Gardeners Nag's Head Privacy Policy

This Privacy Policy explains how Gardeners Nag's Head collects, uses, stores, and protects personal data relating to customers and prospective customers in our service area. It also explains your rights under the UK General Data Protection Regulation and the Data Protection Act 2018.

This Privacy Policy applies to all Gardeners Nag's Head customers and anyone who contacts us, requests a quote, uses our services, or otherwise interacts with us in the local area where we operate.

Who we are and scope of this policy

Gardeners Nag's Head is a gardening and related services provider operating in the local Nag's Head area. For the purposes of data protection law, Gardeners Nag's Head is the data controller of the personal data described in this Privacy Policy.

This Privacy Policy applies to personal data we collect offline, for example in person or over the phone, and any personal data you provide to us through forms, written correspondence, or other direct communications.

Personal data we collect

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

Identification and contact details, such as your name, postal address, service address, and any other details you choose to share when you contact us.

Service and contract details, such as information about the type of gardening or maintenance work you request, details of your property relevant to the services, dates and times of visits, and records of quotes and agreements.

Billing and payment information, such as records of amounts due and paid, payment method used, and basic invoicing details. We do not store full payment card details.

Communication records, such as notes of phone calls, messages you send to us, and our responses, as well as any feedback or complaints you provide.

Usage and preference information, such as the types of services you are interested in and your preferences about how and when we contact you.

How we collect your personal data

We collect personal data directly from you when you contact us to request information or a quote, book a service, or make an enquiry.

We may collect information during site visits, including details about your garden or property that are necessary to plan and carry out the services you have requested.

We may also collect information when you communicate with us for customer support, feedback, or complaint handling.

Lawful bases for processing personal data

We only process your personal data where we have a valid lawful basis under data protection law. Depending on the situation, we may rely on the following legal bases:

Contract. We process your personal data when it is necessary to enter into or perform a contract with you, such as providing gardening services, preparing a quote, or managing bookings and payments.

Legitimate interests. We may process your personal data where it is necessary for our legitimate business interests and those interests are not overridden by your fundamental rights and freedoms. This includes managing our business operations, improving our services, and keeping appropriate business records.

Legal obligation. We may process your personal data where this is necessary to comply with legal obligations, such as accounting, tax, or record keeping requirements.

Consent. In some cases we may rely on your consent to process your personal data, for example where we send you certain types of marketing that you have opted in to receive. When we rely on consent, you can withdraw it at any time.

How we use your personal data

We process your personal data for the following purposes:

To respond to enquiries, provide quotes, and communicate with you about potential or ongoing services.

To schedule, deliver, and manage gardening and related services, including arranging site access and tailoring work to your preferences.

To issue invoices, process payments, and keep financial and transaction records.

To handle feedback, queries, and complaints, and to provide customer support.

To manage our business operations, for example planning staffing and routes, and monitoring the quality of our services.

Where permitted, to send you information about our services that may be of interest to you, and to manage any marketing preferences you have provided.

Data retention and storage

We will keep your personal data only for as long as is necessary for the purposes for which it was collected, including to meet any legal, accounting, or reporting requirements.

In general, we apply the following retention periods:

Enquiry and quote information that does not lead to a contract is normally kept for a limited period so we can respond to follow-up queries and monitor demand for services.

Customer and contract information, including details of work carried out and related correspondence, is normally kept for the duration of your relationship with us and for a period afterwards to handle any questions, complaints, or legal claims.

Financial and invoicing records are retained for period required by applicable tax and accounting laws.

When we no longer need personal data, we will delete it or anonymise it so that it can no longer be used to identify you.

Data sharing and processors

We do not sell your personal data. We may share your personal data with trusted third parties where this is necessary for the purposes described in this Privacy Policy, and where appropriate safeguards are in place.

We may share personal data with service providers acting as data processors who help us operate our business. These may include companies providing administration, secure data storage or backup, accounting or bookkeeping support, and information technology services. These providers are only permitted to use your personal data in accordance with our instructions and for the services they provide to us.

We may also share personal data with professional advisers, such as accountants or legal advisers, where necessary to obtain advice or comply with our legal obligations.

In certain circumstances we may be required to disclose personal data to public authorities or law enforcement agencies if we are legally obliged to do so.

International transfers

Where we use service providers that are located outside the United Kingdom or the European Economic Area, or that store data in other countries, we will take appropriate steps to ensure that your personal data is given an equivalent level of protection. This may include using standard contractual clauses or other safeguards approved by data protection authorities.

How we protect your data

We take appropriate technical and organisational measures to protect your personal data against loss, misuse, unauthorised access, disclosure, or alteration. These measures are designed to provide a level of security appropriate to the risks associated with the types of personal data we process.

Access to your personal data is limited to those people and organisations who have a genuine business need to access it and are subject to confidentiality obligations.

Your data protection rights

Under data protection law, you have a number of rights in relation to your personal data. These rights are subject to certain conditions and exceptions.

Right of access. You have the right to request a copy of the personal data we hold about you, together with information about how we use it.

Right to rectification. You have the right to ask us to correct personal data that is inaccurate or complete data that is incomplete.

Right to erasure. In some circumstances, you have the right to ask us to delete your personal data, for example where it is no longer needed for the purposes for which it was collected and there is no legal requirement for us to keep it.

Right to restriction of processing. You have the right to request that we restrict the processing of your personal data in certain situations, for example while we are verifying its accuracy or assessing an objection you have raised.

Right to object. You may have the right to object to our processing of your personal data where we rely on legitimate interests as our lawful basis. You also have the right to object at any time to the use of your personal data for direct marketing.

Right to data portability. In certain cases, you have the right to receive personal data you have provided to us in a structured, commonly used, and machine-readable format, and to request that we transfer it to another organisation where this is technically feasible.

Where we rely on your consent to process personal data, you have the right to withdraw that consent at any time. This will not affect the lawfulness of processing carried out before you withdraw consent.

Exercising your rights and complaints

If you wish to exercise any of your data protection rights, or if you have any concerns or questions about how we handle your personal data, you can contact us using the contact details provided through our usual communication channels.

You also have the right to lodge a complaint with the relevant data protection supervisory authority if you believe that your data protection rights have been infringed. We would, however, appreciate the opportunity to address your concerns directly before you contact the authority, and encourage you to contact us in the first instance.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, our data protection practices, or legal requirements. Any updates will take effect from the date they are published. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data.