Privacy Policy - Landscaping Richmonduponthames

Last updated: May 2026

This Privacy Policy explains how Landscaping Richmonduponthames collects, uses, stores, shares, and protects personal data. It applies to all Landscaping Richmonduponthames customers in the area, including prospective customers, current customers, former customers, and individuals who communicate with us regarding landscaping services.

We are committed to handling personal data in accordance with the UK GDPR and the Data Protection Act 2018. This policy is written to be clear, lawful, and transparent so that you understand how your information is managed when you use our services.

1. Information We Collect

We may collect and process personal data that you provide to us directly, that is generated during the provision of services, or that is received from third parties where appropriate. The types of data we may collect include:

Identity details such as your name and title.
Contact details such as address, email address, and telephone number.
Service information such as details of the landscaping work requested, property access notes, service preferences, and project instructions.
Billing and payment data such as invoicing records, transaction references, and payment status.
Communication records including emails, messages, call notes, and any feedback or complaints.
Technical data such as basic device, browser, or usage information where relevant to online interactions.
Site and project records such as photographs taken for quotations, planning, progress updates, or evidence of completed work.

We only collect information that is necessary for legitimate business and operational purposes. Where possible, we limit the amount of data collected to what is relevant and proportionate.

2. How We Use Personal Data

We use personal data to provide landscaping services efficiently, safely, and professionally. This may include:

Responding to enquiries and preparing quotations.
Scheduling visits, assessments, and service appointments.
Delivering landscaping, maintenance, design, installation, or related services.
Managing customer accounts, billing, and administrative records.
Maintaining service quality, resolving complaints, and handling disputes.
Meeting legal, accounting, insurance, and regulatory obligations.
Improving our services, internal processes, and customer experience.
Protecting our business, staff, customers, and property from fraud, misuse, or security threats.

We do not use personal data for purposes that are incompatible with those explained in this policy unless we have a lawful basis to do so.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process personal data. Depending on the context, we rely on one or more of the following legal bases:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes providing quotations, carrying out agreed work, issuing invoices, and managing customer service related to contracted work.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. Examples include managing business operations, responding to enquiries, preventing fraud, improving services, and maintaining records.

Legal Obligation

We may process and retain certain data to comply with legal duties, such as tax rules, accounting requirements, health and safety obligations, and insurance-related recordkeeping.

Consent

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

Vital Interests

In rare cases, we may process data to protect someone’s vital interests, such as in an emergency involving health or safety.

4. Sharing Personal Data and Processors

We may share personal data only where necessary and appropriate for the operation of our business and the delivery of services. We do not sell personal data.

We may share information with trusted third parties who act as processors or independent controllers depending on the nature of the service. These may include:

IT and cloud service providers that store or support business systems.
Accounting and invoicing providers used for financial administration.
Payment service providers that process transactions securely.
Customer communication tools used to manage messages, emails, or scheduling.
Professional advisers such as insurers, legal advisers, or accountants where necessary.
Subcontractors or specialist service partners assisting with specific landscaping tasks under our instructions.

Where third parties act as processors, they are required to process personal data only on our documented instructions and to implement appropriate security measures. We take reasonable steps to ensure that processors are reliable, contractually bound, and compliant with data protection requirements.

We may also disclose personal data where required by law, court order, or lawful request from public authorities, or where necessary to protect our rights, property, customers, or staff.

5. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including any legal, accounting, or reporting requirements. The retention period depends on the type of data and the reason it is held.

In general:

Quotation and enquiry records may be retained for a limited period after the enquiry ends, unless a longer period is needed for follow-up or dispute resolution.
Customer service and contract records may be kept for the duration of the relationship and for a reasonable period afterwards.
Financial and invoicing records are retained in line with tax and accounting obligations.
Communication records may be retained where needed to evidence instructions, resolve issues, or maintain service history.
Photographs and project records are retained only as long as necessary for operational, evidential, or legal purposes.

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

6. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, alteration, disclosure, loss, or destruction. These measures may include access controls, password protection, secure storage, staff confidentiality obligations, and data minimisation practices.

Although no system can be guaranteed to be completely secure, we work to reduce risk and review our safeguards periodically.

7. Your Rights

Under data protection law, you have a number of rights regarding your personal data. These rights may apply depending on the circumstances and the legal basis for processing. They 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 information.
Right to erasure – in certain cases, you can request deletion of your data.
Right to restriction – you can ask us to limit how we use your data in specific situations.
Right to object – you can object to processing based on legitimate interests or direct marketing.
Right to data portability – in some cases, you can ask for your data in a structured, commonly used format.
Right to withdraw consent – where consent is used, you may withdraw it at any time.

If you wish to exercise any of these rights, we will respond in accordance with data protection law. We may need to verify your identity before acting on your request. Some rights may be subject to exemptions or limitations, especially where we must retain information for legal reasons.

8. International Transfers

Where personal data is transferred outside the UK, we will take appropriate steps to ensure that the transfer is protected by suitable safeguards and that your data continues to receive an adequate level of protection.

9. Children’s Data

Our services are generally aimed at adult customers and property owners or occupiers. We do not knowingly collect personal data from children unless it is necessary for a specific service interaction and is provided lawfully by a parent, guardian, or authorised adult.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in legal requirements, business practices, or service arrangements. Any updated version will apply from the date it is published. We encourage customers to review this policy periodically so they remain informed about how personal data is handled.

11. Summary of Our Commitment

We respect your privacy and handle personal data responsibly. Our approach is based on lawfulness, fairness, transparency, minimisation, accuracy, storage limitation, integrity, and confidentiality. This means we collect only what we need, use it for clear purposes, keep it secure, and retain it only for as long as necessary.

By using Landscaping Richmonduponthames services, you acknowledge that this Privacy Policy applies to your personal data as part of our customer relationship in the area. We remain committed to safeguarding information and respecting your rights under applicable data protection laws.