Privacy Policy - Landscaping Feltham

This Privacy Policy explains how Landscaping Feltham collects, uses, stores, shares, and protects personal data relating to its customers and prospective customers in the Feltham area. It applies to all Landscaping Feltham customers in the area, including individuals who enquire about services, receive quotations, book 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 General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

By using our services or providing your personal information to us, you acknowledge that your data may be processed in line with this Privacy Policy. We only process personal data where we have a valid legal basis and where it is necessary for the purposes described below.

1. Personal Data We Collect

We collect only the information that is relevant and necessary for providing landscaping services, managing customer relationships, and meeting our legal and business obligations. The personal data we may collect includes:

Identity details such as your name, title, and, where relevant, business name.
Contact details such as your address, email address, and telephone number.
Service details including property information, project preferences, photos you choose to share, and information about access or site conditions.
Billing and payment details necessary to process invoices, payments, and records of transactions.
Communication records including emails, messages, notes from calls, and correspondence relating to your enquiry or project.
Technical data such as basic website or device information if you contact us through digital channels, where applicable.

We usually collect information directly from you when you request a quote, book a service, submit an enquiry, or communicate with us. We may also receive data from third parties if you have authorised them to share it with us, or where this is required for completing a service.

2. How We Use Personal Data

We use personal data for specific and legitimate purposes connected to our landscaping services. These purposes include:

Responding to enquiries and providing quotations.
Planning, delivering, and managing landscaping work.
Preparing invoices, taking payments, and maintaining financial records.
Communicating about bookings, schedule changes, and service updates.
Maintaining internal records and service history.
Managing customer support, complaints, or disputes.
Meeting legal, regulatory, accounting, and tax obligations.
Improving our services, administration, and customer experience.

We will not use your personal data for purposes that are incompatible with those listed above unless we have a lawful basis to do so and, where required, we inform you accordingly.

3. Lawful Basis for Processing

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

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes providing quotes at your request, delivering landscaping services, arranging visits, issuing invoices, and managing related communications.

Legal Obligation

We may process and retain personal data where required to comply with legal obligations, such as tax, accounting, insurance, or record-keeping requirements.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights and freedoms. This may include maintaining records, preventing fraud, managing service quality, and handling routine business administration.

Consent

In limited circumstances, we may rely on your consent, for example where you voluntarily provide information for a specific optional purpose. Where we rely on consent, you have the right to withdraw it at any time.

4. Retention of Personal Data

We keep personal data only for as long as it is necessary for the purposes for which it was collected, unless a longer retention period is required by law. Retention periods are determined by the nature of the data, the service provided, and our legal obligations.

In general:

Customer and project records are kept for as long as needed to manage the service and handle any follow-up issues.
Financial and tax records are retained for the period required by applicable accounting and tax laws.
Communication records may be kept for a reasonable period to maintain service history and resolve disputes.
Enquiry data that does not lead to a booking may be retained for a limited period unless you request deletion and there is no lawful reason to keep it.

When data is no longer needed, we will delete it securely or anonymise it so that it can no longer identify you.

5. Sharing Data and Processors

We do not sell your personal data. We may share it only where necessary and appropriate for the operation of our business and the delivery of our services. This may include trusted third parties acting as processors on our behalf, such as:

Accounting and bookkeeping providers.
Payment processing services.
IT, cloud storage, and data backup providers.
Communication tools used for email, messaging, or record management.
Professional advisers such as accountants, insurers, or legal advisers where necessary.

These processors are only permitted to process personal data in accordance with our instructions and must implement suitable security measures. Where required, we ensure that appropriate data processing agreements are in place.

We may also disclose personal data if required by law, court order, regulatory authority, or to protect our rights, property, staff, customers, or the public.

6. Data Security

We take appropriate technical and organisational measures to safeguard personal data against accidental loss, unauthorised access, misuse, alteration, or disclosure. These measures are designed to reflect the sensitivity of the information we hold and the risks associated with processing it.

While we work to protect your data, no system can be guaranteed to be completely secure. We therefore encourage you to provide only the information necessary for your enquiry or service and to contact us promptly if you believe your information has been compromised.

7. Your Rights

As a data subject under UK data protection law, you have a number of rights in relation to your personal data. These include:

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 – you can request deletion of your data in certain circumstances.
Right to restriction – 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.
Right to data portability – you can request transfer of data you provided to us, where applicable.
Right to withdraw consent – where processing relies on consent, you may withdraw it at any time.

To exercise any of these rights, you may make a request using the usual communication channels provided for customer service. We may need to verify your identity before responding. We aim to respond within the timeframe required by law.

8. International Transfers

Where personal data is transferred outside the UK, we will ensure that appropriate safeguards are in place to protect it. This may include the use of approved contractual protections or transfer mechanisms recognised under data protection law.

9. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data protection practices. Any updated version will apply from the date it is issued. We encourage customers in Feltham and the surrounding area to review this policy periodically to stay informed about how we handle personal data.

10. Summary of Our Commitment

Landscaping Feltham respects your privacy and is committed to using personal data responsibly. We collect only what we need, use it for clear and lawful purposes, retain it for appropriate periods, and share it only with reliable processors or where required by law. We also recognise and respect your rights under data protection law.

This policy applies to all Landscaping Feltham customers in area. If you use our services, your personal data will be handled in accordance with this Privacy Policy and applicable law.