Privacy Policy

Gardeners Kenton Privacy Policy

This Privacy Policy explains how Gardeners Kenton collects, uses, stores and shares personal data relating to our customers and prospective customers. It applies to all Gardeners Kenton customers in our service area, regardless of how you contact us or use our services.

We are committed to protecting your privacy and handling your personal data fairly, lawfully and transparently in accordance with the General Data Protection Regulation and applicable UK data protection law.

Personal data we collect

We only collect personal data that is necessary for us to provide our gardening and related services, manage our relationship with you, and operate our business. The types of personal data we may collect include the following.

Identification and contact details, such as your full name, postal address, billing address, and any other address where services are to be performed. We may also collect your preferred contact details, such as a messaging username or other non-telephone contact channel if you choose to provide it.

Service and contract information, such as details of the services you request or receive from us, quotes provided, work specifications, notes about your garden and property that relate to the services we deliver, and records of work carried out or scheduled.

Payment and transaction information, such as information needed to process payments and records of payments you make to us, including amounts, dates and references. We do not store full card details where card payment processing is handled by a third party payment processor.

Communication records, such as emails, messages, letters and any other form of correspondence between you and Gardeners Kenton, including enquiries, complaints and feedback.

Technical and usage information where relevant, such as information you provide through online forms, and basic technical information collected when you access any online content we control, to the extent necessary for security, quoting or booking processes.

How we collect your personal data

We collect personal data directly from you when you contact us to request a quote, book a service, make a payment, provide feedback or communicate with us in any way. This may be in person, by post, online or through other communication channels you choose to use.

We may also receive personal data about you from third parties when you have given them permission to share it with us or where it is lawful for them to do so. For example, this may happen if someone refers you to us and provides your contact details so we can respond to your enquiry.

Lawful bases for processing

We only process your personal data where we have a lawful basis under data protection law. Depending on the circumstances, Gardeners Kenton relies on the following lawful bases.

Contract. We process your personal data when it is necessary to enter into or perform a contract with you, such as to provide gardening services, prepare quotes, schedule visits, manage invoices and handle payments.

Legal obligation. We process personal data where we need to comply with legal obligations, for example record-keeping for tax and accounting purposes, and complying with requests from competent authorities where legally required.

Legitimate interests. We process personal data where it is necessary for our legitimate business interests and these are not overridden by your fundamental rights and freedoms. Examples include managing and improving our services, protecting our business and customers, maintaining accurate records, handling enquiries, and operating our website or communication systems.

Consent. In some limited situations we may rely on your consent, such as where you ask us to keep you informed about new services or specific offers by channels that require consent under applicable law. When we rely on consent, you can withdraw it at any time.

How we use your personal data

Gardeners Kenton uses your personal data for the following purposes.

To provide and manage our services, including arranging quotes and site visits, delivering gardening work, responding to enquiries, and handling aftercare.

To manage our relationship with you, including sending you important information about your bookings, changes to our terms or policies, and service reminders where appropriate.

To manage payments and accounts, including issuing invoices, processing payments, keeping financial records, and managing any refunds or disputes.

To improve and protect our business, including monitoring service quality, training our staff, improving our processes, and ensuring the security of our systems and operations.

To comply with legal and regulatory requirements, including record keeping, responding to lawful requests and protecting our rights in the event of disputes or legal claims.

Data sharing and processors

We do not sell your personal data. We may share your personal data with trusted third parties where this is necessary for the purposes set out in this Privacy Policy and where appropriate safeguards are in place.

Service providers acting as data processors may process personal data on our behalf to support our business operations. These may include payment processing providers, cloud storage or document management services, software and booking system providers, accountants and professional advisers, and information technology support and security providers.

In all such cases, we ensure that processors only process your personal data under our instructions, use appropriate security measures, and are bound by contracts that comply with data protection requirements.

We may also share personal data where required to do so by law or where it is necessary to protect our rights, the rights of our customers or others, including with law enforcement or regulatory authorities.

International transfers

If any of our service providers or systems are located outside the United Kingdom or the European Economic Area, personal data may be transferred internationally. In such cases we will ensure that appropriate safeguards are in place, such as adequacy regulations or standard contractual clauses, so that your personal data remains protected to a standard essentially equivalent to that in the United Kingdom.

Data retention

Gardeners Kenton will keep your personal data only for as long as necessary to fulfil the purposes for which it was collected and to meet any legal, accounting or reporting requirements.

In general, we retain customer records, including contact details, service history and invoices, for as long as you remain an active customer and for a reasonable period afterward in case of queries, complaints or legal claims. Financial and transactional records are retained for the period required by tax and accounting laws.

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

Your data protection rights

Under data protection law, you have several important rights in relation to your personal data processed by Gardeners Kenton. These rights apply to all Gardeners Kenton customers in our service area, subject to any legal limitations.

Right of access. You have the right to request confirmation as to whether we hold personal data about you and to obtain a copy of that personal data, together with certain information about how we process it.

Right to rectification. You have the right to ask us to correct or complete any personal data about you that is inaccurate or incomplete.

Right to erasure. In certain circumstances, you have the right to request that we delete your personal data, for example where it is no longer needed for the purposes for which it was collected, or where you withdraw consent and there is no other lawful basis for processing.

Right to restriction of processing. You have the right to request that we restrict the processing of your personal data in certain situations, such as while we are verifying its accuracy or considering an objection you have raised.

Right to object. You may have the right to object to our processing of your personal data where we are relying on legitimate interests as our lawful basis. We will stop processing unless we have compelling legitimate grounds that override your interests, rights and freedoms, or the processing is for the establishment, exercise or defence of legal claims.

Right to data portability. In some cases, you may have the right to receive personal data you provided to us in a structured, commonly used and machine readable format and to have that data transmitted to another controller where technically feasible.

Where we rely on your consent for processing, you have the right to withdraw that consent at any time. Withdrawal of consent does not affect the lawfulness of processing carried out before consent is withdrawn.

Security of your personal data

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, misuse, alteration or destruction. These measures are kept under review and adjusted in line with technological developments and regulatory requirements.

Changes to this Privacy Policy

From time to time we may update this Privacy Policy to reflect changes in our services, legal obligations or how we process personal data. Any changes will apply from the date they are published in the updated version. We encourage you to review this Privacy Policy periodically to stay informed about how Gardeners Kenton protects your personal data.

Contact and complaints

If you have any questions about this Privacy Policy, about how Gardeners Kenton processes your personal data, or if you wish to exercise your data protection rights, you can contact us using the contact details provided on our main customer communications and documents.

You also have the right to lodge a complaint with the relevant data protection supervisory authority if you are concerned about how we handle your personal data. We would, however, appreciate the opportunity to address your concerns directly first.