Privacy Policy - Landscaping Hackney

This Privacy Policy explains how Landscaping Hackney collects, uses, stores, shares, and protects personal data relating to its customers. It applies to all Landscaping Hackney customers in the area, including prospective customers, current customers, and individuals who make enquiries, request quotations, or use our landscaping and related services. 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.

1. Who We Are

Landscaping Hackney provides landscaping, maintenance, design, installation, and associated property improvement services. In carrying out these services, we may process personal data about customers, site occupants, property owners, contractors, and other individuals connected to a project. This policy explains the types of data we collect and the reasons for processing it.

2. Personal Data We Collect

We collect only the data necessary to provide our services effectively and manage our business operations. The personal data we may collect includes:

Identity information such as name, title, and any business name provided.
Contact information such as address, email address, and telephone number.
Property and service information such as project details, garden or site notes, photographs, measurements, access requirements, and service preferences.
Billing and payment information such as invoicing details, payment records, and transaction references.
Communication records such as correspondence, enquiry details, complaints, feedback, and service updates.
Technical information if you interact with us electronically, including basic device or usage data where needed for security and service management.

We do not intentionally collect special category data unless it is necessary and lawful to do so. If such data is ever required, we will apply additional safeguards and ensure a valid legal basis exists.

3. How We Use Personal Data

We use personal data to operate our services and manage our customer relationships. This may include:

responding to enquiries and providing quotations;
planning, delivering, and managing landscaping services;
communicating about appointments, project progress, and service matters;
issuing invoices, processing payments, and managing accounts;
maintaining internal records and improving service quality;
handling complaints, disputes, and insurance-related matters;
meeting legal, tax, accounting, and regulatory obligations;
protecting against fraud, misuse, or security incidents.

We only use data where it is relevant, necessary, and proportionate to the purpose for which it was collected.

4. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis for every type of processing. Landscaping Hackney 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 preparing quotes, delivering agreed services, managing schedules, and taking payment.

Legal Obligation

We process data where needed to comply with legal obligations, including accounting, tax, record-keeping, and responding to lawful requests from public authorities.

Legitimate Interests

We may process data based on our legitimate interests, provided your rights and interests do not override those interests. Examples include improving our services, maintaining business records, preventing fraud, and communicating about existing services.

Consent

In limited situations, we may rely on your consent, such as for certain marketing communications where consent is required. Where we rely on consent, you may withdraw it at any time.

5. Sharing Data and Processors

We may share personal data with trusted third parties who help us operate our business. These third parties act as processors or, in some cases, separate controllers. They are only permitted to process data on our instructions or in accordance with applicable law.

Examples of processors may include:

accounting and bookkeeping providers;
payment processing providers;
IT support, cloud storage, and data security providers;
communication and email service providers;
surveying, design, or project-management tools used to support service delivery;
professional advisers such as insurers, legal advisers, or auditors where necessary.

We require processors to implement appropriate technical and organisational security measures and to process data only for the agreed purpose. We do not sell personal data. Where data is shared with independent controllers, such as public authorities or insurers, they are responsible for their own privacy practices.

6. Data Retention

We keep personal data only for as long as necessary for the purpose for which it was collected, and to meet legal, accounting, or operational requirements. Retention periods vary depending on the type of data and the reason for holding it.

Customer and project records are generally kept for the duration of the service relationship and for a reasonable period afterwards.
Financial and tax records are retained for the period required by law.
Correspondence and complaint records may be retained for as long as needed to resolve disputes and demonstrate compliance.
Marketing consent records are kept until consent is withdrawn or the data is no longer needed.

When data is no longer required, we will securely delete, anonymise, or archive it in line with our retention practices.

7. Data Security

We take appropriate measures to protect personal data against unauthorised access, loss, misuse, or disclosure. These measures may include access controls, secure storage, encryption where appropriate, restricted sharing, and staff awareness of data protection responsibilities. While no system can be guaranteed completely secure, we work to reduce risks and respond appropriately to incidents.

8. 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 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 situations.
Right to restrict processing – you can ask us to limit how we use your data in some cases.
Right to object – you can object to processing based on legitimate interests or direct marketing.
Right to data portability – you can request transfer of data you provided, where applicable.
Right to withdraw consent – where we rely on consent, you may withdraw it at any time.

Please note that some rights are not absolute and may be subject to legal or operational limitations. If you exercise a right, we may need to verify your identity before responding.

9. International Transfers

If any service provider stores or processes data outside the UK, we will take steps to ensure appropriate safeguards are in place, such as approved transfer mechanisms and contract protections, so that personal data remains protected to the required standard.

10. Children’s Data

Our services are intended for adults and property-related customers. We do not knowingly collect data from children unless it is necessary for a specific service and is provided by an adult with authority to do so. Where children’s data is involved, we apply suitable safeguards.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in legal requirements, operational practices, or service arrangements. Any updated 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 data is handled.

12. Summary of Our Commitment

Landscaping Hackney is committed to processing personal data responsibly, securely, and only for legitimate purposes. We aim to keep data accurate, retain it only as long as needed, and respect the rights of every customer in the area. Your privacy matters to us, and we will continue to handle your information in line with applicable data protection law.