Privacy Policy - Landscaping Northolt

Last updated: 30 May 2026

This Privacy Policy explains how Landscaping Northolt collects, uses, stores, shares, and protects personal data when providing landscaping services. It applies to all Landscaping Northolt customers in the area, including prospective customers, current customers, and anyone who communicates with us in connection with our services.

We are committed to handling personal data in a lawful, fair, transparent, and secure way, in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Landscaping Northolt is a service provider offering landscaping, garden maintenance, design, and related outdoor works. For the purposes of data protection law, we are the data controller for the personal data described in this policy, meaning we decide why and how your data is used.

2. Personal Data We Collect

We only collect personal data that is necessary for providing our services, managing our business, and meeting legal obligations. The types of data we may collect include:

Identity data: name, title, and similar identifiers.
Contact data: address, email address, telephone number, and other communication details.
Service-related data: property details, project requirements, preferences, instructions, service history, and appointment information.
Payment data: billing details, payment confirmations, and transaction records. We do not store card details unless a secure payment provider is used and such information is processed by that provider.
Technical data: IP address, device details, browser information, and basic usage data if you interact with digital systems we use.
Correspondence data: messages, enquiries, complaints, feedback, and records of communications.
Site and safety data: access notes, photos relevant to the work, and information needed to plan or complete landscaping safely.

We may also receive data from third parties where needed to provide services, such as subcontractors, payment processors, or referral partners, but only where lawful and appropriate.

3. How We Use Personal Data

We use personal data for the following purposes:

to provide landscaping quotes, carry out site assessments, and deliver services;
to manage appointments, scheduling, and project administration;
to communicate with customers about work, service changes, and updates;
to issue invoices, process payments, and keep accounting records;
to maintain service quality, resolve disputes, and handle complaints;
to comply with legal, tax, insurance, and regulatory obligations;
to improve our services, operations, and customer experience;
to keep records needed for health, safety, and risk management;
to defend or establish legal claims where necessary.

We will only use your personal data for the purposes for which it was collected, unless we reasonably consider that we need to use it for another compatible reason and the law allows it.

4. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis for processing personal data. Depending on the situation, Landscaping Northolt may rely on the following bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes preparing quotes, managing bookings, carrying out landscaping work, and invoicing for services.

Legal Obligation

We may process personal data when required to meet legal obligations, including accounting, tax, insurance, record-keeping, and compliance with safety rules or regulatory requests.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights and freedoms. This may include managing customer relationships, improving services, preventing fraud, and maintaining security. We always consider the impact on your privacy before relying on this basis.

Consent

In limited cases, we may rely on your consent, for example for certain types of marketing or optional communications. Where consent is used, you can withdraw it at any time, and this will not affect the lawfulness of processing carried out before withdrawal.

Vital Interests

In rare situations, we may process personal data to protect someone’s vital interests, such as in an emergency involving safety or urgent medical assistance.

5. Retention of Personal Data

We keep personal data only for as long as necessary for the purpose for which it was collected, including to meet legal, accounting, tax, and insurance requirements. Retention periods may vary depending on the type of data and the nature of the service provided.

In general:

Customer and project records: retained for the duration of the service relationship and for a reasonable period afterwards.
Financial and tax records: retained for the period required by law.
Complaints, disputes, and claims data: retained for as long as needed to deal with the matter and any follow-up obligations.
Marketing preferences: retained until you update your preferences or withdraw consent, where applicable.

When data is no longer needed, we will delete it securely or anonymise it so it can no longer identify you.

6. Data Processors and Sharing

We may share personal data with trusted third parties who act as processors or, in some cases, independent controllers. Processors only handle personal data on our instructions and must keep it secure and confidential.

Examples of processors or service providers may include:

IT and cloud service providers: for secure data storage, email, and business administration tools.
Payment processors: for handling payments and related transaction services.
Accounting and bookkeeping providers: for financial administration and compliance.
Subcontractors and suppliers: where needed to complete landscaping work or deliver materials.
Professional advisers: such as insurers, legal advisers, or auditors where necessary.
Regulators or authorities: where disclosure is required by law.

We do not sell personal data. If we transfer data outside the UK or EEA, we will ensure appropriate safeguards are in place, such as standard contractual clauses or equivalent legal protections.

7. Security of Personal Data

We take appropriate technical and organisational measures to protect personal data from unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, confidentiality practices, and data minimisation.

While no system can be guaranteed completely secure, we aim to use reasonable and proportionate safeguards to reduce risk.

8. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may apply depending on the circumstances:

Right of access: you can request a copy of the personal data we hold about you.
Right to rectification: you can ask us to correct inaccurate or incomplete data.
Right to erasure: in some cases, you can ask us to delete your data.
Right to restriction: you can ask us to limit how we use your data in certain situations.
Right to data portability: you can ask for data you provided to us in a structured, commonly used format where applicable.
Right to object: you can object to processing based on legitimate interests or direct marketing.
Right to withdraw consent: where we rely on consent, you may withdraw it at any time.

If you wish to exercise any of these rights, we will respond within the timeframe required by law. We may need to verify your identity before processing your request.

9. Children’s Data

Our services are generally intended for adults. We do not knowingly collect personal data from children unless it is necessary and appropriate for a specific service situation, such as where a customer’s household or property arrangements require limited related information. If we become aware that we have collected data unlawfully, we will take steps to delete it.

10. Changes to This Policy

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

11. Complaints

If you are concerned about how your personal data is handled, we encourage you to raise the issue so it can be reviewed and addressed appropriately. You also have the right to complain to the UK Information Commissioner’s Office (ICO) if you believe your data protection rights have been infringed.

Summary: Landscaping Northolt explains how it collects, uses, stores, shares, and protects customer data, including lawful bases, retention periods, processors, and user rights, for all local customers.