Privacy Policy - Landscaping Fitzrovia

This Privacy Policy explains how Landscaping Fitzrovia collects, uses, stores, shares, and protects personal data in connection with services provided to customers in the Fitzrovia area. It applies to all Landscaping Fitzrovia 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 accordance with the UK GDPR and the Data Protection Act 2018.

By engaging with our services, requesting a quote, making an enquiry, or otherwise interacting with us, you acknowledge that your personal data may be processed as described in this Privacy Policy.

1. Information We Collect

We collect only the personal data necessary to provide and manage our landscaping services effectively. The information we may collect includes:

Identity information such as your name and title.
Contact details such as address, email address, and telephone number.
Service information such as details about your property, landscaping preferences, requested work, and scheduling requirements.
Payment-related information such as billing details and transaction records, where relevant.
Communication records such as messages, enquiry forms, appointment notes, complaints, and feedback.
Technical data such as limited website or device information if you interact with our online systems, including basic usage data and cookie-related information where applicable.

We do not intentionally collect special category data unless you choose to provide it and it is necessary for a specific lawful purpose. If such information is provided, it will be handled with additional care and only where appropriate safeguards are in place.

2. How We Use Your Personal Data

We use personal data for legitimate business and service purposes, including:

responding to enquiries and providing quotations;
delivering landscaping, maintenance, design, and related services;
managing bookings, site visits, and customer accounts;
processing payments and maintaining financial records;
communicating about service updates, scheduling changes, and customer support;
improving service quality, internal administration, and record keeping;
meeting legal, regulatory, tax, and accounting obligations;
handling complaints, disputes, and insurance-related matters;
protecting our business, customers, staff, and property from misuse, fraud, or unlawful activity.

We only process data for purposes that are compatible with the reason it was originally collected. Where we wish to use data for a new purpose, we will ensure that a lawful basis exists and, where required, seek your consent.

3. Lawful Basis for Processing

Under GDPR, we must have a lawful basis for each type of processing. Landscaping Fitzrovia relies on the following bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes preparing quotes, arranging work, completing services, and managing billing.

Legal Obligation

We process certain data to comply with legal requirements, including accounting, tax, record-keeping, and responses to lawful requests from authorities.

Legitimate Interests

We may process data where it is in our legitimate interests to do so, provided those interests are not overridden by your rights and freedoms. Examples include managing customer relationships, improving service delivery, maintaining security, and keeping internal records.

Consent

In limited situations, we may rely on your consent, for example where optional marketing communications or certain cookies are used. Where consent is the lawful basis, you may withdraw it at any time without affecting the lawfulness of processing carried out before withdrawal.

We carefully assess each processing activity to ensure the appropriate lawful basis is used.

4. Data Sharing and Processors

We may share personal data with third parties only where necessary and in a controlled manner. These third parties may act as processors or, in some cases, independent controllers.

Examples of processors may include:

IT and cloud storage providers;
payment service providers;
accounting and bookkeeping services;
customer communication and scheduling tools;
professional advisers such as lawyers, insurers, or auditors;
subcontractors or specialist service providers assisting with landscaping work.

Where a processor is used, they are required to handle personal data only on our instructions, keep it secure, and comply with applicable data protection law. We do not sell your personal data.

We may also disclose personal data if required by law, court order, or regulatory authority, or to protect our rights, customers, staff, or property.

5. Data Retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including legal, accounting, and reporting requirements. Retention periods depend on the nature of the data and the reason it was processed.

Customer service and contract records are typically retained for the duration of the relationship and for a reasonable period afterwards.
Financial and tax records are kept for the period required by law.
Communication records may be retained for dispute resolution, quality control, and customer support purposes.
Marketing records are retained until you opt out or withdraw consent, where consent is the lawful basis.

When data is no longer needed, it is securely deleted, anonymised, or otherwise disposed of in a safe and appropriate manner.

6. Data Security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, misuse, alteration, or disclosure. These measures may include restricted access controls, secure storage, staff confidentiality obligations, and regular review of our data handling practices.

While we work to protect your information, no system can be guaranteed to be completely secure. If a personal data breach occurs that poses a risk to your rights and freedoms, we will respond in line with applicable legal obligations.

7. Your Rights Under GDPR

You have a number of rights concerning your personal data. These rights are subject to certain conditions and legal exceptions. They include:

Right of access – you may request a copy of the personal data we hold about you.
Right to rectification – you may ask us to correct inaccurate or incomplete data.
Right to erasure – in some circumstances, you may request deletion of your data.
Right to restriction – you may ask us to limit how your data is used in certain situations.
Right to data portability – you may request that certain data be provided in a structured, commonly used format.
Right to object – you may object to processing based on legitimate interests or direct marketing.
Right to withdraw consent – where consent is used, you may withdraw it at any time.

We will respond to valid requests within the time limits required by law. To protect your privacy, we may need to verify your identity before actioning a request.

8. International Transfers

Where personal data is transferred outside the United Kingdom, we will ensure that appropriate safeguards are in place to protect it. This may include the use of adequacy regulations, standard contractual clauses, or other lawful transfer mechanisms.

9. Children’s Data

Our services are intended for adult customers and property owners or authorised representatives. We do not knowingly collect personal data from children as part of our normal business operations.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in legal requirements, business practices, or the way we process personal data. When we make changes, the updated version will apply from the date it is issued. We encourage you to review this policy periodically so you remain informed about how your data is handled.

11. Summary of Key Points

In summary, Landscaping Fitzrovia collects only the personal data needed to deliver and manage its services, uses it under valid GDPR lawful bases, retains it only as long as necessary, and shares it only with trusted processors or where required by law. The rights described above ensure that customers in Fitzrovia retain control over their personal information.

This Privacy Policy applies to all Landscaping Fitzrovia customers in the area.