Privacy Policy - Landscaping Boundsgreen

This Privacy Policy explains how Landscaping Boundsgreen collects, uses, stores, shares, and protects personal data when providing services to customers. It applies to all Landscaping Boundsgreen customers in the area and is designed to meet the requirements of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

We are committed to handling personal data lawfully, fairly, and transparently. We only collect information that is necessary to deliver our services, manage our business, comply with legal obligations, and improve the customer experience.

1. Who this policy applies to

This policy applies to current, former, and prospective customers, as well as individuals who enquire about our landscaping services, request quotes, or communicate with us in relation to our work. It also applies to people whose details we may receive when carrying out a service at a property, such as landlords, tenants, property managers, or household members where relevant.

By using our services or communicating with us, you acknowledge that your personal data may be processed in accordance with this policy.

2. Data we collect

We may collect and process the following categories of personal data:

Identity data: name, title, and where relevant, business name.
Contact data: address, email address, telephone number, and service location details.
Service data: details of requested landscaping services, project preferences, schedules, site notes, and instructions.
Payment and billing data: invoice details, payment status, and transaction records. We do not store more financial data than is necessary.
Communication data: messages, call notes, feedback, complaints, and records of correspondence.
Technical data: limited information such as device or browser details if you contact us online, where applicable.
Property and site data: information about the land, garden, or outdoor area needed to plan and carry out work safely and effectively.
Photographic records: before-and-after images or site images taken to document work, manage quality, or support quotations.

We do not intentionally collect special category data unless it is required for a specific lawful reason and only where permitted by law. If such data is ever received accidentally, it will be treated with appropriate care and processed only where necessary.

3. How we collect personal data

We may collect data directly from you when you:

request a quotation or make an enquiry;
book a service or agree a contract;
communicate with us by phone, email, message, or in person;
make a payment or receive an invoice;
provide feedback or raise a complaint.

We may also receive personal data from third parties where appropriate, such as property owners, tenants, agents, subcontractors, or payment providers, when necessary for service delivery or administration.

4. Why we use your data

We use personal data for the following purposes:

to respond to enquiries and provide quotes;
to plan, deliver, and manage landscaping services;
to communicate appointment times, updates, and service information;
to issue invoices and process payments;
to maintain business records and service history;
to improve our services, customer support, and operational efficiency;
to manage disputes, complaints, or claims;
to comply with legal, tax, accounting, and insurance obligations;
to protect our rights, property, staff, and customers.

5. Lawful basis for processing

We only process personal data when we have a lawful basis under UK GDPR. Depending on the context, we rely on one or more of the following:

Contract

We process data where it is necessary to enter into or perform a contract with you. This includes preparing quotations, arranging services, completing work, invoicing, and handling related customer communications.

Legal obligation

We process data where necessary to comply with legal requirements, such as tax records, accounting obligations, health and safety duties, and record retention requirements.

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. This may include managing our business, keeping service records, preventing fraud, responding to complaints, and improving our services. When relying on this basis, we consider the impact on your privacy and take steps to minimise it.

Consent

In limited situations, we may ask for your consent, for example for certain marketing communications or for uses that are not covered by another lawful basis. Where we rely on consent, you may withdraw it at any time.

6. Sharing and processors

We may share personal data with trusted third parties who help us operate our business. These parties act as processors when they process data on our behalf and only under our instructions.

Examples of processors or service providers may include:

payment processing providers;
bookkeeping and accounting services;
IT and cloud storage providers;
customer communication tools or email systems;
subcontractors involved in service delivery;
professional advisers such as insurers, auditors, or legal advisers where necessary.

We require processors to protect personal data, keep it secure, and use it only for the purposes we specify. We do not sell personal data.

We may also disclose personal data if required by law, court order, regulatory request, or to protect our legal rights or the safety of others.

7. International transfers

If any processor stores or accesses data outside the UK, we will take appropriate steps to ensure that your personal data remains protected. This may include using approved safeguards such as adequacy regulations, standard contractual clauses, or equivalent legal mechanisms.

8. Data retention

We keep personal data only for as long as necessary for the purpose it was collected, including to satisfy legal, accounting, insurance, or reporting obligations. Retention periods may vary depending on the type of record and the nature of the service.

In general, we may retain:

quotation and enquiry records for a reasonable period to manage follow-up or disputes;
contract and service records for the duration of the relationship and for a period afterwards;
financial and tax records for the period required by law;
complaint and incident records for as long as needed to resolve the issue and protect our legal position;
photographs and site notes only as long as they remain relevant to service, quality assurance, or record keeping.

When personal data is no longer needed, we will delete it securely or anonymise it so that it can no longer identify you.

9. Data security

We take reasonable technical and organisational measures to protect personal data from unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, password protection, staff awareness, and limiting access to those who need it.

While no system is completely secure, we aim to reduce risks and respond promptly to any suspected data incident.

10. Your rights

Under data protection law, you have a number of rights in relation to your personal data. These may include:

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 data;
Right to erasure: to ask us to delete your data in certain circumstances;
Right to restriction: to ask us to limit how we use your data in certain situations;
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 legally applicable;
Right to withdraw consent: where processing is based on consent, you may withdraw it at any time.

These rights are not absolute and may be subject to legal exceptions or limitations. If you exercise a right, we will respond in accordance with applicable law.

11. Marketing communications

If we send marketing messages, we will do so only where permitted by law. You may opt out of marketing at any time. Where you object to direct marketing, we will stop using your data for that purpose.

12. Children’s data

Our services are generally directed to adults. We do not knowingly collect personal data from children unless it is necessary in connection with a property, booking, or service arrangement and only where appropriate safeguards are in place.

13. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal duties, or data practices. Any updated version will apply from the date it is published or otherwise communicated.

14. Summary of our commitments

Landscaping Boundsgreen will only collect the personal data needed to provide services, manage business operations, and meet legal requirements. We use clear lawful bases, keep data only for as long as necessary, and work with processors that help us protect your information. We also respect your rights and aim to handle every request fairly and promptly.

This policy is intended to provide a clear and lawful explanation of how we process personal data for our landscaping services in the area.