Privacy Policy - Landscaping Shepherdsbush

This Privacy Policy explains how Landscaping Shepherdsbush collects, uses, stores, shares, and protects personal data. It applies to all Landscaping Shepherdsbush customers in the area, including prospective customers, current customers, and individuals who communicate with us about our services. We are committed to handling personal information in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who this policy applies to

This policy applies to anyone who uses or enquires about our landscaping services in the Shepherdsbush area and surrounding local service area. It also applies to people whose data we receive when they:

request a quote or consultation
book landscaping, maintenance, or related services
provide feedback or make a complaint
visit our business premises or a site where we are working
interact with us by phone, email, message, or other communication methods

2. Personal data we collect

We only collect personal data that is necessary for legitimate business purposes. Depending on your interaction with us, we may collect the following categories of information:

2.1 Information you provide directly

Identity data such as your name
Contact data such as your address, phone number, and email address
Service details such as property information, project requirements, preferences, and access instructions
Billing and payment data such as invoicing details and payment status
Communications such as messages, feedback, and complaint records

2.2 Information we collect automatically or indirectly

Transaction data relating to services requested, quotations, and job history
Technical data where relevant, such as basic device or communication details when you contact us electronically
Site information relevant to delivering the service, such as photographs of the area before, during, or after work has been completed

We do not seek to collect more information than is required. Where special category data is not needed, we avoid collecting it. If you voluntarily provide information that is sensitive or unusual, we will handle it with appropriate care and only where there is a lawful reason to do so.

3. How we use personal data

We use personal data to operate our business, deliver services, manage customer relationships, and meet legal obligations. Typical uses include:

providing quotations and responding to enquiries
planning and delivering landscaping services
managing appointments, schedules, and site access
issuing invoices and processing payments
keeping records of work completed and customer preferences
handling complaints, disputes, and warranty matters
meeting tax, accounting, insurance, and legal requirements
protecting our business, staff, customers, and property

4. Lawful basis for processing

We process personal data only when we have a valid lawful basis under the UK GDPR. The main lawful bases we rely on are set out below.

4.1 Contract

We process your data when it is necessary to enter into or perform a contract with you. This includes providing quotations at your request, delivering landscaping work, sending invoices, and managing customer accounts.

4.2 Legitimate interests

We may process data where it is necessary for our legitimate business interests, provided your rights and freedoms do not override those interests. This may include maintaining business records, improving services, managing customer communications, preventing fraud, and protecting against loss or misuse.

4.3 Legal obligation

We process data where necessary to comply with legal obligations, including tax, accounting, health and safety, and regulatory requirements.

4.4 Consent

In limited circumstances, we may rely on your consent. If we do, you have the right to withdraw that consent at any time. Withdrawal will not affect the lawfulness of processing carried out before consent was withdrawn.

5. Data sharing and processors

We do not sell personal data. However, we may share personal data with trusted third parties who act as processors or, in some cases, separate controllers, where this is necessary to run our business or deliver our services. These may include:

Accountants for financial record-keeping and tax compliance
Payment providers for processing transactions
IT and cloud service providers for storing documents, messages, and records securely
Customer management or scheduling tools used to organise bookings and service delivery
Insurance providers where a claim, incident, or risk matter must be managed
Legal or regulatory advisers where advice or disclosure is necessary

Where we use processors, they are required to act only on our instructions, keep data secure, and comply with data protection law. We take reasonable steps to ensure that any third party handling personal data for us offers appropriate safeguards.

6. Retention of personal data

We keep personal data only for as long as necessary for the purpose for which it was collected, or as required by law. Retention periods depend on the type of information and the reason we hold it.

Customer and contract records are kept for the duration of the service relationship and for a reasonable period afterwards
Financial and tax records are kept in line with legal and accounting obligations
Complaint or dispute records are retained for as long as needed to resolve the matter and defend legal claims
General correspondence is retained only as long as necessary for business purposes

When data is no longer needed, we will securely delete, anonymise, or otherwise dispose of it in a safe manner. Retention may vary depending on legal duties and the nature of the service provided.

7. Data security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include restricted access, secure storage, password controls, and staff awareness procedures. While no system can be guaranteed to be completely secure, we aim to protect information to a standard appropriate to the risk.

8. Your rights

You have rights over your personal data. Subject to legal conditions and exemptions, you may have the right to:

Access the personal data we hold about you
Rectify inaccurate or incomplete information
Erase your data in certain circumstances
Restrict how we use your data in certain situations
Object to processing based on legitimate interests
Data portability for data you provided to us where applicable
Withdraw consent where processing is based on consent

You also have the right to raise concerns about how we handle your personal data. If you believe your rights have not been respected, you may complain to the relevant supervisory authority in the UK, the Information Commissioner's Office (ICO).

9. Automated decision-making

We do not normally use automated decision-making or profiling that produces legal or similarly significant effects. If this position changes, we will update this policy and explain the relevant process and safeguards.

10. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in the law, our services, or the way we handle personal data. Any updates will apply from the date they are published or otherwise communicated. We encourage customers to review this policy periodically to stay informed about how personal data is used.

11. Summary of our commitment

Landscaping Shepherdsbush is committed to respecting privacy, processing data fairly, and keeping personal information secure. We only collect data that is needed, use it for clear and lawful purposes, retain it for an appropriate period, and protect the rights of our customers in the area. By using our services or contacting us, you acknowledge that your information may be handled as described in this policy, subject always to applicable data protection law.