Privacy Policy - Landscaping Bermondsey

This Privacy Policy explains how Landscaping Bermondsey collects, uses, stores, shares, and protects personal data when providing services to customers in Bermondsey and the surrounding area. It applies to all Landscaping Bermondsey customers in the area, including people who request quotations, book services, receive garden or landscaping work, or otherwise interact with our business. We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with the UK GDPR and the Data Protection Act 2018.

1. Who we are

Landscaping Bermondsey is a landscaping service provider that offers garden maintenance, design, planting, turfing, fencing, paving, and related outdoor property services. In the course of delivering these services, we may need to collect and process personal information about customers, prospective customers, suppliers, and other individuals connected to a project.

We only process personal data where we have a valid legal reason to do so, and we limit our use of data to what is necessary for service delivery, administration, compliance, and legitimate business purposes.

2. Information we collect

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

Identity details such as name and title.
Contact details such as address, telephone number, and email address.
Service details such as property information, project preferences, job notes, quotations, and service history.
Payment and billing details where needed to process invoices, payments, refunds, or account records.
Communication records including emails, messages, call notes, and feedback.
Technical information such as basic website or device information if you submit an enquiry through an online form, where applicable.
Images or site photographs taken for quotations, planning, progress tracking, or evidence of completed work, where relevant and proportionate.

We do not intentionally collect special category data unless it is necessary, explicitly provided, and legally permitted. If such information becomes relevant, we will apply appropriate safeguards and only process it where a lawful condition is met.

3. How we use 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 arrange site visits, schedule work, and manage appointments.
To issue invoices, record payments, and maintain business accounts.
To communicate about project updates, changes, or service-related matters.
To maintain internal records and customer history.
To handle complaints, disputes, or warranty-related issues.
To comply with legal, tax, insurance, and regulatory obligations.
To improve our services, workmanship, and customer experience.

We do not use personal data for purposes incompatible with the reasons it was collected, unless permitted by law or with your consent.

4. Lawful basis for processing

Under data protection law, we must identify a lawful basis for each type of processing. Landscaping Bermondsey relies on the following lawful bases:

Contract

We process personal data where it is necessary to take steps at your request before entering into a contract, or to perform a contract with you. This includes providing quotations, carrying out landscaping work, managing bookings, and handling billing.

Legal obligation

We may process data when needed to comply with legal duties, such as accounting, tax record-keeping, consumer law, and other regulatory obligations.

Legitimate interests

We may process personal data where it is necessary for our legitimate business interests, provided these interests are not overridden by your rights and freedoms. Examples include maintaining business records, managing customer relationships, preventing fraud, improving service quality, and protecting our property or staff.

Consent

Where required, we rely on your consent, for example in relation to optional marketing communications or certain uses of images. If we ask for consent, you may withdraw it at any time, and doing so will not affect the lawfulness of processing carried out before withdrawal.

5. Sharing personal data and processors

We may share personal data with trusted third parties where necessary for service delivery, business operations, or legal compliance. These third parties act as processors when they process data on our behalf, and they are only allowed to use it according to our instructions and applicable law.

Examples of processors may include:

IT and cloud storage providers that host records and communications.
Accounting and bookkeeping providers that support invoicing and financial administration.
Payment service providers that process payments securely.
Scheduling or customer management systems used to organise jobs and appointments.
Professional advisers such as insurers, legal advisers, or auditors where necessary.

We may also disclose personal data to public authorities, regulators, courts, or law enforcement where required by law or where it is necessary to protect our rights, customers, staff, or property.

We do not sell personal data to third parties.

6. Data retention

We keep personal data only for as long as necessary for the purpose it was collected, and for as long as required by law or for legitimate business reasons. Retention periods may vary depending on the type of information and the nature of our relationship with you.

Quotation and enquiry records are typically kept for a reasonable period in case you later decide to proceed or need a follow-up.
Customer and service records are retained for the duration of the working relationship and for a period afterwards to support aftercare, dispute handling, or warranty matters.
Financial and accounting records are retained for the period required by tax and accounting law.
Communications and project notes may be retained where needed to evidence instructions, decisions, or service outcomes.

When personal data is no longer needed, we will delete it securely, anonymise it, or otherwise ensure it is no longer identifiable.

7. Data security

We take appropriate technical and organisational measures to protect personal data from loss, misuse, unauthorised access, alteration, or disclosure. These may include restricted access controls, secure storage, password protection, and careful management of documents and devices. While no system can be guaranteed completely secure, we work to maintain a level of protection appropriate to the risks involved.

8. Your rights

Under data protection law, you may have the following rights in relation to your personal data:

Right of access – you can request a copy of the personal data we hold about you.
Right to rectification – you can ask us to correct inaccurate or incomplete data.
Right to erasure – in some cases, you can ask us to delete your personal data.
Right to restrict processing – you can ask us to limit how we use your data in certain situations.
Right to object – you can object to processing based on legitimate interests or direct marketing.
Right to data portability – you can request certain data in a structured, commonly used format, where applicable.
Right to withdraw consent – where processing is based on consent, you may withdraw that consent at any time.

Some rights may only apply in specific circumstances, and legal exceptions may limit their application. If you exercise any of these rights, we may need to verify your identity before responding.

9. International transfers

Where data processors or systems are located outside the United Kingdom, we will ensure suitable safeguards are in place to protect personal data in line with applicable law. These safeguards may include adequacy decisions, contractual protections, or other lawful transfer mechanisms.

10. Children’s data

Our services are generally directed to adults acting on their own behalf or on behalf of a property owner, tenant, landlord, or business. We do not knowingly collect personal data from children unless it is necessary in a lawful and limited context connected to our services.

11. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, business practices, or service arrangements. Any updated version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically so they remain informed about how their personal data is handled.

12. Summary of our commitments

Landscaping Bermondsey is committed to processing personal data responsibly, transparently, and securely. We collect only what is necessary, use it for clear and lawful purposes, share it only with trusted processors or where legally required, and retain it for no longer than needed. This policy applies to all Landscaping Bermondsey customers in area, and it is intended to give a clear explanation of how personal data is handled throughout our service process.