Privacy Policy - Landscaping Newham

This Privacy Policy explains how Landscaping Newham collects, uses, stores, shares, and protects personal data relating to its customers, prospective customers, and website or service users in the Newham area. It applies to all Landscaping Newham customers in the area, including individuals who request quotes, book services, receive maintenance work, or otherwise interact with our business. We are committed to handling personal information in a lawful, fair, and transparent manner in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Personal Data We Collect

We collect only the information needed to provide landscaping and related services safely, efficiently, and professionally. Depending on your interaction with us, we may collect the following categories of data:

Identity details: name, title, and, where relevant, business or property ownership details.
Contact details: address, email address, and phone number.
Service information: details of the work requested, property access notes, garden or site requirements, preferred schedules, and service history.
Payment information: payment status, invoicing details, and transaction records. We do not store unnecessary card details unless a secure payment provider requires them.
Communication records: emails, messages, call notes, complaints, feedback, and service confirmations.
Technical data: limited information such as device, browser, or cookie data if you interact with digital services.
Photographs and site images: before, during, or after works, where needed for quotations, planning, quality control, or proof of completion.

We do not intentionally collect special category data unless it is strictly necessary and you have provided it in a lawful way, or unless another legal basis applies. If such data is received accidentally, we will treat it with increased care and only retain it where appropriate.

2. How We Use Personal Data

We use your personal data for the following purposes:

to provide quotations and assess service requirements;
to carry out landscaping, maintenance, installation, and related services;
to manage bookings, scheduling, and access arrangements;
to issue invoices, process payments, and maintain accounting records;
to communicate with you about your project, service changes, or queries;
to handle complaints, disputes, or warranty matters;
to maintain service quality, safety, and operational records;
to comply with legal and regulatory obligations;
to prevent fraud, misuse, or unauthorised access;
to improve our services, training, and internal administration.

We will only use your data in ways that are compatible with the reason it was collected. Where we need to use it for a new purpose, we will ensure that a valid lawful basis applies.

3. Lawful Basis for Processing

Under GDPR, we must have a lawful basis before processing personal data. Landscaping Newham relies on the following bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes preparing quotations, arranging work, delivering services, sending invoices, and managing related customer communications.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided your interests and fundamental rights do not override those interests. Examples include service administration, keeping records, improving operations, ensuring site safety, and handling customer enquiries. When relying on legitimate interests, we consider the impact on your privacy and limit processing to what is reasonable and necessary.

Legal Obligation

We may process and retain certain information where required by law, including tax, accounting, health and safety, and record-keeping obligations.

Consent

In limited cases, we may rely on your consent, for example where we send optional marketing communications or use certain cookies or media features. Where consent is used, you can withdraw it at any time, without affecting the lawfulness of processing carried out before withdrawal.

4. Data Sharing and Processors

We do not sell your personal data. However, we may share it with trusted third parties who help us operate our business. These third parties act as processors when they handle data on our behalf and under our instructions.

Processors may include:

accounting and bookkeeping providers;
payment service providers;
IT, cloud storage, and software providers;
customer relationship or scheduling tools;
subcontractors and specialist contractors supporting service delivery;
professional advisers such as accountants, insurers, or legal advisers;
regulatory, law enforcement, or public authorities where required by law.

We require processors to keep data secure, use it only for the agreed purpose, and apply appropriate technical and organisational safeguards. If data is transferred outside the UK, we will ensure appropriate protection is in place, such as standard contractual clauses or equivalent safeguards.

5. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes described in this policy, unless a longer retention period is required or permitted by law. Retention periods depend on the type of data and the reason for processing.

Customer and service records: kept for the duration of the business relationship and for a reasonable period afterwards for follow-up, warranty, and dispute resolution.
Invoices, accounting, and tax records: retained for the period required by law.
Communication records: kept as needed to manage service history and resolve issues.
Photographs and site images: retained only while needed for the relevant project, quality control, or record-keeping purpose.
Marketing data: retained until you opt out or it is no longer needed.

When data is no longer required, we will delete it securely or anonymise it so it can no longer identify you. Retention is reviewed regularly to ensure we do not hold information longer than necessary.

6. Your Data Protection Rights

As a data subject, you have rights under GDPR in relation to your personal data. These rights may be exercised subject to legal limits and exemptions.

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: in some cases, you may ask us to delete your personal data.
Right to restriction: you can request that we limit how your data is used in certain circumstances.
Right to object: you can object to processing based on legitimate interests or direct marketing.
Right to data portability: where applicable, you can request your data in a structured, commonly used format.
Right to withdraw consent: if processing is based on consent, you may withdraw it at any time.

You also have the right to lodge a complaint with the UK Information Commissioner’s Office if you believe your data has been handled unlawfully. We encourage you to raise concerns with us first so we can try to resolve the matter promptly.

7. Security of Your Information

We take 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, encryption where appropriate, and staff awareness procedures. While we work hard to protect your information, no system can be guaranteed to be completely secure.

8. 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 information is handled.

9. Fair Processing Commitment

We aim to process personal data in a way that is lawful, transparent, and limited to what is necessary. We do not use personal data in a manner that is incompatible with the purposes set out above, and we seek to ensure that our practices respect your privacy rights at every stage of the customer relationship. By using Landscaping Newham services in the Newham area, you acknowledge that your information may be processed in accordance with this policy and applicable data protection law.