Privacy Policy - Landscaping Norwood

This Privacy Policy explains how Landscaping Norwood collects, uses, stores, shares, and protects personal data relating to its customers and prospective customers in the Norwood area. This policy applies to all Landscaping Norwood customers in the area, including individuals who request quotations, book services, make enquiries, or otherwise interact with us in connection with landscaping and related services. We are committed to handling personal data in a lawful, fair, transparent, and secure manner in accordance with applicable data protection laws, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Information We Collect

We collect only the personal data necessary to provide and manage our services, communicate effectively, and meet legal or contractual obligations. The types of data we may collect include:

Identity information such as your name, title, and any relevant business or household identifiers.
Contact details such as address, email address, and telephone number.
Property and service information such as site access details, garden or outdoor space preferences, requested works, and project specifications.
Transaction information such as quotations, invoices, payment status, and records of services provided.
Communication records such as emails, messages, notes from calls, and appointment history.
Technical information where relevant, such as basic website or device data used to maintain security and functionality.
Special category data only where strictly necessary and where a lawful basis applies, for example information relating to access needs, which may be collected to support safe service delivery.

We do not intentionally collect more personal data than is needed. If we request information that is optional, we will make this clear at the time of collection.

2. How We Use Personal Data

We use personal data for the following purposes:

to respond to enquiries and provide quotations;
to arrange appointments, site visits, and landscaping works;
to deliver services and manage projects;
to process payments, issue invoices, and keep accounting records;
to communicate with customers about service updates, schedule changes, and follow-up matters;
to maintain records of work completed and customer preferences;
to deal with complaints, disputes, and warranty-related matters;
to comply with legal, tax, insurance, and regulatory obligations;
to protect our business, staff, and customers from fraud, misuse, or security incidents.

We will only use personal data for the purposes for which it was collected, unless we reasonably determine that it is necessary for another compatible purpose and such use is permitted by law.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process personal data. Landscaping Norwood relies on the following lawful bases where applicable:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes preparing quotations, confirming bookings, carrying out landscaping services, and managing payments.

Legal Obligation

We process data where necessary to comply with legal obligations, such as tax records, accounting requirements, insurance obligations, and record-keeping duties.

Legitimate Interests

We may process personal data where it is necessary for our legitimate interests and where those interests are not overridden by your rights and freedoms. This may include managing customer relationships, improving our services, maintaining business records, preventing fraud, and ensuring site safety. Where we rely on this basis, we consider whether the processing is necessary and proportionate.

Consent

In limited situations, we may rely on your consent, particularly where it is required by law or where no other lawful basis applies. If we rely on consent, you may withdraw it at any time, although this will not affect the lawfulness of processing before withdrawal.

4. Sharing Personal Data and Processors

We may share personal data with trusted third parties who help us operate our business and deliver services. These third parties act as processors or, in some cases, independent controllers. We only share data where necessary and subject to appropriate safeguards.

Examples of processors may include:

IT and cloud service providers that host or support our systems and data storage;
accounting or bookkeeping providers that assist with invoicing and financial administration;
payment service providers that process card or electronic payments;
communication service providers that support email, messaging, or customer contact management;
trade contractors or specialist suppliers engaged to complete part of a project;
professional advisers such as insurers, lawyers, or auditors where necessary.

Where processors handle personal data on our behalf, they are required to process it only according to our instructions, keep it secure, and comply with data protection requirements. We do not sell personal data.

We may also disclose data if required by law, to protect our legal rights, or to prevent harm or fraud.

5. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including to meet legal, accounting, and reporting obligations. Retention periods vary depending on the type of information and the reason it is held.

In general:

customer enquiry records may be kept for a limited period if no service is booked;
service and project records may be retained for the duration of the customer relationship and for a reasonable period afterwards;
financial and invoice records are typically retained for the period required by tax and accounting law;
complaint, dispute, or claim-related records may be kept longer where needed to defend or establish legal claims.

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

6. Data Security

We take appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, alteration, or disclosure. These measures are designed to reflect the nature of the data and the risks involved. Although no method of transmission or storage is completely secure, we work to maintain a high level of security and limit access to those who need it for legitimate business purposes.

7. International Transfers

If personal data is transferred outside the UK, we will ensure that appropriate safeguards are in place to protect it. This may include using countries with adequate protection or contractual measures approved for international transfers.

8. Your Rights

You have rights under data protection law in relation to your personal data. These rights may apply depending on the circumstances of the processing and the legal basis relied upon.

Right of access to request a copy of the personal data we hold about you.
Right to rectification to correct inaccurate or incomplete data.
Right to erasure to request deletion of your data in certain circumstances.
Right to restriction to limit how we process your data in certain cases.
Right to object to processing based on legitimate interests, and to object to direct marketing where applicable.
Right to data portability to receive certain data in a structured, commonly used format where the law applies.
Right to withdraw consent where processing is based on consent.

You also have the right to lodge a complaint with the relevant data protection authority if you believe your rights have been infringed. We encourage you to raise concerns with us first so we can try to resolve them promptly and fairly.

9. Children’s Data

Our services are generally intended for adults. We do not knowingly collect personal data from children unless it is necessary in the context of a customer relationship and is provided by a parent, guardian, or other lawful representative.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or operational needs. The updated policy will apply from the date it is made available. We encourage customers to review it periodically to stay informed about how personal data is handled.

11. Summary of Our Commitment

Landscaping Norwood is committed to respecting your privacy and using personal data responsibly. We collect only what is needed, process it under a valid lawful basis, retain it only as long as necessary, and share it only with trusted processors or where required by law. We aim to provide clear information, strong safeguards, and meaningful choices so that customers in the Norwood area can use our services with confidence.