communications where required by law. When we rely on consent, you can withdraw it at any time. Withdrawal of consent does not affect the lawfulness of processing carried out before the withdrawal.

How We Use Your Personal Data

We may use your personal data for the following purposes:

To provide, schedule, and manage gardening and related services.

To prepare and send quotes, agreements, invoices, and service confirmations.

To communicate with you about service updates, changes, or issues.

To manage your customer account, service history, and preferences.

To handle your enquiries, requests, complaints, or claims.

To improve our services, quality, and customer experience.

To meet our legal, regulatory, and tax obligations.

To send you, where permitted, information about services or offers that may be relevant to you. You can object to such communications at any time.

Data Retention

We retain personal data only for as long as is necessary for the purposes for which it was collected, and as required or permitted by applicable law. In determining the appropriate retention period, we consider factors such as:

The amount, nature, and sensitivity of the data.

The potential risk of harm from unauthorised use or disclosure.

The purposes for which we process the data and whether we can achieve those purposes through other means.

The applicable legal, regulatory, or contractual requirements for retaining certain types of data.

In general, customer and service records are retained for a period that allows us to fulfil our contractual obligations, respond to queries or complaints, and meet tax and accounting obligations. When personal data is no longer needed, we will either delete it securely or anonymise it so that it can no longer be associated with you.

Sharing of Personal Data and Processors

We do not sell your personal data. We may share your personal data with third parties only as necessary and in accordance with this Privacy Policy and applicable law. Such sharing may include:

Service providers and processors who perform services on our behalf, such as payment processors, accounting and administrative service providers, information technology and system support providers, and other professional advisers. These processors act on our instructions and are bound by contractual obligations to protect your data.

Public authorities or law enforcement agencies where we are required to do so by law, regulation, or legal process, or where disclosure is necessary to protect our rights, your safety, or the safety of others.

Other parties in connection with a business transfer, in the event that we reorganise, merge, or transfer parts of our business, where such sharing is lawful and subject to appropriate safeguards.

Where we engage data processors, we ensure that appropriate data processing agreements are in place, requiring them to handle your personal data securely and only for the purposes specified by us.

International Data Transfers

Where we transfer personal data outside the European Economic Area or the United Kingdom, we will ensure that appropriate safeguards are in place, such as adequacy decisions, standard contractual clauses, or other legally recognised mechanisms designed to ensure an equivalent level of data protection.

Security of Your Personal Data

We take appropriate technical and organisational measures to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access. These measures include restricting access to personal data to those employees, contractors, and processors who need such access for the purposes described in this Privacy Policy, and requiring them to keep the data confidential.

Your Data Protection Rights

Under the GDPR and applicable local laws, you may have the following rights regarding your personal data:

Right of access. You can request confirmation as to whether we process your personal data and obtain a copy of that data, together with information about how we process it.

Right to rectification. You can request that inaccurate or incomplete personal data be corrected or completed.

Right to erasure. In certain circumstances, you can request that your personal data be deleted, for example where it is no longer necessary for the purposes for which it was collected, or where you withdraw consent and there is no other legal basis for processing.

Right to restriction of processing. You can request that we restrict the processing of your personal data in certain situations, for example while we verify the accuracy of the data or assess an objection you have raised.

Right to data portability. Where processing is based on consent or contract and is carried out by automated means, you can request that we provide your personal data in a structured, commonly used, and machine readable format, and you can ask us to transmit it to another controller where technically feasible.

Right to object. You can object to processing that is based on our legitimate interests, including profiling based on those interests, and we will stop the processing unless we demonstrate compelling legitimate grounds that override your interests, rights, and freedoms, or the processing is for the establishment, exercise, or defence of legal claims. You can also object at any time to the processing of your personal data for direct marketing.

Right to withdraw consent. Where we rely on your consent, you can withdraw it at any time, without affecting the lawfulness of processing carried out before withdrawal.

You also have the right to lodge a complaint with the competent data protection supervisory authority if you believe that your data protection rights have been infringed.

Updates to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our processing practices, legal requirements, or other operational reasons. When we make significant changes, we will post the updated policy and, where appropriate, notify you using our usual communication channels. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data.