Gardeners Bulls Cross Privacy Policy

This Privacy Policy explains how Gardeners Bulls Cross collects, uses, stores, and protects personal data in relation to our gardening and related services. It applies to all Gardeners Bulls Cross customers and prospective customers in our service area, as well as people who contact us with enquiries about our services. We are committed to handling your personal data lawfully, fairly, and transparently in accordance with the UK General Data Protection Regulation and other applicable data protection laws.

Who this Privacy Policy applies to

This Privacy Policy applies to all individual customers of Gardeners Bulls Cross within our operating area, including domestic and business clients, as well as individuals who request quotations, make enquiries, or otherwise communicate with us about our services. By engaging our services or contacting us, you acknowledge that you have read and understood this Privacy Policy.

Personal data we collect

We collect and process personal data that is necessary to provide our services, manage our relationship with you, and operate our business. The types of personal data we may collect include:

Identification and contact details such as your full name, postal address, property address where services are delivered, and general location.

Communication details such as your preferred methods of contact and the content of correspondence you send to us, including enquiries, feedback, and complaints.

Service information such as records of the services you request or receive, quotes, invoices, payment status, schedules, and site notes relevant to providing gardening services at your property.

Payment-related information such as dates and amounts of payments made and basic transaction references. We do not store full payment card details when third-party payment providers are used.

Technical and usage data where applicable, such as basic information about how you interact with our online presence or digital tools, including dates and times of contact and general device or browser information where this is necessary for security or service operation.

Any other information you choose to provide to us that is relevant to your enquiry or the provision of our services, for example access instructions or preferences about the care of your garden.

How we collect personal data

We collect personal data directly from you when you contact us by any means, request a quote, enter into a contract for services, or interact with us during the provision of those services. We may also collect personal data indirectly where necessary to perform our contract with you, for example where a landlord, tenant, or managing agent shares your details so that we can provide services at a specified property, or where publicly available sources are used to confirm address details.

Lawful bases for processing

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

Performance of a contract. We process personal data to take steps at your request before entering into a contract, and to perform our obligations under a contract for gardening or related services. This includes providing quotes, scheduling work, carrying out services, issuing invoices, and handling payments.

Legitimate interests. We process personal data where it is necessary for our legitimate interests or those of a third party, provided that your interests and fundamental rights do not override those interests. These interests include managing and developing our business, maintaining accurate records, improving our services, managing risk, and defending legal claims.

Legal obligations. We process personal data where necessary to comply with legal obligations that apply to us, for example accounting rules, tax requirements, and record-keeping duties.

Consent. In limited situations we may rely on your consent, for example where we choose to send you certain types of marketing communications that are not based on legitimate interests, or where we use optional cookies or similar technologies in an online context. Where we rely on consent, you can withdraw it at any time, and this will not affect processing that has already taken place.

How we use your personal data

We use your personal data for the following purposes:

To provide and manage our gardening and related services to you, including site visits, regular maintenance, and one-off works.

To respond to enquiries, provide quotations, and communicate with you about your bookings, schedules, and service requirements.

To manage our business relationship with you, including processing payments, keeping financial records, and handling customer service communications.

To plan our work, allocate resources, and organise visits efficiently within our service area.

To maintain safety and security for our team and our customers when we attend your property.

To comply with applicable laws, regulations, and guidance, including retaining records required for tax and accounting purposes.

To protect our legal rights, for example by maintaining records to support or defend against potential legal claims, queries, or disputes.

Data retention

We retain personal data only for as long as is necessary for the purposes described in this Privacy Policy, including to meet any legal, accounting, or reporting obligations. The length of time we keep your data depends on the type of information and the reason we collected it.

Customer and service records, including contact details, contracts, and records of work carried out, are usually retained for a period that allows us to manage our relationship with you and deal with any queries that may arise after services have been completed. Financial and transaction records are typically retained for the period required by tax and accounting laws.

Where we rely on consent for specific activities, we will stop processing the relevant personal data for that purpose if you withdraw your consent, unless another lawful basis applies. When data is no longer needed, it will be securely deleted, anonymised, or archived in accordance with our retention practices and legal obligations.

Data processors and third parties

We may share your personal data with selected third parties who act as data processors on our behalf. These processors only process your data in accordance with our instructions, for specified purposes, and are required to protect the data with appropriate technical and organisational measures.

Typical categories of processors include providers of business administration tools, scheduling or customer management systems, payment and invoicing services, secure data storage and backup providers, and professional advisers assisting with legal, financial, or compliance matters.

We may also share personal data with other third parties where necessary, for example with insurers, law enforcement, or regulatory authorities where required by law, or in connection with the establishment, exercise, or defence of legal claims. We do not sell your personal data.

Data security

We take appropriate technical and organisational measures to protect your personal data from unauthorised access, accidental loss, destruction, or damage. These measures may include access controls, secure storage practices, and limiting personal data to what is necessary for specific tasks. While we take care to protect your data, no system can be completely secure, and we cannot guarantee absolute security of information transmitted or stored electronically.

Your data protection rights

You have a number of rights in relation to your personal data under data protection law. Subject to certain conditions and exceptions, these include the right to:

Access your personal data and receive information about how we process it.

Request correction of inaccurate or incomplete personal data.

Request deletion of your personal data where there is no longer a lawful basis for us to keep or use it.

Request restriction of the processing of your personal data in certain circumstances.

Object to the processing of your personal data where we rely on legitimate interests, including in relation to certain types of direct marketing.

Request the transfer of your personal data to you or to another service provider where technically feasible and where the processing is based on consent or contract and carried out by automated means.

Withdraw consent at any time where we rely on your consent to process your data.

You also have the right to raise a concern or lodge a complaint with a data protection authority if you believe your rights have been infringed. We encourage you to contact us first so we can seek to resolve any issues directly.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data protection practices. Any updated version will apply to all Gardeners Bulls Cross customers in our service area from the time it is made available. We recommend that you review this Privacy Policy periodically to stay informed about how we handle your personal data.