Privacy Policy - Landscaping Merton

Landscaping Merton is committed to protecting the privacy and personal data of all customers in the area. This Privacy Policy explains how we collect, use, store, share, and protect personal information when you use our landscaping, garden maintenance, design, installation, and related services. It applies to all Landscaping Merton customers in the area, including prospective customers, current customers, former customers, and individuals who enquire about our services.

1. Who We Are

This Privacy Policy is issued by Landscaping Merton, acting as the data controller for the personal information we process in connection with our services. We determine the purposes and means of processing personal data and are responsible for ensuring that this processing complies with the UK GDPR and the Data Protection Act 2018.

2. Information We Collect

We collect and process only the information necessary to provide and manage our services effectively. Depending on the nature of your enquiry or project, we may collect the following categories of personal data:

Identity details such as your name, title, and, where relevant, the name of a business or property owner.
Contact details including address, email address, telephone number, and other communication details.
Service and project information including details about your garden, property, preferences, requested work, and appointment history.
Billing and payment information needed to prepare invoices, receive payments, and maintain financial records.
Communication records such as emails, messages, notes from calls, feedback, and complaint details.
Technical information where relevant, such as basic website or device usage data if you contact us through digital channels.
Photographs or site images of gardens, outdoor areas, or completed works, where needed for quotations, planning, or record keeping.

We do not intentionally collect special category data unless you choose to provide it or it is necessary for a specific legal or service-related reason. If such information is received, it is handled with additional care and only where lawful.

3. How We Use Your Personal Data

We use personal data to deliver our services in a professional and reliable way. Typical uses include:

Providing quotes, estimates, and service recommendations.
Managing bookings, site visits, and project schedules.
Carrying out landscaping, maintenance, planting, installation, and related work.
Communicating with you about your project, service updates, or changes.
Processing invoices, payments, refunds, and financial records.
Responding to questions, concerns, complaints, or requests.
Keeping internal business records and maintaining service quality.
Complying with legal obligations, tax requirements, and regulatory duties.
Improving our services, planning operations, and managing risk.

We only use your information for legitimate business purposes and for reasons that are compatible with the context in which the data was originally collected.

4. Lawful Basis for Processing

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

Performance of a Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes preparing quotes, providing services, handling payments, and managing ongoing customer relationships.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests and those interests are not overridden by your rights and freedoms. This can include managing appointments, improving customer service, maintaining business records, preventing fraud, and protecting our business and clients.

Legal Obligation

We process certain information where necessary to comply with legal and regulatory requirements. This includes tax, accounting, insurance, and record-keeping obligations.

Consent

In limited situations, we rely on your consent. For example, this may apply to optional communications or where specific information is provided voluntarily for a defined purpose. Where consent is used, you may withdraw it at any time, although this will not affect the lawfulness of processing carried out before withdrawal.

5. Sharing Your Information

We may share personal data with trusted third parties only where necessary and proportionate. These recipients may include:

Service providers who support our operations, such as IT support, secure data storage, accounting, and administrative tools.
Payment processors who handle transactions securely on our behalf.
Professional advisers such as accountants, insurers, or legal advisers where required.
Subcontractors or specialist trades involved in delivering parts of a landscaping project, where appropriate and relevant.
Public authorities or regulators when required by law or to protect legal rights.

Where we use third-party processors, they are required to act only on our instructions, keep your data secure, and comply with applicable data protection obligations. We do not sell personal data.

6. Data Processors

Landscaping Merton may use data processors to help operate the business efficiently. These processors may provide services such as customer administration, bookkeeping, secure cloud storage, email handling, payment processing, and document management. All processors are selected carefully and are subject to appropriate contractual safeguards.

Each processor must:

Process personal data only for the agreed purpose.
Keep personal data confidential and secure.
Implement appropriate technical and organisational measures.
Assist us in meeting data protection obligations where required.
Delete or return data when no longer needed for the service arrangement.

Where processors or service providers are located outside the UK, we ensure that appropriate safeguards are in place before any transfer occurs.

7. Data Retention

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

Customer and project records are kept for the duration of the service relationship and for a reasonable period afterward.
Financial and tax records are retained in line with legal and accounting requirements.
Communication records may be kept to help resolve disputes, maintain service history, and improve operations.
Photos and site notes are retained only as long as needed for quotations, project documentation, or quality assurance.

When data is no longer required, we take appropriate steps to securely delete, anonymise, or archive it in line with our retention practices. We do not keep personal information longer than necessary.

8. Data Security

We use appropriate technical and organisational measures to protect your information against loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access restrictions, secure storage, password protection, and limited access to personal data on a need-to-know basis.

No method of transmission or storage is completely secure, but we take reasonable steps to reduce risk and to ensure information is handled responsibly.

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

If you wish to exercise any of these rights, we will respond in accordance with applicable law. In some cases, we may need to retain certain information for legal or operational reasons.

10. Complaints and Supervisory Authority

If you are concerned about how your personal data has been handled, you may raise the issue with Landscaping Merton so we can review and address your concern. You also have the right to lodge a complaint with the UK Information Commissioner’s Office if you believe your data protection rights have been infringed.

11. 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 handling practices. Any revised 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 information is used.

12. Scope of This Policy

This Privacy Policy applies to all Landscaping Merton customers in the area, as well as anyone who interacts with us in relation to our services. By using our services or contacting us, you acknowledge that your personal data may be processed in accordance with this policy and applicable law.

Landscaping Merton values privacy, transparency, and responsible data handling. We are committed to using personal data fairly, lawfully, and only where necessary to provide high-quality landscaping services.