Privacy Policy - Landscaping Holborn

Effective date: This Privacy Policy applies to all Landscaping Holborn customers in the area and explains how personal data is collected, used, stored, shared, and protected when services are requested, arranged, delivered, or managed.

We are committed to handling personal data in a lawful, fair, and transparent manner in line with the UK GDPR and the Data Protection Act 2018. This policy is written to help customers understand what information is processed, why it is processed, how long it is kept, and what rights individuals have over their information.

1. Who this policy applies to

This Privacy Policy applies to all Landscaping Holborn customers in area, including prospective customers who request a quotation, existing customers who receive services, and individuals who communicate with us about landscaping, garden maintenance, outdoor improvements, or related services. It also applies where we process data connected with property access, service delivery, invoicing, scheduling, and follow-up communications.

2. Information we collect

We collect only the personal data necessary to provide and manage our services. The categories of information may include:

Identity details: name, title, and any relevant customer reference information.
Contact details: address, email address, telephone number, and service location.
Service and property information: details about garden size, access arrangements, service requirements, site notes, and photographs where needed for quotations or work planning.
Financial information: billing details, payment status, transaction records, and invoice history.
Communications: emails, messages, call notes, complaints, requests, and feedback.
Technical information: limited information such as device data or IP address if it is received through digital systems used for administration and security.

We do not intentionally collect special category data unless it is strictly necessary and a lawful basis applies. If such information is ever shared with us accidentally, we will process it only where needed and with appropriate safeguards.

3. How we use personal data

Personal data is used for the following purposes:

to provide quotations and assess service requirements;
to schedule and deliver landscaping services;
to communicate about appointments, changes, or service updates;
to issue invoices and manage payments;
to maintain service records and customer history;
to respond to enquiries, complaints, or requests;
to improve service quality, planning, and operational efficiency;
to meet legal, tax, accounting, and regulatory obligations;
to protect against fraud, misuse, or security incidents.

We only use personal data for the purposes described above or for compatible purposes that are reasonably expected. We aim to keep all processing proportionate and relevant.

4. Lawful basis for processing

Under GDPR, we must have a lawful basis for each type of processing. Landscaping Holborn relies on the following lawful bases:

Contract

We process personal data when it is necessary to take steps at a customer’s request before entering into a contract, or to perform a contract for landscaping services. This includes quotations, scheduling, site visits, service delivery, invoicing, and customer support.

Legitimate interests

We may process data where it is necessary for our legitimate interests and those interests are not overridden by the rights and freedoms of the individual. Examples include service administration, record-keeping, internal quality control, protecting business operations, and managing customer communications. We always consider whether the use of data is necessary and balanced.

Legal obligation

We may process personal data to comply with legal requirements, including tax laws, accounting rules, insurance obligations, and lawful requests from authorities.

Consent

Where consent is required, for example for optional marketing or specific additional processing, we will ask for clear permission and explain what the consent covers. Consent can be withdrawn at any time without affecting the lawfulness of processing carried out before withdrawal.

5. Data sharing and processors

We may share personal data with trusted third parties who act as processors or independent controllers depending on the service involved. These parties are only given the information necessary to perform their role and are required to protect personal data appropriately.

Typical processors or service providers may include:

IT and cloud providers: for secure storage, system hosting, email, and administration tools.
Accounting and invoicing providers: for financial record management and tax compliance.
Payment service providers: for processing card or electronic payments securely.
Scheduling and communications tools: for appointment management and customer correspondence.
Professional advisers: such as accountants, insurers, legal advisers, or auditors where necessary.
Subcontractors or operational partners: where required to complete landscaping work or related services.

All processors are expected to process personal data only on our documented instructions, apply suitable security measures, and respect confidentiality. Where a third party determines its own purposes for processing, it acts as an independent controller and is responsible for its own privacy obligations.

We do not sell personal data. We do not share information with unrelated third parties for their own marketing purposes unless the individual has given permission or the law allows it.

6. Retention of personal data

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

Customer and service records: retained for the duration of the service relationship and for a reasonable period afterward to manage follow-up, disputes, or future requests.
Invoices, payment records, and tax documents: retained for the period required by accounting and tax law.
Communications and complaints: retained for as long as needed to resolve the matter and maintain accurate records.
Marketing preferences: retained until consent is withdrawn or the individual opts out.
Security and system logs: retained for a limited period unless needed longer for investigation or legal reasons.

When data is no longer required, it is securely deleted, anonymised, or otherwise disposed of in a safe and appropriate manner. We do not keep personal data indefinitely.

7. Data security

We use reasonable technical and organisational measures to protect personal data from unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, password protection, restricted permissions, and staff awareness of confidentiality obligations.

Although we work to protect all information, no system is completely secure. If a personal data breach occurs and it is likely to pose a risk to individuals, we will take appropriate action and notify relevant parties where required by law.

8. Your rights

Individuals whose data is processed by Landscaping Holborn have rights under data protection law. These rights may include:

Right of access: to obtain confirmation and a copy of personal data held about you.
Right to rectification: to have inaccurate or incomplete data corrected.
Right to erasure: to request deletion of personal data in certain circumstances.
Right to restriction: to ask us to limit processing in certain situations.
Right to data portability: to receive certain data in a commonly used format where applicable.
Right to object: to object to processing based on legitimate interests or direct marketing.
Right to withdraw consent: where processing is based on consent, you may withdraw it at any time.

Some rights may only apply in specific circumstances. We may need to verify identity before responding to a request and may refuse requests where the law allows us to do so.

Right to complain: if you are unhappy with how personal data is handled, you have the right to raise a complaint with the relevant data protection authority. You may also contact us directly to raise concerns so they can be reviewed and addressed.

9. International transfers

If personal data is transferred outside the UK, we will ensure that appropriate safeguards are in place so that the information remains protected to a standard required by law. This may include adequacy regulations, standard contractual clauses, or other lawful transfer mechanisms.

10. Children’s data

Our services are aimed at adult customers and property holders. We do not intentionally collect personal data from children. If any information relating to a child is incidentally included in communications or service records, it will be handled carefully and only where necessary for legitimate service-related purposes.

11. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in law, operational practices, or service arrangements. The latest version will apply from the date of publication or update. We encourage customers to review this policy periodically so they remain informed about how their data is handled.

12. Summary of key principles

In line with the principles of data protection, Landscaping Holborn aims to ensure that personal data is:

processed lawfully, fairly, and transparently;
collected for specified and legitimate purposes;
adequate, relevant, and limited to what is necessary;
accurate and kept up to date where appropriate;
stored no longer than necessary;
kept secure and protected;
handled with accountability and respect for individual rights.

By using Landscaping Holborn services in the area, customers acknowledge that their personal data may be processed as described in this Privacy Policy.