Privacy Policy - Landscaping Westminster

This Privacy Policy explains how Landscaping Westminster collects, uses, stores, shares, and protects personal data relating to its customers, prospects, and website or service users in the Westminster area. It applies to all Landscaping Westminster customers in the area, including individuals who request quotations, arrange site visits, receive landscaping services, or otherwise interact with us in connection with our services.

1. Who We Are

For the purposes of data protection law, Landscaping Westminster acts as the data controller for the personal data described in this policy. This means we determine the purposes and means of processing personal data in connection with our landscaping services, customer administration, and related business operations.

We are committed to handling personal data in a lawful, fair, and transparent manner. We also aim to ensure that the information we hold is relevant, limited to what is necessary, and kept secure.

2. Personal Data We Collect

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

Identity data such as your name and title.
Contact data such as your address, email address, and phone number.
Service information such as details of your property, landscaping requirements, preferred service dates, and project instructions.
Transaction data such as payment records, invoices, and service history.
Communication data such as correspondence, enquiries, feedback, and complaint records.
Technical data such as basic device and usage information where collected through digital systems used to manage enquiries or bookings.
Site-related information such as access notes, property layout considerations, or photographs provided for quotation or service planning.

We generally do not seek to collect special category personal data. If such data is ever provided to us by you, we will only process it where there is a lawful basis and where it is necessary for a specific purpose.

3. How We Collect Data

We collect personal data directly from you when you:

request a quote or consultation;
book or receive landscaping services;
communicate with us by phone, email, or other methods;
submit feedback, questions, or complaints;
make payments or request invoices; or
provide project details, photographs, or property access information.

We may also receive data from third parties where necessary, such as from payment providers, subcontractors working on our behalf, or professional advisers. Where we do this, we will only use the data for legitimate service, administrative, or legal purposes.

4. Why We Use Your Data

We use personal data to provide and manage our landscaping services. This includes:

preparing quotations and service proposals;
arranging appointments and site visits;
delivering landscaping, maintenance, and related services;
managing billing, accounts, and payment processing;
communicating with you about your project or service requests;
keeping records of work carried out;
responding to queries, complaints, and aftercare requests;
meeting legal, tax, accounting, and insurance obligations;
protecting our business, staff, clients, and property; and
improving service quality and customer experience.

We only use personal data where we have a lawful basis under data protection law.

5. Lawful Basis for Processing

Under the UK GDPR, we rely on the following lawful bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This applies when we provide quotations, carry out landscaping work, manage service arrangements, or administer payments.

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. This may include managing customer relationships, maintaining operational records, preventing fraud, improving services, and handling service-related communications.

Legal Obligation

We may process and retain certain data to comply with legal obligations, including tax, accounting, health and safety, and insurance requirements.

Consent

In limited situations, we may rely on your consent, for example where it is required for a specific optional purpose. Where 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 who act as processors or, in some cases, independent controllers. These parties only receive the data necessary to perform their functions. Examples may include:

IT and cloud service providers that help store and manage data;
payment processors and financial service providers;
accountants, auditors, and professional advisers;
subcontractors or specialist trades engaged to support a project;
administrative service providers supporting scheduling, record-keeping, or communications;
public authorities, insurers, or legal representatives where disclosure is required or permitted by law.

Where we use processors, we require appropriate contractual safeguards to protect personal data and ensure it is processed only on our instructions, unless the processor is otherwise acting as an independent controller.

We do not sell personal data.

7. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including legal, accounting, tax, insurance, and dispute-resolution requirements. Retention periods depend on the type of data and the nature of the service provided.

Customer and project records are typically retained for the duration of the relationship and for a reasonable period afterward.
Financial records are retained for the period required by applicable law and accounting practice.
Communication records may be kept as long as necessary to manage service history, complaints, or future reference.
Photographs and site notes are retained only as long as needed for service delivery, proof of work, or record-keeping purposes.

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

8. Data Security

We take appropriate technical and organisational measures to protect personal data from unauthorised access, accidental loss, destruction, or alteration. These measures may include access controls, secure storage practices, staff confidentiality obligations, and use of reputable service providers. While we work hard to protect your data, no system can be guaranteed to be completely secure.

9. Your Rights

You have a number of rights under data protection law. Subject to certain legal conditions and exceptions, these rights may include:

Right of access - to request a copy of the personal data we hold about you.
Right to rectification - to ask us to correct inaccurate or incomplete data.
Right to erasure - to request deletion of your data in certain circumstances.
Right to restrict processing - to ask us to limit how we use your data in certain cases.
Right to object - to object to processing based on legitimate interests or direct marketing.
Right to data portability - to receive certain data in a structured, commonly used format where applicable.
Right to withdraw consent - where processing is based on consent, you may withdraw it at any time.

To protect your privacy, we may need to verify your identity before responding to a rights request.

10. International Transfers

Where personal data is transferred outside the United Kingdom, we will take steps to ensure that appropriate safeguards are in place and that the transfer is carried out in accordance with data protection law.

11. Children’s Data

Our services are intended for adults and property owners, tenants, managers, or authorised representatives. We do not knowingly collect personal data directly from children except where it is incidentally provided in the course of service delivery and only where necessary.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data processing practices. Any updated version will apply from the date it is published or otherwise communicated.

13. Your Responsibilities

Where you provide information to us, please ensure it is accurate and kept up to date. If you share information about another person, you should only do so where you are authorised to provide it and where it is lawful to do so.

14. Summary of Our Approach

At Landscaping Westminster, we respect the privacy of every customer in the area and handle personal data with care. We collect only the information needed to provide services, manage our business, and meet our legal obligations. We use lawful bases such as contract, legitimate interests, legal obligation, and consent where appropriate. We retain data only as long as necessary, share it only with trusted processors or where required by law, and support your rights under data protection law.

By using our services, you acknowledge that this Privacy Policy applies to all Landscaping Westminster customers in the area.