Privacy Policy - Gardeners Tottenham Green

Last updated: August 2026

This Privacy Policy explains how Gardeners Tottenham Green collects, uses, stores, shares, and protects personal data. It applies to all Gardeners Tottenham Green customers in the Tottenham Green area, including anyone who requests, receives, or has received gardening services, quotations, or related support from us. We are committed to handling personal information lawfully, fairly, and transparently in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

For the purposes of this policy, personal data means any information that identifies, or can reasonably be used to identify, an individual. This may include names, addresses, phone numbers, email addresses, service preferences, property access details, payment records, and communications with us.

1. Who We Are

Gardeners Tottenham Green provides gardening and related outdoor maintenance services to residential and commercial customers in the Tottenham Green area. In relation to the personal data we process, we act as the data controller. This means we decide why and how your personal data is used. We are responsible for ensuring that all processing is carried out in a secure and lawful manner.

2. Personal Data We Collect

We collect only the information necessary to provide our services, manage our business, and meet our legal obligations. The categories of data we may collect include:

Identity data: your name, title, and, where relevant, business or organisation name.
Contact data: address, phone number, email address, and preferred communication method.
Service data: details of the gardening work requested or completed, site notes, scheduling information, and service preferences.
Property and access data: gate codes, access instructions, parking notes, and other practical details needed to deliver the service safely.
Payment and transaction data: payment status, invoices, receipts, and billing records.
Communication data: emails, messages, call notes, complaint records, and feedback.
Technical data: limited device and usage information if you interact with our digital systems, where applicable.

We do not intentionally collect special category personal data unless there is a lawful reason to do so and such data is strictly required. Special category data includes information revealing health, racial or ethnic origin, religious beliefs, or similar sensitive information. If such information is ever shared with us by accident, we will handle it carefully and in line with data protection law.

3. How We Collect Personal Data

We may collect personal data directly from you when you:

request a quotation or service;
enter into an agreement with us;
communicate with us by phone, email, or message;
provide access or property instructions;
make a payment or request an invoice;
submit feedback or a complaint.

We may also receive limited personal data from third parties where it is necessary for service delivery, such as property managers, tenants, landlords, business clients, or payment providers. When this happens, we ensure the data is handled fairly and only for legitimate purposes.

4. Why We Use Your Data and Our Lawful Basis

We only process your personal data when we have a lawful basis under UK GDPR. Depending on the circumstances, our processing may rely on one or more of the following:

Performance of a contract: to provide the gardening services you request, prepare quotations, manage bookings, deliver work, and process payments.
Legitimate interests: to run and improve our business, respond to enquiries, maintain records, prevent fraud, manage service quality, and handle reasonable operational needs, provided these interests do not override your rights.
Legal obligation: to comply with tax, accounting, record-keeping, health and safety, and other regulatory requirements.
Consent: where we rely on your freely given consent for specific processing activities, such as optional marketing messages or certain non-essential communications.

Where consent is used as the lawful basis, you may withdraw it at any time. Withdrawal will not affect processing carried out before consent was withdrawn. In some cases, we may continue processing your data if another lawful basis applies.

Purposes of Processing

We may use personal data to:

provide gardening, maintenance, and related services;
arrange visits, confirm appointments, and manage service delivery;
issue invoices, track payments, and maintain financial records;
keep appropriate internal records of customer requests and completed work;
respond to enquiries, feedback, and complaints;
protect the safety and security of our staff, customers, and property;
meet legal, tax, and accounting obligations;
send limited service-related communications;
carry out business administration and service improvement.

5. Sharing Personal Data and Processors

We may share personal data only where necessary and only with trusted third parties who help us operate our services. These third parties act as processors when they process personal data on our instructions. They are required to protect the information and use it only for the agreed purpose.

Examples of processors or service providers may include:

IT and cloud storage providers: for secure data storage, file hosting, and communication systems;
Accounting and invoicing providers: for bookkeeping, billing, and financial administration;
Payment processors: for handling card or electronic payments;
Scheduling and administration tools: for managing bookings, appointments, and customer records;
Professional advisers: such as accountants or legal advisers, where necessary;
Public authorities: where disclosure is required by law or a valid legal request.

We do not sell your personal data. If data is transferred outside the UK, we will ensure that appropriate safeguards are in place, such as adequacy regulations or standard contractual protections, so your information remains protected.

6. Data Retention

We keep personal data only for as long as necessary for the purpose for which it was collected, including to satisfy legal, accounting, and reporting requirements. The retention period depends on the type of data and the reason we hold it.

Customer and service records: retained for the period reasonably needed to manage the relationship, deal with queries, and maintain service history.
Financial and tax records: retained for the period required by law for accounting and tax compliance.
Correspondence and complaint records: retained long enough to resolve issues and demonstrate fair handling.
Consent-based marketing records: retained until you withdraw consent or ask us to stop.

When data is no longer needed, we will delete it securely or anonymise it so that it can no longer identify you. We review retention periods regularly to ensure they remain appropriate and lawful.

7. Data Security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, disclosure, alteration, or destruction. These measures may include access controls, secure storage, staff awareness practices, and limited access to customer information on a need-to-know basis.

Important: while we work hard to protect your data, no system can be guaranteed to be completely secure. If a data breach occurs that is likely to result in a risk to your rights and freedoms, we will handle it in accordance with legal requirements, including notifying the relevant authority and affected individuals when required.

8. Your Rights Under Data Protection Law

You have a number of rights in relation to your personal data. These rights may apply in different situations and may be subject to legal exceptions. They include the right to:

be informed about how your data is used;
access the personal data we hold about you;
rectification of inaccurate or incomplete information;
erasure of your data in certain circumstances;
restrict processing in certain situations;
object to processing based on legitimate interests or direct marketing;
data portability, where applicable, to receive your data in a structured format;
withdraw consent at any time where consent is the lawful basis;
lodge a complaint with the Information Commissioner’s Office if you believe your rights have been infringed.

We may need to verify your identity before responding to a rights request. This is to ensure that personal data is not disclosed to the wrong person.

How We Handle Rights Requests

We will respond to valid requests within the time limits set by law, unless an extension is permitted because the request is complex or numerous. If we cannot action a request in full, we will explain why. We aim to be clear, fair, and helpful when dealing with all privacy-related enquiries.

9. Children’s Data

Our services are generally aimed at adults, including homeowners, tenants, landlords, and businesses. We do not knowingly collect personal data from children unless it is necessary for a specific service request and only where it is lawful to do so. If we become aware that we have collected data from a child without an appropriate legal basis, we will take steps to delete it promptly.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data protection practices. Any updated version will apply from the date it is published or otherwise made available. We encourage customers in the Tottenham Green area to review this policy periodically so they remain informed about how their data is handled.

11. Summary of Our Commitment

Gardeners Tottenham Green is committed to treating your personal data with care, respect, and transparency. We only collect information that is relevant to our services, we use it for clear and lawful purposes, we keep it only as long as necessary, and we share it only with trusted processors or where required by law. You remain in control of your rights, and we will always aim to process your information in a way that is fair, secure, and fully aligned with data protection principles.