Privacy Policy - Landscaping Lewisham

This Privacy Policy explains how Landscaping Lewisham collects, uses, stores, shares, and protects personal data when providing landscaping and related services. It applies to all Landscaping Lewisham customers in the area, including prospective clients, current customers, and anyone who contacts us about our services. We are committed to handling personal data in a lawful, fair, and transparent manner in line 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 individuals who:

Request a quote or make an enquiry;
Book or receive landscaping, maintenance, or related services;
Communicate with us by phone, email, or other channels;
Visit premises where our services are being carried out;
Interacting with our service records, invoices, or job updates.

We take privacy seriously and aim to ensure that all personal data is processed only when necessary and kept for no longer than required.

2. Personal Data We Collect

We may collect and process the following categories of personal data:

Information you provide directly

Identity details such as your name;
Contact details such as telephone number, email address, and service address;
Project details relating to your garden, outdoor space, or requested works;
Billing information required for invoicing and payment processing;
Communication records including messages, call notes, and feedback;
Preferences relating to appointment times, access instructions, or service requirements.

Information collected automatically

When you interact with us, we may record limited technical and operational information such as:

Service history and appointment logs;
Job completion notes and site visit records;
Device or browser data if you use digital communication tools;
Location information where needed for service delivery or navigation.

Information from third parties

We may receive personal data from third parties such as:

Payment providers;
Subcontractors or trusted service partners;
Referrers or property representatives acting on your behalf;
Publicly available sources where relevant to the service requested.

We only collect data that is relevant and necessary for our business operations and customer service.

3. How We Use Your Personal Data

We use personal data for the following purposes:

To respond to enquiries and provide quotations;
To plan, deliver, and manage landscaping services;
To schedule appointments and coordinate site access;
To issue invoices, manage payments, and maintain financial records;
To handle customer support, complaints, and service updates;
To maintain business records and improve service quality;
To comply with legal, accounting, and regulatory obligations;
To protect our business, staff, customers, and property from fraud, misuse, or unsafe activity.

We do not use personal data for purposes that are incompatible with the reason it was collected unless we have a lawful basis to do so.

4. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis to process your personal data. Depending on the situation, we rely on one or more of the following:

Contract

We process your personal data when it is necessary to enter into or perform a contract with you, including preparing quotes, delivering services, managing bookings, and handling payments.

Legal obligation

We may process data when required to meet legal obligations, including tax, accounting, record-keeping, and compliance with relevant laws.

Legitimate interests

We may process personal data where it is necessary for our legitimate business interests, provided these interests do not override your rights and freedoms. This may include managing client relationships, improving services, keeping internal records, and protecting against fraud or misuse.

Consent

In some cases, we may rely on your consent, for example where you agree to receive certain optional communications. If we rely on consent, you may withdraw it at any time.

Vital interests and public task

These bases are unlikely to apply to most Landscaping Lewisham services, but if they do become relevant, we will only process data where necessary and lawful.

5. Sharing Your Personal Data

We may share personal data with trusted third parties, but only when necessary for the purposes described in this policy. These recipients may include:

Payment processors that handle card or electronic payments;
Accountants or financial service providers supporting invoicing and tax compliance;
IT and data storage providers who help us securely store and manage information;
Subcontractors and suppliers assisting with service delivery;
Professional advisers such as legal or insurance advisers;
Public authorities where disclosure is required by law.

We ensure that any processor or partner handling personal data does so under appropriate written terms, with suitable security measures and only on our instructions where required by law.

6. Processors and Data Security

Processors are organisations that process personal data on our behalf. We only appoint processors who can provide sufficient guarantees that they will protect your data and comply with data protection law. They may assist with:

Cloud storage and secure backup;
Payment processing;
Scheduling and customer management systems;
Accounting and bookkeeping tools;
Website or communication support if applicable.

We use appropriate technical and organisational measures to protect personal data, including access restrictions, secure passwords, limited sharing, and regular review of records. While no system is completely risk-free, we work to prevent unauthorised access, loss, alteration, or disclosure.

7. Retention of Personal Data

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including legal, accounting, and reporting requirements.

Enquiry data is usually kept for a limited period if no service is booked;
Customer and contract records are retained for the duration of the service relationship and for a reasonable period afterwards;
Financial and tax records are retained for the period required by law;
Communication records may be kept to manage service history, disputes, or ongoing support.

When data is no longer needed, we will securely delete, anonymise, or destroy it. Retention periods may vary depending on the type of record and legal obligations.

8. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may apply depending on the circumstances and the legal basis for processing.

Right of access

You may request access to the personal data we hold about you and receive information about how it is processed.

Right to rectification

You may ask us to correct inaccurate or incomplete personal data.

Right to erasure

In some circumstances, you may request that we delete your personal data.

Right to restrict processing

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, where applicable.

Right to data portability

Where the law allows, you may request your data in a structured, commonly used, machine-readable format.

Right to withdraw consent

If processing is based on consent, you may withdraw that consent at any time.

We will respond to valid requests in accordance with applicable law. In some cases, we may need to verify your identity before responding or explain why a request cannot be fulfilled.

9. International Transfers

If personal data is transferred outside the UK, we will ensure that appropriate safeguards are in place to protect it and that any transfer complies with data protection law.

10. Children’s Data

Our services are not directed at children, and we do not knowingly collect personal data from children unless it is necessary in connection with a customer’s property or service request and is provided by an adult or lawful guardian.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data handling practices. Any updated version will apply from the date it is made available.

12. Summary of Our Commitment

Landscaping Lewisham is committed to protecting personal data and respecting privacy. We collect only the data needed to provide services, use it on a lawful basis, share it only with trusted processors where necessary, and keep it only for as long as required. We also recognise and support your rights under data protection law.

By using our services, you acknowledge that your personal data may be processed as described in this Privacy Policy.