Privacy Policy - Tree Surgeons Dalston

This Privacy Policy explains how Tree Surgeons Dalston collects, uses, stores, shares, and protects personal data. It applies to all Tree Surgeons Dalston customers in the area, including individuals who request quotes, book services, communicate with us, or receive tree surgery, arboricultural, or related property care services.

We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy explains what information we collect, why we collect it, how long we keep it, who may process it on our behalf, and what rights you have.

1. Who we are

For the purposes of data protection law, Tree Surgeons Dalston acts as the data controller for the personal information we collect and use in connection with our services. This means we determine the purposes and methods of processing personal data relating to customers, prospective customers, suppliers, and site visitors where applicable.

2. Personal data we collect

We may collect and process the following categories of information:

Identity data such as your name, title, or business name.
Contact data such as address, email address, telephone number, and property access details.
Service data including details about the work requested, site conditions, tree species, images, notes from site visits, and job specifications.
Transaction data such as invoices, payment status, quotations, and records of services provided.
Communication data including correspondence by phone, email, text message, or other methods.
Technical data if you interact with digital systems we use, such as device type or basic usage information.
Health and safety data where relevant to the safe delivery of services, for example access risks, hazards, or property-specific precautions.

We generally do not seek to collect special category data unless it is necessary and lawful to do so. If such information is provided inadvertently, we will handle it carefully and only for a legitimate purpose related to service delivery or legal compliance.

3. How we use your data

We use personal data for the following purposes:

To respond to enquiries and provide quotations.
To arrange, manage, and deliver tree surgery and related services.
To maintain records of work completed and services agreed.
To process payments, issue invoices, and manage accounting.
To communicate with you about appointments, site access, or service updates.
To meet legal, regulatory, insurance, and tax obligations.
To protect property, staff, contractors, customers, and the public through appropriate risk management.
To resolve disputes, defend legal claims, and keep business records.

We only use your information in ways that are compatible with the purposes described above or where we are otherwise permitted to do so by law.

4. Lawful basis for processing

Under UK GDPR, we must have a lawful basis to process personal data. Depending on the context, Tree Surgeons Dalston relies on one or more of the following:

Contract: We process data to enter into and perform a contract with you, such as preparing quotes, scheduling work, and completing services.
Legal obligation: We may process data to comply with tax, accounting, health and safety, and other legal requirements.
Legitimate interests: We may use data to manage our business, keep proper records, respond to enquiries, improve our services, and protect against fraud or misuse, provided our interests are not overridden by your rights.
Consent: In limited cases, we may ask for your consent, for example where required for certain marketing activities or optional processing. You may withdraw consent at any time.

Where special category data is processed, we will only do so where a lawful condition applies and additional safeguards are in place.

5. Sharing your personal data

We may share personal data with trusted third parties where necessary to operate our business and provide services. These may include:

Payment providers and accounting support services.
IT, cloud storage, and communication providers used to securely store or manage data.
Professional advisers such as accountants, insurers, or legal advisers.
Subcontractors or field operatives involved in delivering services on our behalf.
Regulatory bodies, law enforcement, or public authorities where disclosure is required by law.

We require processors and service providers to handle personal data securely and only in accordance with our instructions and applicable data protection law.

6. Data processors

A processor is a third party that processes personal data on our behalf. Tree Surgeons Dalston may use processors for functions such as:

Website and hosting services
Email and communications platforms
Customer record storage
Accounting and invoicing tools
File backup and security services
Scheduling and business administration systems

We only appoint processors that provide sufficient guarantees regarding security, confidentiality, and compliance. Where required, we put in place appropriate contracts and safeguards.

7. Data retention

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

Typical retention periods

Quotes and enquiry records: kept for a reasonable period to manage follow-up and administration.
Customer and job records: retained for the duration of the service relationship and for a further period where needed for warranty, dispute resolution, or record keeping.
Invoices and financial records: retained in line with tax and accounting obligations.
Health and safety or incident records: retained for as long as necessary to meet legal obligations and manage liability.

When personal data is no longer required, we will securely delete, anonymise, or destroy it.

8. Your rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may be subject to legal limits and exemptions.

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 information.
Right to erasure: In some circumstances, you may ask us to delete your personal data.
Right to restrict processing: You may ask us to limit how we use your data in certain cases.
Right to object: You may object to processing based on legitimate interests, and in some cases direct marketing.
Right to data portability: You may request certain data in a structured, commonly used format.
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 in accordance with applicable law. We may need to verify your identity before processing your request.

9. Security of your data

We use reasonable technical and organisational measures to protect personal data from unauthorised access, loss, misuse, alteration, or disclosure. These measures may include restricted access, secure storage, password protection, and staff awareness of confidentiality obligations. While no system is completely secure, we take appropriate steps to reduce risks and protect the information we hold.

10. International transfers

Where personal data is transferred outside the UK, we will ensure that suitable safeguards are in place and that the transfer complies with applicable data protection law. This may include the use of adequacy regulations, standard contractual clauses, or other permitted transfer mechanisms.

11. Marketing

We do not send unsolicited marketing communications unless we are permitted to do so by law or have obtained your consent where required. If marketing is ever offered, you will have the opportunity to opt out at any time. We will respect your preferences and process any objection promptly.

12. Complaints and further information

If you have concerns about how your personal data has been handled, you have the right to raise those concerns with the relevant data protection authority. We encourage you to contact us first so that we can try to resolve the matter directly and promptly.

13. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our operations, legal obligations, or data protection practices. Any updated version will apply from the date it is published or otherwise made available. We encourage you to review this policy periodically to stay informed about how we protect your information.

Effective for all Tree Surgeons Dalston customers in the area. By using our services, you acknowledge that your personal data may be processed in line with this Privacy Policy and applicable law.