Privacy Policy - Landscaping Towerhamlets

This Privacy Policy explains how Landscaping Towerhamlets collects, uses, stores, shares, and protects personal data when providing services to customers in the Tower Hamlets area. It applies to all Landscaping Towerhamlets customers in the area, including prospective customers, current customers, and anyone who has previously used 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 and the Data Protection Act 2018.

1. Who this policy applies to

This policy applies to individuals who engage with Landscaping Towerhamlets for garden maintenance, design, planting, turfing, hedge cutting, tree-related landscaping support, patio cleaning, driveway care, seasonal clearance, and related outdoor services. It also applies when individuals request quotations, make enquiries, book appointments, receive project updates, or otherwise interact with us. By using our services, you acknowledge that your information may be processed as described in this policy.

2. What personal data we collect

We only collect personal data that is necessary for delivering our services, managing customer relationships, and meeting legal or operational obligations. The categories of data we may collect include:

Identity details such as your name and, where relevant, business name.
Contact details such as postal address, email address, and phone number.
Service information such as property access instructions, job preferences, quotation requests, service history, and scheduling details.
Payment and billing information such as invoice records and payment status.
Communication records such as emails, messages, notes from calls, and feedback.
Technical data such as limited website or device usage information if you contact us through digital channels.
Photographs or site images where required to document work before, during, or after a project.

We do not intentionally collect special category data unless it is required for a specific lawful reason and with appropriate safeguards. We ask that you do not share unnecessary sensitive information with us.

3. How we use your data

Landscaping Towerhamlets uses personal data for the following purposes:

To respond to enquiries and provide quotations.
To arrange visits, carry out landscaping work, and manage ongoing services.
To communicate about appointments, changes, service updates, and project progress.
To issue invoices, process payments, and maintain accounts.
To keep records of work completed and customer preferences.
To handle complaints, queries, and service improvements.
To meet legal, tax, accounting, and insurance obligations.
To protect our business, customers, and staff from fraud, misuse, or security risks.

We will only use personal data for the purposes for which it was collected unless we reasonably believe we need to use it for another compatible purpose and the law allows it.

4. Lawful basis for processing

Under data protection law, we must have a lawful basis to process personal data. Landscaping Towerhamlets relies on the following lawful bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes managing quotations, delivering landscaping services, arranging visits, and handling payments.

Legal obligation

We process some data where required to comply with legal obligations, such as tax records, accounting rules, health and safety requirements, and other regulatory duties.

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 service records, improving our services, securing our systems, and managing customer communications.

Consent

In limited situations, we may rely on your consent, for example for certain marketing communications or optional uses of images. Where consent is used, you may withdraw it at any time.

5. Data sharing and processors

We may share personal data with trusted third parties who act as processors on our behalf. These processors only handle data according to our instructions and are required to protect it appropriately. Processors and service providers may include:

Payment providers used to process card or electronic payments.
Accounting and bookkeeping providers used for invoicing and financial records.
IT, cloud storage, and software providers used for administration, scheduling, record keeping, and document storage.
Communication service providers used for sending messages, emails, or service notifications.
Subcontractors or specialist trades where a project requires additional expertise and only the information necessary for the task is shared.
Legal, insurance, or professional advisers where needed to manage disputes, claims, or compliance matters.

We do not sell personal data. If data is shared with a third party outside the UK, we will ensure appropriate safeguards are in place as required by data protection law.

6. Data retention

We keep personal data only for as long as necessary for the purposes it was collected, including any legal, accounting, or reporting requirements. The retention period depends on the type of data and the reason for processing. In general:

Customer enquiry records may be kept for a limited period to manage follow-up and service continuity.
Contract, invoice, and payment records are retained for the period required by tax and accounting rules.
Service notes and project history may be kept while needed for legitimate business purposes, such as warranty, maintenance, or complaint handling.
Images and site records are retained only as long as necessary for documentation, quality control, or legal protection.

When personal data is no longer needed, we will securely delete, anonymise, or destroy it. Retention is reviewed periodically to ensure information is not kept longer than necessary.

7. Your rights

As a data subject, you have rights over your personal data. Subject to legal conditions, these rights include:

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

You also have the right to raise concerns with the Information Commissioner’s Office if you believe your data has been handled incorrectly. We encourage customers to contact us first so we can address any issue promptly and fairly.

8. Data security

We use appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, limited staff access, and careful management of paper and digital records. While no system is completely risk-free, we take reasonable steps to keep your information secure and to respond appropriately to any suspected data incident.

9. Children’s data

Our services are generally aimed at adult customers and property owners or occupiers. We do not knowingly collect personal data from children unless it is necessary in a limited and lawful context. If we become aware that we have collected data inappropriately, we will take steps to delete it.

10. Changes to this policy

We may update this Privacy Policy from time to time to reflect legal, operational, or service changes. Any revised version will apply from the date it is published or otherwise communicated. We recommend reviewing this policy periodically to stay informed about how your personal data is handled.

11. Summary of our privacy commitment

Landscaping Towerhamlets is committed to processing personal data responsibly, securely, and lawfully. We collect only the information needed to deliver our services, rely on clear lawful bases for processing, use trusted processors where appropriate, and retain data only for as long as necessary. We also respect your rights and aim to handle all requests in a transparent and timely manner. This policy applies to all Landscaping Towerhamlets customers in the area and is designed to support trust, accountability, and compliance in every stage of our service relationship.