Privacy Policy - Landscaping Penge

Last updated: 2026

Landscaping Penge is committed to protecting your personal data and respecting your privacy. This Privacy Policy explains how we collect, use, share, store, and protect personal information when we provide landscaping and related services. It applies to all Landscaping Penge customers in the area, including prospective customers, current customers, and individuals who have previously enquired about our services.

This policy is written in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. It explains what data we collect, the lawful basis we rely on, how long we keep data, the processors we may use, and the rights you have in relation to your personal information.

1. Information We Collect

We collect only the personal data that is necessary to provide and manage our services, operate our business, and meet legal obligations. The types of information we may collect include:

Identity information: your name, title, and any relevant account or customer reference details.
Contact information: address, email address, telephone number, and delivery or service location details.
Service information: details about the landscaping services you request, preferences, instructions, quotations, and records of work carried out.
Payment information: billing details, payment status, invoice records, and transaction history. We do not store card details unless a secure payment provider requires limited information for processing.
Communication records: emails, messages, call notes, complaint information, feedback, and correspondence relating to your enquiry or service.
Site and property details: information needed to assess, plan, or complete landscaping work safely and effectively.
Technical information: limited data such as device, browser, or usage information if you interact with us through digital tools used for administration or communication.

We do not intentionally collect special category data unless it is strictly necessary and you have provided it, or unless we are legally permitted to process it. Special category data may include information about health, religious beliefs, or other sensitive personal data. If such data is ever required, we will apply additional safeguards.

2. How We Use Your Information

We use personal data for legitimate business and legal purposes connected to our services. These purposes include:

responding to enquiries and providing quotations;
managing customer accounts and service requests;
planning, scheduling, and delivering landscaping work;
handling payments, invoices, and financial records;
communicating about appointments, updates, or service changes;
resolving complaints, disputes, or quality issues;
maintaining records for business administration and compliance;
protecting our business, staff, customers, and property;
meeting legal and tax obligations;
improving our services and customer experience.

We only use your personal information for the purposes for which it was collected, unless we reasonably consider that we need to use it for a compatible purpose or another lawful reason permitted by data protection law.

3. Lawful Basis for Processing

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

Contract

We process your data when it is necessary to enter into or perform a contract with you. This includes preparing quotations, carrying out landscaping services, issuing invoices, and managing service-related communication.

Legal obligation

We process certain data to comply with legal requirements such as tax, accounting, record-keeping, and any other applicable regulatory duties.

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, preventing fraud, and protecting our business operations.

Consent

In limited cases, we may rely on your consent, for example where it is required for certain marketing communications or optional processing activities. Where consent is used, you may withdraw it at any time.

We will always aim to ensure that any processing is fair, transparent, and limited to what is necessary.

4. Sharing Your Data and Processors

We may share your personal information with trusted third parties who help us operate our business and deliver our services. These parties act as data processors or, in some cases, independent data controllers. We only share what is necessary and we require processors to handle data securely and lawfully.

Examples of processors or service providers may include:

IT and cloud storage providers used for secure record keeping and administration;
accounting and bookkeeping providers used for invoicing, financial administration, and tax compliance;
payment processing providers used to manage transactions securely;
communication service providers used for email, messaging, and telephone administration;
job scheduling or customer management tools used to organise services and appointments;
professional advisers such as solicitors, insurers, or auditors where necessary;
public authorities where disclosure is required by law or for legal proceedings.

We do not sell your personal data. If data is transferred to a service provider outside the UK, we will ensure appropriate safeguards are in place, such as approved transfer mechanisms and contractual protections.

5. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including for legal, accounting, tax, or reporting requirements. The retention period depends on the type of data and the reason it is held.

Customer and service records: generally kept for the duration of the business relationship and for a reasonable period afterwards.
Financial and tax records: kept for the period required by law, typically up to six years or longer where necessary.
Correspondence and enquiry records: kept for as long as needed to manage the enquiry and resolve any follow-up issues.
Complaint and dispute records: kept for as long as needed to address the matter and demonstrate compliance.
Marketing data: kept until you opt out, withdraw consent, or ask us to stop using it.

When personal data is no longer required, we will securely delete it, anonymise it, or archive it in a restricted format where appropriate.

6. Security of Your Information

We take appropriate technical and organisational measures to protect your personal data from unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, password protection, secure storage, staff training, and limiting access to data on a need-to-know basis.

While we take reasonable steps to safeguard your information, no system can be completely secure. We therefore cannot guarantee absolute security, but we continuously review our practices to reduce risk.

7. Your Rights

Under data protection law, you have a number of rights regarding your personal information. These rights may be subject to certain conditions or 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 in certain circumstances.
Right to restrict processing: 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 processing is based on consent, you can withdraw it at any time.

You also have the right to lodge a complaint with the UK Information Commissioner’s Office if you believe your data has been handled unlawfully or unfairly. We encourage you to raise any concerns with us first so we can try to resolve them promptly and appropriately.

8. Children’s Data

Our services are generally intended for adults. We do not knowingly collect personal data from children except where it is necessary in connection with a lawful customer relationship or service arrangement. If we become aware that we have collected data without appropriate legal basis, we will take steps to delete it where required.

9. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data handling practices. Any revised version will apply from the date it is published or otherwise made available. We encourage customers to review this policy periodically to stay informed about how we protect personal data.

10. Summary of Our Commitments

Landscaping Penge will only collect personal data that is needed, use it fairly and lawfully, keep it secure, share it responsibly with trusted processors, and retain it only for as long as necessary. We are committed to transparency, accountability, and respecting the rights of every customer in the area.

If you continue to use our services, request a quotation, or communicate with us about landscaping work, this policy will apply to the personal data we process in connection with those services.