Privacy Policy - Landscaping Peckham

This Privacy Policy explains how Landscaping Peckham collects, uses, stores, shares, and protects personal data. It applies to all Landscaping Peckham customers in the area, including prospective customers, current customers, former customers, and anyone who interacts with us for landscaping-related services. We are committed to handling personal information in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Introduction

We respect your privacy and aim to be transparent about how we process your personal data. Personal data means any information relating to an identified or identifiable person. This may include information you provide to us directly, information collected during service delivery, and limited technical information used to improve our services and communications.

By using our services or interacting with us, you acknowledge that your data may be processed as described in this policy.

2. Data We Collect

We collect only the data necessary to provide landscaping services, manage our business, and meet legal obligations. The categories of personal data we may collect include:

Identity data: your name and any title or business name you provide.
Contact data: address, email address, telephone number, and other communication details.
Service data: details about the landscaping services you request, property information, access instructions, service preferences, and records of work completed.
Billing and payment data: invoicing details, payment status, transaction references, and records needed for accounting.
Communications: enquiries, complaints, feedback, quotations, and correspondence.
Technical data: basic device or usage information if you contact us electronically, such as IP-related or browser information where relevant for security and service management.
Marketing preferences: your choices about receiving service updates or promotional messages.

We do not intentionally collect special category data unless you voluntarily provide it and it is necessary for a specific legitimate purpose, such as access or safety requirements. Where special category data is processed, we do so only with an appropriate lawful basis and additional safeguards.

3. How We Use Your Data

We use personal data for the following purposes:

to provide quotations and deliver landscaping services;
to manage customer accounts and maintain service records;
to arrange appointments, site visits, and service schedules;
to process payments, issue invoices, and manage debts;
to communicate with you about your services, changes, or queries;
to keep records for tax, accounting, and legal compliance;
to improve our services, quality standards, and customer experience;
to maintain safety, security, and business continuity;
to send marketing communications where permitted and where you have not opted out.

We only use your data where we have a valid lawful basis and where the processing is fair, necessary, and proportionate.

4. Lawful Basis for Processing

Under GDPR, we must have a lawful basis for every use of personal data. Landscaping Peckham relies on the following lawful bases:

Performance of a Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes providing quotes, arranging services, completing landscaping work, invoicing, and responding to service-related requests.

Legal Obligation

Some data must be retained and processed to comply with legal requirements such as tax records, accounting obligations, insurance, health and safety requirements, and lawful business recordkeeping.

Legitimate Interests

We may process data where it is necessary for our legitimate interests, provided these interests are not overridden by your rights and freedoms. Examples include managing customer relationships, improving our services, preventing fraud, maintaining internal records, and protecting our business and customers.

Consent

Where required, we rely on your consent, especially for certain marketing communications or optional processing. If consent is used, it will be freely given, specific, informed, and easy to withdraw at any time.

Vital Interests

In rare situations, we may process personal data to protect someone’s vital interests, such as in an emergency involving health or safety on a work site.

5. Data Sharing and Processors

We may share personal data with trusted third parties where necessary for service delivery, administration, or legal compliance. These third parties act as processors or independent controllers depending on the service provided.

Our processors may include:

IT and cloud service providers: for secure storage, email, and business systems;
Accountants and bookkeepers: for financial administration and compliance;
Payment service providers: to process card or electronic payments;
Scheduling and communication platforms: to manage bookings and correspondence;
Professional advisers: such as lawyers, insurers, or auditors where required;
Subcontractors or specialist service providers: only when needed to complete landscaping work or related services.

Where we use processors, we ensure they are contractually bound to protect personal data, only act on our instructions, and maintain appropriate technical and organisational security measures. We do not sell your personal data.

6. International Transfers

If any processor stores or accesses personal data outside the UK, we will ensure appropriate safeguards are in place, such as adequacy regulations, standard contractual clauses, or equivalent legal protections. We take steps to ensure your data remains protected wherever it is processed.

7. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including legal, accounting, or reporting obligations. Retention periods depend on the type of information and the reason for holding it.

Customer and service records: retained for the duration of the customer relationship and for a reasonable period afterwards.
Financial and tax records: kept for the period required by law.
Communication records: kept as long as needed to manage the query, dispute, or service history.
Marketing data: retained until you withdraw consent or opt out, or until it is no longer needed.

When personal data is no longer required, we will delete it securely, anonymise it, or otherwise ensure it is no longer identifiable.

8. Security Measures

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, and careful selection of processors.

However, no online or electronic system is completely risk-free. While we work hard to protect your data, we cannot guarantee absolute security.

9. Your 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:

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 information.
Right to erasure: you may request deletion of your data in certain circumstances.
Right to restriction: you may ask us to limit how we use your data in certain situations.
Right to object: you may object to processing based on legitimate interests or direct marketing.
Right to data portability: you may request certain data in a structured, commonly used format where applicable.
Right to withdraw consent: where we rely on consent, you can withdraw it at any time.

If you wish to exercise any of these rights, we will respond in accordance with applicable law and within the required timeframes. You may also have the right to complain to the Information Commissioner’s Office (ICO) if you are unhappy with how your data has been handled.

10. Cookies and Similar Technologies

If we use cookies or similar technologies on digital services, they may be used to support functionality, security, performance, or analytics. Where consent is required, we will seek it before placing non-essential cookies. You can manage cookie preferences through your browser or device settings.

11. Children’s Data

Our services are intended for adults and businesses. We do not knowingly collect personal data from children unless it is necessary and provided by a parent, guardian, or authorised adult for a specific service-related reason. If we become aware that data has been collected inappropriately, we will take steps to delete it.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data processing practices. Any updated version will apply from the date it is made effective. We encourage you to review this policy periodically to stay informed.

13. Summary

Landscaping Peckham processes personal data lawfully, fairly, and transparently. We collect only what we need to provide landscaping services, manage our business, and meet legal obligations. We rely on contract, legal obligation, legitimate interests, consent, and in limited cases vital interests. We use processors responsibly, retain data only as long as necessary, and uphold your rights under data protection law.

This policy applies to all Landscaping Peckham customers in area.