Privacy Policy - Landscaping Charlton

This Privacy Policy explains how Landscaping Charlton collects, uses, stores, shares, and protects personal data when providing landscaping, garden maintenance, design, installation, and related services. It applies to all Landscaping Charlton customers in the area, including prospective customers, current customers, and individuals who enquire about our services. We are committed to handling personal information lawfully, fairly, and transparently in line with the UK GDPR and the Data Protection Act 2018.

1. Who We Are

Landscaping Charlton provides residential and commercial landscaping services. In the course of our work, we may process personal data relating to customers, suppliers, contractors, site visitors, and other individuals connected with a project. This policy explains the principles we follow and the rights available to individuals whose data we process.

2. Personal Data We Collect

We collect only the information needed to provide our services, manage our business, and meet legal obligations. The types of data we may collect include:

Identity details such as your name and, where relevant, business name.
Contact details such as address, email address, and telephone number.
Property and project details such as site address, access requirements, garden measurements, design preferences, photographs, and notes about requested work.
Billing and payment information such as invoice records and payment confirmations.
Communication records such as emails, messages, call notes, and service updates.
Technical information if you interact with our digital systems, such as device identifiers or basic usage data generated by emails or online forms.
Health or safety information only where necessary, for example to accommodate access needs, site risks, or specific safety instructions.

We do not intentionally collect special category data unless it is necessary and lawful to do so. Where such information is required, we take extra care to process it appropriately and securely.

3. How We Collect Data

We may collect personal data directly from you when you:

request a quote or consultation;
enter into a service agreement;
communicate with us by phone, email, or in writing;
make a payment or receive an invoice;
provide feedback or make a complaint.

We may also receive data from third parties where necessary, such as property managers, contractors, subcontractors, payment providers, or referrals made by existing customers. If we receive information from another source, we will use it only for the purpose for which it was provided and in accordance with this policy.

4. Why We Use Personal Data

We use personal data to manage our services and business operations. The main purposes include:

providing quotes and carrying out landscaping work;
planning, scheduling, and delivering services;
communicating with customers about projects, changes, or issues;
invoicing, payment processing, and account management;
maintaining records of work completed and instructions received;
responding to enquiries, feedback, or complaints;
meeting legal, tax, accounting, and safety obligations;
protecting our business, staff, customers, and property;
improving our services and customer experience.

We do not use personal data for purposes that are incompatible with the reasons it was collected.

5. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for each use of personal data. Landscaping Charlton relies on the following lawful bases:

Contract

We process data where it is necessary to enter into or perform a contract with you. This includes preparing quotations, arranging visits, carrying out landscaping work, issuing invoices, and managing customer accounts.

Legal Obligation

We process data where necessary to comply with legal requirements, including tax, accounting, record-keeping, insurance, and health and safety obligations.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights and freedoms. Examples include managing business operations, preventing fraud, keeping service records, and improving our services. We always consider the impact on individuals before relying on this basis.

Consent

In limited cases, we may rely on your consent, for example for certain optional communications or where special category data is involved and consent is the most appropriate basis. Where consent is used, you may withdraw it at any time.

6. Data Sharing and Processors

We may share personal data with trusted third parties who help us operate efficiently and deliver our services. These parties act as processors when they process data on our instructions. Examples may include:

accounting and bookkeeping providers;
payment processing services;
email and communication service providers;
IT and cloud storage providers;
customer management and scheduling software providers;
subcontractors or specialist trades working on a project;
insurance providers, legal advisers, and professional advisers;
public authorities, regulators, or law enforcement where required by law.

All processors are required to handle data securely, only for the purposes we specify, and in accordance with data protection law. We do not sell personal data. Where a third party acts as an independent controller, they are responsible for their own privacy practices and legal compliance.

7. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including meeting legal, accounting, or reporting requirements. Retention periods vary depending on the nature of the data and the purpose of processing. In general:

customer and contract records are kept for the duration of the relationship and for a reasonable period afterwards;
financial and tax records are retained for the period required by law;
communications and project notes are kept while they remain relevant to service delivery, dispute resolution, or record keeping;
photos and site records are retained only where needed for project documentation, evidence of work completed, or future reference.

When data is no longer required, we will securely delete, anonymise, or archive it in a controlled manner. Retention decisions are reviewed periodically to ensure they remain appropriate.

8. 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, device protection, and careful selection of service providers. While no system is completely risk-free, we work to ensure that personal data is handled responsibly and securely.

9. Your Rights

Depending on the circumstances, you may have the following rights under data protection law:

Right of access – to request a copy of the personal data we hold about you.
Right to rectification – to ask us to correct inaccurate or incomplete information.
Right to erasure – to ask us to delete data in certain situations.
Right to restriction – to ask us to limit how we use your data in certain circumstances.
Right to object – to object to processing based on legitimate interests or direct marketing.
Right to data portability – to request transfer of certain data where processing is based on consent or contract and carried out by automated means.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

If you wish to exercise any of these rights, we will respond in line with legal requirements. We may need to verify your identity before fulfilling a request. Some rights may not apply in all situations, particularly where we must retain data to comply with legal obligations or defend legal claims.

10. Children’s Data

Our services are generally directed at adults and businesses. We do not knowingly collect personal data from children unless it is necessary in connection with a household, property, or safety matter and the collection is lawful. Where children’s data is involved, we handle it with particular care.

11. International Transfers

Where service providers or systems store data outside the UK, we take steps to ensure appropriate safeguards are in place. These may include standard contractual protections or other lawful transfer mechanisms permitted by data protection law.

12. Complaints and Further Information

If you are concerned about how your personal data is handled, we encourage you to raise the issue so it can be reviewed and addressed. You also have the right to complain to the relevant data protection authority if you believe your rights have been infringed. We value privacy and aim to resolve concerns fairly, promptly, and transparently.

13. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data processing practices. Any revised version will apply from the date it is published or otherwise communicated. We recommend reviewing this policy periodically to stay informed about how we process personal data.

By using our services, you acknowledge that you have read and understood this Privacy Policy. Landscaping Charlton is committed to treating personal data with care, accountability, and respect for individual rights.