Privacy Policy - Landscaping Leyton

This Privacy Policy explains how Landscaping Leyton collects, uses, stores, shares, and protects personal data. It applies to all Landscaping Leyton customers in the area, including prospective customers, existing customers, and anyone who interacts with our services, quotations, or communications. We are committed to handling personal information lawfully, fairly, and transparently in line with the UK GDPR and the Data Protection Act 2018.

1. Who We Are

Landscaping Leyton provides landscaping and related outdoor property services. When we decide why and how personal data is processed, we act as the data controller. This means we are responsible for ensuring that your personal data is used appropriately and that your rights are respected.

2. Personal Data We Collect

We only collect personal data that is necessary for the purposes described in this policy. Depending on your interaction with us, we may collect the following categories of information:

Identity details such as your name, title, and any company name you provide.
Contact details such as your email address, telephone number, and service address.
Property and service information such as details about the land, garden, project requirements, preferences, and photographs of the site where relevant.
Communication records such as messages, inquiries, complaints, booking notes, and correspondence history.
Transaction information such as payment records, invoices, quotations, and service history.
Technical data if you contact us by electronic means, which may include basic device or usage information needed to operate and secure our systems.
Marketing preferences where you have told us whether you wish to receive certain updates or offers.

We do not intentionally collect special category personal data unless it is necessary and permitted by law. If such data is ever provided to us, we will only process it with an appropriate lawful basis and additional safeguards where required.

3. How We Collect Your Data

We may collect personal data in several ways, including:

when you request a quote or make an enquiry;
when you book or receive a service;
when you communicate with us by phone, email, or message;
when you provide feedback, leave a review, or make a complaint;
when we need to manage invoicing, payments, or scheduling;
when data is provided by third parties acting on your behalf, such as property managers or contractors.

Where personal data is collected indirectly, we will take reasonable steps to ensure it is relevant, accurate, and processed in accordance with this policy.

4. Why We Use Your Personal Data

We process personal data for specific and legitimate purposes, including:

providing landscaping quotations and consultations;
delivering services and managing appointments;
communicating with you about your project or account;
maintaining records of work completed;
processing payments and handling accounting tasks;
responding to questions, complaints, or service issues;
meeting legal, tax, and regulatory obligations;
improving our services and operational efficiency;
sending marketing communications where permitted and appropriate.

We will only use your information in ways that are compatible with the original purpose for which it was collected, unless we reasonably consider that a compatible further use is allowed by law.

5. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis to process your personal data. Depending on the circumstances, we rely on one or more of the following:

Contract

We process your data when it is necessary to enter into or perform a contract with you. This includes preparing quotations, carrying out services, managing bookings, and handling payment-related matters.

Legal Obligation

We may process your data where needed to comply with legal duties, including tax, accounting, record-keeping, or responding to lawful requests from authorities.

Legitimate Interests

We may use your information for our legitimate business interests, provided these do not override your rights and freedoms. Examples include managing customer relationships, improving services, maintaining security, preventing fraud, and keeping proper business records.

Consent

In limited situations, we may rely on your consent, particularly for certain marketing communications or where the law requires it. When consent is used, you may withdraw it at any time.

6. Sharing Your Data and Processors

We may share personal data with trusted third parties where necessary for the operation of our business. These parties act as processors or independent controllers depending on the service provided. We only share what is required and ensure appropriate contractual and security safeguards are in place.

Examples of processors and service providers may include:

IT and cloud storage providers;
accounting and bookkeeping services;
payment processing providers;
customer management or scheduling software suppliers;
professional advisers such as accountants or legal advisers;
subcontractors assisting with site work, where necessary to complete a service.

We may also disclose personal data if required by law, court order, or where necessary to protect our legal rights, property, employees, customers, or the public.

Where processors handle personal data on our behalf, they are only permitted to act on our instructions and must keep the data secure, confidential, and used only for the agreed purpose.

7. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including for legal, accounting, or reporting requirements. The retention period depends on the type of information and the purpose for processing.

Customer and service records are 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.
Communications and correspondence may be retained for record-keeping, dispute resolution, and customer service purposes.
Marketing data is kept until you opt out or withdraw consent where applicable.

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

8. 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, staff confidentiality obligations, and careful selection of service providers.

Although we work to protect your information, no system can be guaranteed to be completely secure. If a data breach were to occur, we would respond in accordance with legal requirements and take reasonable steps to limit any risk to affected individuals.

9. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may apply in different circumstances and may be subject to legal exceptions.

Right of access — you can ask for 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 — you can ask us to delete your data where there is a lawful reason to do so.
Right to restrict processing — you can ask us to limit how your data is used in certain situations.
Right to object — you can object to processing based on legitimate interests or direct marketing.
Right to data portability — you can ask for certain data to be transferred to you or another controller, where legally applicable.
Right to withdraw consent — where processing is based on consent, you can withdraw it at any time.

If you want to exercise any of these rights, we will respond within the time limits required by law. We may need to verify your identity before we can act on your request.

10. Marketing Communications

We may send you service updates or marketing messages where lawful to do so. You can opt out of marketing at any time by following the unsubscribe instructions included in the message or by letting us know through the appropriate communication channel.

We will not use your personal data for marketing in a way that is unfair, intrusive, or unlawful.

11. Children’s Data

Our services are aimed at adults. We do not knowingly collect personal data from children unless it is provided by a parent, guardian, or authorised adult in connection with a service. If we learn that we have collected children’s data without appropriate authority, we will take steps to delete it where required.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or how we process personal data. Any revised version will apply from the date it is issued. We encourage customers to review this policy periodically to stay informed.

13. Complaints and Further Information

If you are concerned about how your personal data is handled, you have the right to raise a complaint with the relevant data protection authority. We also encourage you to raise any concerns directly so we can try to resolve them promptly and fairly.

Your trust is important to us, and we are committed to using personal data responsibly, securely, and only where there is a valid legal reason to do so.