Privacy Policy - Landscaping Sevensisters

This Privacy Policy explains how Landscaping Sevensisters collects, uses, stores, shares, and protects personal data. It applies to all Landscaping Sevensisters customers in the area, including individuals who request quotations, purchase services, make enquiries, or otherwise interact with our business. We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with applicable data protection laws, including the General Data Protection Regulation (GDPR).

1. Who This Policy Applies To

This policy applies to customers, prospective customers, site visitors, and any other individuals whose personal data we process in connection with our landscaping services. It covers data collected through direct communication, service requests, scheduling arrangements, invoicing, and operational activities connected with our work.

By engaging with Landscaping Sevensisters, you acknowledge that your personal data may be processed as described in this policy.

2. Personal Data We Collect

We only collect personal data that is necessary for the purposes described in this policy. The categories of information we may collect include:

Identity data such as your name and title.
Contact data such as your address, email address, and telephone number.
Service data such as property details, project requirements, appointment details, and service preferences.
Payment and billing data such as invoicing information and transaction records.
Communication data such as messages, notes from calls, and records of correspondence.
Technical data such as limited device and usage information if you interact with our digital services.
Operational data such as records relating to scheduling, site access, health and safety, and service delivery.

We do not intentionally collect special category data unless it is strictly required and we have a lawful basis to do so. If such data is ever provided to us, we will handle it with additional care and only where permitted by law.

3. How We Use Personal Data

We use personal data for the following purposes:

To respond to enquiries and provide quotes.
To arrange, deliver, and manage landscaping services.
To invoice, process payments, and maintain accounting records.
To communicate about appointments, changes, and service updates.
To maintain customer records and support service history.
To comply with legal, tax, insurance, and regulatory obligations.
To protect our business, staff, customers, and property.
To resolve complaints, disputes, or claims.

We do not use personal data for unrelated purposes that would be incompatible with the original reason it was collected.

4. Lawful Basis for Processing

Under GDPR, we must have a lawful basis to process personal data. Depending on the situation, Landscaping Sevensisters relies on one or more of the following bases:

4.1 Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes preparing quotations, delivering landscaping services, arranging appointments, issuing invoices, and managing customer accounts.

4.2 Legal Obligation

We may process personal data where required to comply with legal duties, including tax, accounting, health and safety, and record-keeping obligations.

4.3 Legitimate Interests

We may process personal data where it is necessary for our legitimate interests, provided those interests do not override your rights and freedoms. Examples include managing our business efficiently, maintaining service records, preventing fraud, improving service quality, and protecting against legal claims.

4.4 Consent

In limited cases, we may rely on your consent, for example where consent is required for specific optional communications or certain data uses. You may withdraw consent at any time, although this will not affect processing that has already taken place lawfully.

5. Retention of Personal Data

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including legal, accounting, and reporting requirements. Retention periods depend on the type of information and the reason for processing.

Customer and service records are usually retained for the duration of the relationship and for a reasonable period afterwards to manage follow-up, disputes, or warranty-related issues.
Financial and tax records are retained for the period required by law.
Communication records are kept for as long as needed to manage customer service, evidence agreements, or resolve issues.
Technical logs are retained only as long as necessary for security, performance, or operational purposes.

When data is no longer needed, we will delete, anonymise, or securely archive it in accordance with our retention practices and legal requirements. We regularly review the data we hold to ensure it is not kept longer than necessary.

6. Processors and Data Sharing

We may share personal data with trusted third parties that act as processors on our behalf. These processors only handle data according to our instructions and are required to protect it appropriately. Categories of processors may include:

Payment providers for processing transactions.
Accounting and bookkeeping providers for financial administration.
IT and cloud service providers for data storage, email, and system support.
Scheduling or administrative tools used to manage bookings and customer records.
Professional advisers such as lawyers, insurers, and auditors where necessary.

We may also disclose personal data where required by law, court order, or lawful request from a public authority. If we transfer data outside the United Kingdom or European Economic Area, we will ensure appropriate safeguards are in place in accordance with applicable data protection law.

7. Data Security

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

8. Your Rights Under GDPR

You have a number of rights in relation to your personal data, subject to certain legal limits and conditions. These rights include:

Right of access - to request a copy of the personal data we hold about you.
Right to rectification - to request correction of inaccurate or incomplete data.
Right to erasure - to request deletion of your data in certain circumstances.
Right to restriction - to request limited use of your data in certain situations.
Right to data portability - to receive data you provided to us in a structured, commonly used format where applicable.
Right to object - to object to processing based on legitimate interests or direct marketing.
Right to withdraw consent - where processing is based on consent.

If you wish to exercise any of these rights, we will review your request and respond in accordance with applicable law. We may need to verify your identity before taking action. Some rights may not apply in every situation, especially where we must retain data for legal reasons.

9. Complaints

If you have concerns about how we handle your personal data, you may raise those concerns with us. You also have the right to lodge a complaint with the relevant data protection supervisory authority if you believe your rights have been infringed. We encourage you to contact us first so that we can address any issues promptly and fairly.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, services, or legal obligations. Any updated version will apply from the date it is published. We recommend reviewing this policy periodically to stay informed about how we protect your personal data.

11. General Statement

Landscaping Sevensisters is committed to responsible data handling and privacy by design. We process personal data only where we have a valid reason to do so and only for clear, legitimate purposes connected with our services. This Privacy Policy applies to all Landscaping Sevensisters customers in area. We aim to ensure that all personal data is treated with care, kept accurate where possible, and retained only for as long as necessary.