Privacy Policy - Landscaping Soho

This Privacy Policy explains how Landscaping Soho collects, uses, stores, shares, and protects personal data in connection with the services we provide. It applies to all Landscaping Soho customers in the area, including individuals, households, landlords, tenants, and business clients who request or receive our landscaping, garden care, maintenance, design, or related services. We are committed to handling personal information in a lawful, fair, and transparent manner in accordance with applicable data protection laws, including the UK GDPR and the Data Protection Act 2018.

1. Who We Are

Landscaping Soho acts as a data controller for the personal information we collect and use in order to provide our services, manage client relationships, and operate our business. This means we determine the purposes and means of processing personal data. We take privacy seriously and aim to collect only the data that is necessary for specific, legitimate purposes.

2. Personal Data We Collect

We may collect different types of personal data depending on how you interact with us and which services you request. The categories of data we collect may include:

Identity information such as your name and title.
Contact information such as your address, email address, and telephone number.
Service details including property access notes, service preferences, job instructions, and project requirements.
Billing and payment information such as invoice details, payment status, and transaction references.
Communication records including emails, messages, call notes, and appointment confirmations.
Technical information when you use digital channels, such as device data, browser type, and basic usage logs.
Photographs and site records where necessary to document work, assess a site, or confirm completion of services.

We generally do not seek to collect special category data. If such data is ever provided to us, we will only process it where legally permitted and necessary, and we will apply additional safeguards.

3. How We Use Your Data

We use personal data only for clear and lawful purposes connected to our business. These purposes may include:

Providing quotes and assessing service requests.
Delivering landscaping and related services.
Managing bookings, schedules, and site visits.
Processing payments, invoices, and account administration.
Communicating with customers about ongoing or completed work.
Maintaining records for customer service, business administration, and legal compliance.
Improving the quality, efficiency, and safety of our services.
Handling complaints, disputes, or insurance matters.

We will not use your data for purposes that are incompatible with the original reason it was collected unless we have a valid legal basis and, where necessary, your permission.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for each use of personal data. Landscaping Soho relies on the following lawful bases where appropriate:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes preparing quotes, confirming bookings, delivering services, and managing 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. Examples include managing customer relationships, improving our services, securing our operations, and maintaining internal records.

Legal Obligation

We process certain information where required to comply with legal obligations, such as tax rules, accounting requirements, record keeping, or responding to lawful requests from authorities.

Consent

In limited cases, we may rely on your consent, especially where it is required by law or where we wish to use information for an optional purpose. Where consent is used, you may withdraw it at any time, although this will not affect the lawfulness of processing carried out before withdrawal.

5. How We Share Personal Data

We may share personal data with trusted third parties when necessary for the operation of our services. These third parties act as processors or, in some cases, independent controllers. We require appropriate safeguards and only share data where there is a valid reason to do so.

Processors We Use

Examples of service providers that may process personal data on our behalf include:

Accounting and bookkeeping providers for invoicing, payments, and tax administration.
IT and cloud storage providers for hosting, data storage, and business systems.
Communication service providers for email, phone, messaging, and scheduling tools.
Customer relationship management tools used to manage enquiries and service records.
Professional advisers such as lawyers, insurers, or auditors where needed.

These processors are only permitted to use personal data according to our instructions and for the agreed purpose. They are required to keep data secure and confidential.

Other Disclosures

We may also disclose personal data where necessary to comply with law, enforce our rights, protect our business, prevent fraud, or respond to a legal claim. If a business restructuring or transfer occurs, personal data may be transferred as part of that process, subject to applicable legal protections.

6. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including legal, accounting, or reporting obligations. Retention periods depend on the type of information and the reason it is held.

Customer and service records are retained for the duration of the relationship and for a reasonable period afterwards.
Financial and tax records are retained for the period required by law.
Communication records are kept for as long as needed to manage enquiries, disputes, and service follow-up.
Photographs and project notes are retained only while relevant to the work performed, record keeping, or dispute resolution.

When personal data is no longer required, we will delete it securely or anonymise it so that it can no longer identify you. In some cases, we may retain limited information for legitimate business reasons, such as fraud prevention or legal defence, for a strictly necessary period.

7. International Transfers

If any service provider processes data outside the United Kingdom, we will ensure that appropriate safeguards are in place to protect your information. These safeguards may include adequacy regulations, standard contractual clauses, or equivalent legal measures designed to maintain a level of protection consistent with applicable law.

8. Data Security

We use reasonable technical and organisational measures to protect personal data against unauthorised access, accidental loss, disclosure, alteration, or destruction. These measures may include access controls, secure storage, password protection, limited staff access, and internal privacy procedures.

No system can be guaranteed completely secure, but we work to reduce risks and review our safeguards periodically. If a personal data incident occurs and we are legally required to notify you or a regulator, we will do so in line with applicable law.

9. Your Rights

As a data subject, you have important rights over your personal data. Subject to legal limits 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 restriction – to ask us to limit processing in specific 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 processing is based on consent.

You also have the right to lodge a complaint with the relevant data protection authority if you believe your rights have been infringed. We encourage you to raise concerns directly with us first so we can address them promptly and fairly.

10. Children’s Data

Our services are generally intended for adults and business clients. We do not knowingly collect children’s personal data unless it is necessary for service delivery and provided by an adult with authority to do so. Where children’s data is handled, we apply appropriate care and only use it for the required purpose.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect legal, operational, or service changes. Any revised version will apply from the time it is made available. We encourage customers to review this policy periodically so they remain informed about how their personal data is used.

12. Summary of Our Privacy Commitments

In summary, Landscaping Soho processes personal data fairly, transparently, and only where there is a lawful basis. We collect only what we need, use it for defined purposes, share it with trusted processors under strict controls, and keep it only for as long as necessary. We also respect your rights and aim to handle every request with care and professionalism.

This Privacy Policy applies to all Landscaping Soho customers in the area.