Privacy Policy

The Garden Handyman Service
Data Protection Policy – 2025

Introduction

At The Garden Handyman Service, we are committed to safeguarding the personal data of our clients and partners in full compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy outlines how we collect, process, store, share, and protect personal data, ensuring that all information is handled responsibly and transparently.

1. Data We Collect

We only collect data necessary for the delivery and management of our services. This typically includes:

Full name
Contact details (e.g., phone number, email address)
Property address(es) relevant to gardening or maintenance work
Any access instructions or preferences provided voluntarily

No unnecessary or excessive personal data is collected.

2. Purpose of Data Use

We process personal data strictly for the following purposes:

Scheduling and providing gardening or handyman services
Communicating with clients regarding appointments or work updates
Issuing invoices and processing payments
Maintaining records for lawful business operation

We do not use personal data for unsolicited marketing, profiling, or data-sharing without explicit consent.

3. Lawful Basis for Processing

We rely on the following legal bases under UK GDPR:

Contractual necessity – where processing is required to deliver agreed services
Legal obligation – to comply with applicable laws (e.g., tax record-keeping)
Legitimate interests – in ensuring smooth business operations
Consent – where required, particularly for any optional communications

4. Data Storage and Security

We take appropriate technical and organisational measures to ensure the security of all personal data:

Physical Security:

Paper documents are stored securely in a locked cabinet or drawer with restricted access.

Digital Security:

Data is stored on password-protected devices.
Where applicable, files are encrypted, and backups are stored securely.
Anti-virus software and operating systems are kept up to date.

Access is limited to authorised personnel only.

5. Data Retention

We retain personal data only for as long as necessary:

Client records are typically held for up to 6 years to comply with HMRC requirements.
After this period, data is securely deleted or shredded.
If a client ceases services and requests early deletion, we will assess and act in line with UK GDPR obligations.

6. Data Sharing

We do not sell or trade personal data. However, limited sharing may occur:

With trusted third-party service providers (e.g., payment processors) under binding confidentiality agreements
With legal or regulatory bodies when required to meet legal obligations

All third parties are vetted to ensure they comply with relevant data protection laws.

7. Data Breach Procedures

In the event of a suspected or confirmed data breach:

We will assess the risk and, where appropriate, report it to the Information Commissioner's Office (ICO) within 72 hours.
Affected individuals will be informed promptly if there is a significant risk to their rights or freedoms.
We will review our procedures to prevent recurrence.

8. Client Rights Under UK GDPR

Clients have full control over their personal data. Their rights include:

Right to Access – view data we hold about them
Right to Rectification – correct inaccurate or incomplete data
Right to Erasure – request deletion under certain lawful conditions
Right to Restrict Processing – request that data usage be limited
Right to Data Portability – receive their data in a structured, machine-readable format
Right to Object – object to certain types of processing (e.g., direct marketing)
Right to Lodge a Complaint – with the Information Commissioner’s Office (ICO) if concerns are not resolved

To exercise any of these rights, please contact us directly.

9. Policy Review

This policy is reviewed annually or sooner if changes in legislation, technology, or service processes occur. Clients will be notified of any significant updates that affect how their data is used.

10. Contact Information

For questions, data access requests, or concerns about how we handle your data, please contact:

The Garden Handyman Service
📧 Email: toringardening@gmail.com
📞 Phone: 07360 642319

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