Privacy Policy - Landscaping Canarywharf

Effective date: This Privacy Policy applies to all Landscaping Canarywharf customers in the area and explains how we collect, use, store, and protect personal data in line with the UK GDPR and the Data Protection Act 2018.

1. Introduction

Landscaping Canarywharf is committed to respecting your privacy and handling your personal data responsibly. This policy describes what information we collect, why we collect it, the legal grounds we rely on, how long we keep it, who may process it on our behalf, and the rights you have over your data.

We aim to be transparent and fair in all our data practices. Personal data is only used where necessary and proportionate to deliver landscaping services, manage our relationship with customers, and meet legal obligations.

2. Scope of this Policy

This policy applies to all Landscaping Canarywharf customers in the area, including prospective customers, existing customers, and individuals who enquire about our services. It covers personal data collected when you request a quote, arrange a site visit, book landscaping work, make a payment, communicate with us, or otherwise use our services.

It does not apply to third-party websites or services that may be linked from our communications, and it does not create any contract rights beyond those already required by law.

3. Personal Data We Collect

We collect only the personal data that is necessary for our legitimate business and service purposes. Depending on how you interact with us, this may include:

Identity details such as your name, title, and, where relevant, job role.
Contact details such as your address, email address, and telephone number.
Service information such as property details, access notes, project requirements, preferred dates, and service history.
Billing and payment information such as invoice details, payment status, and transaction records.
Communication records including emails, messages, call notes, and enquiries.
Technical information where relevant, such as limited device or usage data if you interact with digital services.
Site-related information such as photographs of gardens, outdoor areas, or completed work where needed for quotations, planning, quality checks, or record keeping.

We do not intentionally collect special category data unless it is clearly necessary and lawful. If such information is ever provided to us, it will only be processed where a valid legal basis exists and appropriate safeguards are in place.

4. How We Collect Your Data

We may collect personal data directly from you when you complete forms, request services, communicate with us, or make payments. We may also receive information from:

property owners or managers who arrange work on your behalf;
subcontractors or service partners involved in delivering your project;
payment providers and invoicing systems;
publicly available sources where needed for business administration or property verification.

We only collect data that is relevant to the service being provided. We do not sell personal data and we do not use it for unrelated marketing unless you have provided the required permission or there is another lawful basis to do so.

5. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process your personal data. Landscaping Canarywharf relies on the following bases:

Contract

We process data where it is necessary to enter into or perform a contract with you. This includes preparing quotations, arranging visits, carrying out landscaping work, managing bookings, issuing invoices, and responding to service requests.

Legal Obligation

We may process data to comply with legal duties, including tax records, accounting requirements, health and safety obligations, and record retention rules.

Legitimate Interests

We may process data for our legitimate interests where these are not overridden by your rights and freedoms. Examples include managing customer relationships, improving services, protecting our business from fraud, handling complaints, and maintaining internal records.

Consent

Where required, we will rely on your consent, for example for certain direct marketing activities or optional uses of personal data. You may withdraw consent at any time, although this will not affect processing carried out before withdrawal.

Vital Interests and Public Task

These bases are unlikely to apply in ordinary landscaping services, but they may be used in exceptional circumstances where necessary to protect someone’s life or where required by law.

6. How We Use Your Information

We use personal data for the following purposes:

to provide quotations and schedule landscaping services;
to carry out site assessments and plan work safely;
to communicate with you about appointments, changes, or updates;
to process payments and maintain accounting records;
to manage complaints, disputes, and warranty or follow-up matters;
to improve service quality and internal operations;
to comply with legal, tax, and regulatory obligations;
to protect our rights, staff, customers, and property.

We will only use your information in ways that are compatible with the purposes for which it was collected. We avoid unnecessary data sharing and data access is restricted to authorised personnel only.

7. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes described in this policy, including meeting legal, accounting, and reporting requirements. Retention periods vary depending on the type of information and the reason it was collected.

Customer and service records: kept for the duration of the relationship and for a reasonable period afterwards for support, audit, and dispute handling.
Financial records: retained for the period required by tax and accounting law.
Communication records: kept as long as needed to manage the enquiry, project, or complaint.
Site photographs and project notes: retained where necessary for quality assurance, evidence of work completed, or future reference.

When data is no longer required, it is securely deleted, anonymised, or otherwise disposed of in a safe and appropriate manner.

8. Processors and Data Sharing

We may use trusted third-party processors to help us operate efficiently and deliver our services. These processors only act on our instructions and are required to protect your data. They may include:

payment processing providers;
accounting and bookkeeping services;
email or communication service providers;
IT support and data storage providers;
subcontractors or specialist service partners involved in completing a project;
professional advisers such as insurers, auditors, or legal advisers where necessary.

We may also share data where required by law, court order, or regulatory request. If information is transferred outside the UK, we will ensure appropriate safeguards are in place to protect it in accordance with data protection law.

9. Data Security

We take appropriate technical and organisational measures to protect personal data from loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and careful selection of processors.

While no system can be guaranteed to be completely secure, we regularly review our procedures to reduce risk and maintain a strong standard of protection.

10. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. Subject to certain conditions, these 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 ask us to delete data in certain circumstances.
Right to restriction: to ask us to limit how we use your data in certain situations.
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.
Right to withdraw consent: where consent is the basis for processing.

You also have the right to make a complaint to the relevant supervisory authority if you believe your data protection rights have been infringed. We encourage you to raise concerns promptly so that we can review and address them appropriately.

11. Children’s Data

Our services are not directed at children, and we do not knowingly collect personal data from children unless it is necessary for a lawful service context and provided appropriately by an adult with responsibility for the matter.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in legal requirements, operational practices, or service arrangements. Any revised version will apply from the date stated at the top, and we encourage customers to review it periodically.

13. Summary of Our Commitment

Landscaping Canarywharf is committed to handling personal data responsibly, lawfully, and with respect for individual rights. We collect only what is needed, use it for clear and legitimate purposes, keep it only as long as necessary, and share it only with trusted processors or where the law requires it. Your privacy matters, and we aim to maintain that trust through careful and compliant data practices.