Privacy Policy - Landscaping Kenton

This Privacy Policy explains how Landscaping Kenton collects, uses, stores, shares, and protects personal data when providing landscaping and related services. It applies to all Landscaping Kenton customers in the area, including individuals, households, landlords, property managers, and business clients who request quotations, book services, or otherwise interact with us. 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 Kenton is the data controller for the personal data described in this policy. This means we determine the purposes and means of processing personal data for the services we provide. We only collect and use data where we have a valid legal reason to do so and only to the extent necessary for the service requested, legal compliance, or our legitimate business interests.

2. Personal Data We Collect

We may collect and process the following categories of personal data:

Identity details: name, title, and any business name where applicable.
Contact details: address, email address, and telephone number.
Property and service information: property access notes, garden or site preferences, service history, and project requirements.
Billing and payment details: invoice information, payment status, and related transaction records.
Communication records: messages, calls, emails, and notes relating to enquiries, quotations, bookings, complaints, and service updates.
Technical data: limited website or device information if you interact with digital forms or online services, such as IP address, browser type, and usage logs.
Photographs or site images: images used to assess, plan, or document landscaping work, where relevant.

We do not intentionally collect special category data unless it is required and you have chosen to provide it, or it becomes necessary for a specific legal or operational reason. If such information is ever relevant, we will apply additional safeguards.

3. How We Collect Data

We collect personal data directly from you when you request a quote, make a booking, communicate with us, or provide information during a site visit. We may also receive data from third parties where this is necessary to deliver services, such as property owners, managing agents, contractors, or payment providers. In some cases, data may be collected automatically from digital systems used to manage appointments, enquiries, or administration.

4. Why We Use Your Data

We use personal data for the following purposes:

to provide landscaping services and related support;
to prepare quotations and assess project requirements;
to manage bookings, site visits, and service delivery;
to send invoices, process payments, and maintain accounts;
to keep records of work completed and customer preferences;
to respond to enquiries, complaints, and requests;
to comply with legal, tax, insurance, and regulatory obligations;
to improve our operations, service quality, and customer experience;
to protect against fraud, misuse, or security incidents.

We only use personal data where it is necessary and appropriate for a legitimate purpose connected to our business and your requested services.

5. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis for each type of processing. Landscaping Kenton relies on the following lawful bases:

Contract

We process your data where it is necessary to enter into or perform a contract with you. This includes preparing quotes, booking services, delivering landscaping work, issuing invoices, and managing customer accounts.

Legal Obligation

We process certain data where necessary to comply with legal requirements, including tax, accounting, insurance, health and safety, and record-keeping obligations.

Legitimate Interests

We may process data where it is reasonably necessary for our legitimate business interests, provided your rights and freedoms do not override those interests. This may include maintaining service records, improving efficiency, handling customer communications, preventing fraud, and protecting our business operations. We always assess whether such processing is proportionate and limited to what is needed.

Consent

In limited situations, we may rely on your consent, for example where it is required for specific communications or optional uses of data. Where consent is used, you can withdraw it at any time without affecting the lawfulness of processing carried out before withdrawal.

6. Sharing Your Personal Data

We may share personal data with trusted third parties, referred to as processors or service providers, who help us operate our business and deliver services. These may include:

accounting and bookkeeping providers for financial administration;
payment processors for handling card or electronic payments;
IT and cloud service providers for data storage, communications, and system support;
customer management or scheduling providers for booking and service coordination;
professional advisers such as insurers, legal advisers, or auditors where required;
subcontractors or specialist trades if needed to complete landscaping work safely and effectively;
regulators, law enforcement, or public authorities where disclosure is required by law.

All processors are required to protect personal data, use it only on our instructions, and maintain appropriate security measures. We do not sell your personal data.

7. International Transfers

If any processor stores or accesses personal data outside the UK, we will ensure suitable safeguards are in place so that your information remains protected to the standard required by UK GDPR. These safeguards may include adequacy regulations, approved contractual clauses, or equivalent transfer mechanisms.

8. Data Retention

We keep personal data only for as long as necessary for the purpose it was collected, including for legal, accounting, insurance, and dispute-resolution requirements. Retention periods may vary depending on the type of information and the service provided. In general:

quotation and enquiry records may be kept for a limited period if no service is booked;
customer and service records may be retained for the duration of the working relationship and for a reasonable period afterwards;
financial and tax records are retained for the period required by law;
communication and complaint records are retained as long as needed to resolve matters and maintain business records.

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

9. Data Security

We take appropriate technical and organisational measures to safeguard personal data against unauthorised access, accidental loss, alteration, disclosure, or destruction. These measures may include access controls, secure storage, password protection, staff confidentiality obligations, and restricted data sharing. While no system can be guaranteed completely secure, we work to reduce risk and respond promptly to any suspected data incident.

10. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These may include:

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

You can also withdraw consent where processing is based on consent. Exercising one right will not affect other rights you may have. We may need to verify your identity before responding to a request.

11. How We Respond to Requests

We aim to respond to rights requests within the time limits set by law, usually within one month. If a request is complex or numerous, we may extend the timeframe as permitted by law and will explain the reason for any delay. We will not usually charge a fee unless a request is manifestly unfounded, excessive, or repetitive.

12. Children’s Data

Our services are primarily intended for adults and property-related customers. We do not knowingly collect personal data from children unless it is incidental to a service and is necessary for lawful, practical, or safety reasons. Where children’s data is involved, we take extra care to ensure it is handled appropriately and lawfully.

13. Changes to This Policy

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

14. Summary of Our Commitment

Landscaping Kenton is committed to processing personal data responsibly, securely, and only where there is a clear lawful basis. We use data to deliver our landscaping services, manage customer relationships, meet legal obligations, and improve our operations while respecting your rights. We will always aim to keep your information secure, relevant, and no longer than necessary, and to treat it with the care expected under data protection law.

By using our services, requesting a quotation, or engaging with us as a customer in the area, you acknowledge that your personal data may be processed as described in this Privacy Policy.