Privacy Policy - Landscaping Pimlico

This Privacy Policy explains how Landscaping Pimlico collects, uses, stores, shares, and protects personal data when providing landscaping services to customers in the Pimlico area. It applies to all Landscaping Pimlico customers in the area, including current, former, and prospective customers, as well as people who enquire about our services. We are committed to handling personal data in a lawful, fair, and transparent manner in line with the UK GDPR and the Data Protection Act 2018.

1. Who We Are

Landscaping Pimlico provides landscaping, garden maintenance, design, and related outdoor services. In the course of delivering these services, we may need to process personal data about customers, site contacts, property owners, and other relevant individuals. We only collect and use information that is necessary for legitimate business and service purposes.

2. Personal Data We Collect

We may collect the following categories of personal data:

Identity data such as name and title.
Contact data such as address and email address.
Service data such as details of the landscaping work requested, property access notes, and preferred service times.
Payment and billing data such as invoicing details and payment records.
Communication data such as correspondence, enquiry records, and service updates.
Technical data such as basic device or usage information if you interact with us electronically.
Location-related data where needed to carry out services at a property in Pimlico or the surrounding area.

We generally do not seek to collect special category data. If such information is ever needed, it will only be processed where there is a lawful basis and where it is strictly necessary.

3. How We Collect Personal Data

We may collect personal data directly from you when you make an enquiry, request a quote, book a service, provide feedback, or communicate with us. We may also collect data from third parties where this is necessary to provide our services, for example from a property representative, a payment provider, or a subcontractor acting on our behalf.

4. How We Use Personal Data

We use personal data for the following purposes:

to respond to enquiries and provide quotations;
to arrange and deliver landscaping services;
to manage customer accounts and service records;
to issue invoices and process payments;
to communicate about appointments, changes, or service-related issues;
to maintain business records and meet legal obligations;
to improve our services and customer experience;
to resolve complaints, disputes, or insurance matters.

We only use personal data for purposes that are compatible with the original reason it was collected, unless we have a lawful basis to use it differently.

5. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process your personal data. Landscaping Pimlico relies on the following lawful bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes preparing quotes, carrying out work, managing bookings, and handling payment-related administration.

Legal Obligation

We process certain information where we must comply with legal or regulatory requirements, such as accounting, tax, insurance, or record-keeping obligations.

Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This may include improving our services, managing communications, preventing fraud, and maintaining secure business operations.

Consent

In limited cases, we may rely on your consent, for example where you agree to receive specific marketing communications. Where consent is used, you can withdraw it at any time.

6. Sharing and Processors

We may share personal data with trusted third parties who act as processors on our behalf. These processors are only permitted to use personal data according to our instructions and must keep it secure and confidential. Examples may include:

IT and cloud storage providers;
payment service providers;
accounting or bookkeeping services;
customer management or communication tools;
subcontractors or specialist contractors assisting with landscaping services.

We may also disclose personal data where required by law, to enforce our legal rights, or to protect the rights, property, or safety of Landscaping Pimlico, our customers, or others. We do not sell personal data.

7. International Transfers

If any of our processors store or access data outside the UK, we ensure appropriate safeguards are in place. These may include UK adequacy regulations, standard contractual clauses, or equivalent legal protections designed to keep personal data secure and legally protected.

8. Data Retention

We retain personal data only for as long as necessary for the purposes for which it was collected, including satisfying legal, accounting, and reporting requirements. The length of time may depend on the type of data and the context in which it was provided.

Customer and service records are generally kept for the duration of the service relationship and for a reasonable period afterwards.
Financial and invoicing records are retained for the period required by tax and accounting law.
Communication records may be kept longer where needed to resolve disputes or maintain service history.

When data is no longer required, we will delete it or anonymise it securely.

9. Data Security

We use appropriate technical and organisational measures to protect personal data against accidental loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, and limited sharing on a need-to-know basis. While no system can be guaranteed to be completely secure, we work to maintain a high level of protection.

10. Your Rights

As a data subject, you have rights under data protection law. These rights may include:

the right to be informed about how your data is used;
the right of access to request a copy of your personal data;
the right to rectification if information is inaccurate or incomplete;
the right to erasure in certain circumstances;
the right to restrict processing in certain cases;
the right to data portability for data provided to us in certain situations;
the right to object to processing based on legitimate interests or direct marketing;
rights related to automated decision-making, where applicable.

If we rely on consent, you also have the right to withdraw consent at any time. This will not affect the lawfulness of processing carried out before withdrawal.

11. Exercising Your Rights

You may exercise your rights by making a request using the details provided in our service communications or records. We may need to verify your identity before responding. We will aim to respond within one month, although complex requests may take longer in accordance with applicable law.

12. Children’s Data

Our services are intended for adults or authorised representatives acting on behalf of property owners or occupiers. We do not knowingly collect personal data from children unless it is necessary and appropriate in the context of service delivery and lawful processing.

13. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, business practices, or the way we process data. Any updated version will apply from the date it is made available. We encourage customers in Pimlico to review this policy periodically so they remain informed about how their information is handled.

14. Complaints

If you have concerns about how your personal data is handled, you have the right to raise them with the relevant data protection authority. You may also contact us through our usual service channels to discuss the issue first. We will take privacy concerns seriously and will seek to resolve them promptly and fairly.

Summary of our approach: Landscaping Pimlico only processes personal data when necessary, keeps it secure, retains it for a limited time, and respects the rights of everyone whose data we use. Transparency, security, and lawful processing are central to how we operate. This policy applies to all Landscaping Pimlico customers in the area.