Gardeners Freezywater Privacy Policy

This Privacy Policy explains how Gardeners Freezywater collects, uses, stores and protects the personal data of its customers. It applies to all Gardeners Freezywater customers in the local service area, whether you contact us, request a quotation, book a visit or receive our gardening services.

We are committed to handling your personal data in accordance with the UK General Data Protection Regulation and the Data Protection Act 2018. This Privacy Policy is intended to give you clear and transparent information about our data practices and your rights.

Who this Privacy Policy applies to

This Privacy Policy applies to all individual customers and prospective customers of Gardeners Freezywater in our service area, including people who:

Request information or a quotation for gardening or related services.

Book or receive regular or one off gardening services.

Act as a contact person for a household or property where services are provided.

Provide feedback, reviews or other correspondence in relation to our services.

By using our services or contacting us, you acknowledge that you have read and understood this Privacy Policy.

Personal data we collect

We only collect personal data that is necessary for us to deliver our gardening services and manage our relationship with you. This may include:

Identity and contact details such as name, address, postcode, and any preferred contact details that you choose to provide.

Property and service details such as description of your garden or outdoor area, access instructions, preferred service dates and times, and any relevant notes you choose to share about your property or requirements.

Communication records such as messages or correspondence you send to us, notes of telephone conversations, and any feedback or reviews you provide.

Billing and transaction information such as records of services provided, payment amounts, payment status and internal invoice references. We do not store full payment card details; where electronic payments are taken, these are processed securely by payment service providers.

Technical and usage data where relevant, such as basic information associated with your use of our website or online forms, including date and time of contact, the pages visited and the device or browser type.

We do not intentionally collect special category data such as health information, unless you choose to disclose it where it is directly relevant to the safe provision of services, for example to inform us of access needs or safety considerations.

How we collect your data

We may collect personal data in the following ways:

Directly from you when you contact us, request a quotation, make a booking, or communicate with us by any means.

During the provision of services when we visit your property and record relevant service details.

From publicly available sources that you have made available, such as basic address information required to locate your property accurately.

From third party platforms where you choose to contact us or leave a review using a service that lists local businesses. In such cases, we only receive the information you decide to share through those platforms.

Lawful bases for processing

We process your personal data only where we have a lawful basis under data protection law. Depending on the context, we rely on the following lawful bases:

Contract: We process your personal data where it is necessary to enter into or perform a contract for gardening services with you. This covers activities such as providing quotations, scheduling and delivering services, managing invoices and payments, and handling routine communications about those services.

Legitimate interests: We process certain data for our legitimate business interests, provided these interests are not overridden by your rights and freedoms. This includes managing our customer records, planning routes and schedules, improving our services, handling general enquiries, and maintaining basic records of past work for reference and dispute resolution.

Legal obligations: We may process personal data where necessary to comply with legal and regulatory obligations, such as maintaining tax and accounting records.

Consent: In limited circumstances, we may ask for your consent to process your data for specific purposes, such as sending optional marketing updates. Where we rely on consent, you can withdraw it at any time.

How we use your personal data

We use personal data for the following purposes:

To respond to enquiries and provide quotations for gardening and related services.

To plan, schedule and carry out gardening services at your property.

To communicate with you about appointments, changes, cancellations and service updates.

To manage invoices, payments and accounting records.

To maintain internal records of the work carried out at your property.

To handle feedback, complaints or disputes and to improve our customer service.

To comply with legal, regulatory and tax obligations.

We do not sell your personal data and we do not use automated decision making that produces legal or similarly significant effects on you.

Data sharing and processors

We may share your personal data with carefully selected third parties where this is necessary to provide our services or to meet legal requirements. These may include:

Service providers who act as data processors on our behalf, such as payment processors, accounting service providers, route planning or booking tools, and IT or cloud storage providers that help us store and manage our records securely.

Professional advisers, such as accountants or legal advisers, where necessary to obtain professional advice or comply with legal obligations.

Regulatory bodies and public authorities, where we are required by law to disclose information.

Where we use data processors, they are only permitted to process your personal data in accordance with our instructions and for the specified purposes. They must also put appropriate security measures in place to protect your data.

International data transfers

Some of our service providers may store or process data outside the United Kingdom. Where this occurs, we take steps to ensure that appropriate safeguards are in place, such as using providers in countries that have been deemed to provide an adequate level of protection, or by putting in place standard contractual clauses or equivalent protections.

Data retention and storage

We retain personal data only for as long as it is reasonably necessary for the purposes for which it was collected, including for the fulfilment of any contract, to meet legal, accounting or reporting requirements, and to resolve any disputes.

In general:

Contact, property and service details are kept for the duration of our relationship with you and for a reasonable period afterwards to deal with queries, repeat work and potential disputes.

Invoice and payment records are typically retained for the period required by tax and accounting laws.

Correspondence and feedback may be kept for a reasonable period to help us improve our services and respond to any further issues.

When data is no longer required, it is either securely deleted, anonymised or archived in a way that removes personal identifiers, in line with our retention practices.

How we protect your data

We take appropriate technical and organisational measures to protect your personal data from unauthorised access, accidental loss, alteration or disclosure. These measures may include restricted access controls, secure storage systems, regular backups and the use of reputable providers for electronic systems.

While no method of transmission or storage is completely secure, we aim to ensure that the level of protection is appropriate to the risks involved in the processing of your data.

Your data protection rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may be subject to certain conditions and exemptions, but in general they include:

The right of access: You can request confirmation of whether we hold personal data about you and ask for a copy of that data.

The right to rectification: You can ask us to correct or update incomplete or inaccurate personal data that we hold about you.

The right to erasure: In certain circumstances, you can request that we delete personal data we hold about you, for example where it is no longer needed for the purposes for which it was collected.

The right to restrict processing: You may ask us to restrict the processing of your data in certain situations, for example while we verify its accuracy or consider an objection.

The right to object: You can object to processing based on our legitimate interests where you believe your rights and interests outweigh ours.

The right to data portability: Where processing is based on your consent or a contract and is carried out by automated means, you may ask us to provide you with a copy of your data in a commonly used format, or to transmit it to another controller where technically feasible.

The right to withdraw consent: Where we rely on your consent to process data, you may withdraw that consent at any time, although this will not affect processing carried out before withdrawal.

You also have the right to lodge a complaint with the relevant data protection authority if you are unhappy with how we handle your personal data. We encourage you to contact us first so we can try to resolve your concerns directly.

Updates to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, in technology, or in legal or regulatory requirements. Any changes will take effect when the updated Privacy Policy is made available. We encourage you to review this page periodically to stay informed about how we protect your personal data.

Your continued use of our services after any updates to this Privacy Policy will be taken as your acknowledgment of the changes.