Privacy Policy - Landscaping Hatchend

This Privacy Policy explains how Landscaping Hatchend collects, uses, stores, shares, and protects personal data in connection with our landscaping services. It applies to all Landscaping Hatchend customers in the area, including prospective customers, current customers, and former customers. We are committed to handling personal information lawfully, fairly, and transparently in accordance with the UK GDPR and the Data Protection Act 2018.

1. Who We Are

For the purposes of data protection law, Landscaping Hatchend acts as the data controller when we decide how and why personal data is used. This means we are responsible for ensuring that your personal data is processed in a way that respects your rights and complies with applicable legal requirements.

2. Personal Data We Collect

We may collect and process different types of personal data depending on the services requested and the way you interact with us. The data we collect may include:

• Identity data such as your name and title
• Contact data such as address, email address, and telephone number
• Service information relating to quotes, appointments, project details, preferences, and instructions
• Payment data such as billing details and transaction records, where relevant
• Communication data including enquiries, complaints, correspondence, and feedback
• Technical data such as limited device or usage information if you contact us through digital channels
• Site and property data relating to access arrangements, garden measurements, and service requirements

We may also collect information from third parties where necessary, such as property owners, tenants, managing agents, or subcontracted service providers involved in a project. We only collect personal data that is relevant and necessary for our business purposes.

3. How We Use Your 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, access, scheduling, and service coordination
• To issue invoices, manage payments, and maintain accounting records
• To handle customer support, disputes, and complaints
• To improve our services, internal processes, and customer experience
• To comply with legal, tax, insurance, and regulatory obligations
• To maintain appropriate records of work carried out

We only process data where we have a lawful basis to do so and where the processing is necessary for a clear and legitimate purpose.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for each type of processing. Depending on the situation, Landscaping Hatchend may rely on one or more of the following lawful bases:

Contract

We process personal data when it is necessary to enter into or perform a contract with you, such as preparing a quote, carrying out landscaping work, managing billing, or fulfilling agreed service obligations.

Legal Obligation

We process certain information when required to comply with legal duties, including tax records, accounting requirements, insurance obligations, and other regulatory obligations.

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 managing customer relationships, improving services, preventing fraud, protecting our business, and maintaining service records. We always assess these interests carefully and take steps to minimise any impact on your privacy.

Consent

In limited circumstances, we may ask for your consent before processing certain types of information, especially where consent is the most appropriate lawful basis. If we rely on consent, you may withdraw it at any time, without affecting the lawfulness of processing carried out before withdrawal.

5. Sharing Your Data with Processors

We may share personal data with trusted processors who help us operate our business and deliver services. These third parties only process data on our instructions and are required to protect it appropriately. They may include:

• IT and cloud service providers
• Accounting and bookkeeping services
• Payment processors
• Customer communication and scheduling tools
• Professional advisers such as lawyers, insurers, or auditors
• Subcontractors or specialist service providers involved in a project

Where processors handle personal data on our behalf, we put suitable contractual and security arrangements in place. We do not sell your personal data.

6. Other Disclosures of Personal Data

We may disclose personal data where necessary to comply with the law, enforce agreements, protect our rights, or respond to lawful requests by public authorities. We may also share information if required in connection with a business reorganisation, merger, or transfer of assets, provided appropriate protections are in place.

7. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including for the fulfilment of contracts, record-keeping, tax obligations, and legal compliance. The retention period depends on the type of information and the purpose of processing.

In general, we may retain customer and transaction records for a period consistent with accounting and legal requirements. Enquiry records, communication history, and project information may be retained for a reasonable period to support customer service, warranty handling, dispute resolution, and business administration. When data is no longer needed, we will securely delete, anonymise, or archive it as appropriate.

8. Data Security

We take reasonable technical and organisational measures to protect personal data from unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and careful management of third-party systems. While no method of transmission or storage is completely secure, we work to safeguard your information in line with the sensitivity of the data we hold.

9. Your Rights

As a data subject, you have rights under data protection law in relation to your personal data. Subject to legal conditions and exemptions, these rights may 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 restrict processing – to limit how we use your data in certain situations
• Right to data portability – to receive certain data in a structured, commonly used format
• Right to object – to object to processing based on legitimate interests or direct marketing
• Right to withdraw consent – where processing relies on consent

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 violated. We encourage you to raise any concerns with us first so that we can try to resolve the matter promptly and fairly.

10. Children’s Data

Our services are generally directed to adults. We do not knowingly collect personal data from children unless it is necessary in connection with a service request or property arrangement and appropriate lawful grounds apply. If we become aware that we have collected data from a child without proper authorisation, we will take steps to delete it where required.

11. International Transfers

Where personal data is transferred outside the United Kingdom, we will only do so where appropriate safeguards are in place to protect the information in line with applicable data protection law. These safeguards may include adequacy regulations, standard contractual clauses, or equivalent protections designed to preserve your rights and security.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in legal requirements, our business practices, or the services we provide. Any revised version will apply from the date it is made available. We encourage customers to review this policy periodically so they remain informed about how their personal data is handled.

13. Fair Processing and Transparency

We are committed to using personal data in a fair, transparent, and accountable manner. This means we only collect information that is necessary, we use it for clear purposes, and we take care to ensure it is accurate and secure. We aim to be open about our data practices and to respect your privacy at every stage of our relationship with you.

Landscaping Hatchend recognises the importance of protecting personal information and maintaining trust with our customers across the area. This Privacy Policy is intended to explain our approach in plain and practical terms while meeting the requirements of GDPR-compliant processing.