Rainbow Gardening Ltd
Last updated: 21 September 2026
This Privacy Policy explains how Rainbow Gardening Ltd collects, uses, stores and protects personal information relating to our customers, prospective customers and website visitors.
We aim to handle personal information responsibly and transparently in accordance with applicable UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, as applicable.
The ICO recommends that businesses explain what information they collect, why they use it, their lawful basis, who they share it with, how long they keep it and the rights available to individuals.
1. WHO WE ARE
Rainbow Gardening Ltd
137 Reaver House
East Street
Epsom
KT17 1HX
United Kingdom
Website: rainbowgardening.com
Email: info@rainbowgardening.com
Rainbow Gardening Ltd specialises in traditional garden maintenance for domestic and commercial gardens, providing regular weekly or fortnightly garden maintenance throughout the year.
We also provide one-off garden tidy-ups, fencing, soft and hard landscaping, including the construction of sheds and log cabins.
Our services cover Epsom, Ewell, Stoneleigh, Ashtead, Cheam, Banstead, Dorking, Leatherhead, Oxshott, Cobham, Bookham, Headley, Kingswood and surrounding areas.
For the purposes of data protection law, Rainbow Gardening Ltd is the data controller of the personal information covered by this Privacy Policy.
2. PERSONAL INFORMATION WE COLLECT
Depending on how you interact with us, we may collect the following information:
Contact information
Name
Postal address
Property or service address
Telephone number
Mobile telephone number
Email address
Customer and service information
Details of enquiries and quotations
Details of gardening or landscaping services requested
Appointment and scheduling information
Information relating to work carried out at your property
Communications between you and Rainbow Gardening Ltd
Information necessary to manage your customer relationship
Payment and financial information
Where necessary to receive or administer payments, we may process information relating to payments, invoices and transactions.
Payments may be processed using third-party payment providers, including Stripe and Access Paysuite/Eazipay.
Where payment information is entered directly into a third-party payment provider’s system, that provider may process the information in accordance with its own privacy policy and terms.
Marketing information
If you subscribe to receive marketing communications from us, we may keep your name, email address and information concerning your marketing preferences.
Website information
When you use our website, certain technical information may also be collected automatically, depending on the cookies and technologies operating on the website. This may include information such as IP address, browser type, device information and information about how you use the website.
3. HOW WE COLLECT YOUR INFORMATION
We may obtain personal information:
Directly from you when you contact us
When you request a quotation
When you telephone or email us
Through our website
When you make an enquiry about our services
When you become a customer
During the provision of our gardening or landscaping services
When you make a payment
When you communicate with us about an existing or proposed job
When you subscribe to our marketing communications
From publicly available sources where appropriate
From third-party service providers where necessary for the operation of our business.
Where we receive personal information from a source other than the individual concerned, we will take appropriate steps to provide the required privacy information where applicable. The ICO states that privacy information should generally be provided when information is collected, or within the applicable period where information is obtained from another source.
4. HOW WE USE YOUR PERSONAL INFORMATION
We use personal information for the following purposes:
To respond to enquiries
To provide quotations and estimates
To arrange appointments and site visits
To provide gardening and landscaping services
To communicate with customers
To manage customer accounts
To issue invoices
To receive and administer payments
To maintain appropriate financial and business records
To provide customer support
To deal with questions, complaints and disputes
To manage our suppliers and service providers
To administer and improve our business
To maintain the security of our systems and information
To comply with legal and regulatory obligations
To establish, exercise or defend legal claims
To send marketing communications where we are legally permitted to do so.
We will not use your personal information for purposes that are incompatible with the purposes described in this Privacy Policy unless we have a lawful basis to do so and, where required, have provided you with appropriate information.
5. OUR LAWFUL BASIS FOR PROCESSING YOUR INFORMATION
We process personal information using one or more of the lawful bases available under applicable data protection law.
Contract
We may process your information where this is necessary to enter into or perform a contract with you.
For example, we need your name, address and contact details to provide a quotation or arrange and provide gardening or landscaping services.
Legitimate interests
We may process information where this is necessary for our legitimate business interests and those interests are not overridden by your data protection rights.
Our legitimate interests may include:
Managing and developing our business
Managing customer relationships
Responding to enquiries
Administering our services
Maintaining appropriate business records
Protecting our business and customers
Recovering outstanding payments
Preventing fraud or misuse
Establishing or defending legal claims.
Legal obligation
We may process information where necessary to comply with legal obligations, including accounting, tax and financial record-keeping requirements.
Consent
Where required, we may rely on your consent to process personal information, including certain types of direct marketing or non-essential cookies.
Where we rely on consent, you can withdraw your consent at any time.
The ICO advises organisations to identify the lawful basis for each relevant processing activity and to explain this within their privacy information.
6. WHO WE SHARE YOUR INFORMATION WITH
We do not sell, rent or trade your personal information.
We may share relevant personal information with trusted third parties where this is necessary to operate our business or provide our services.
These may include:
Stripe
We may use Stripe to process payments. Stripe may process personal and payment information in accordance with its own privacy documentation.
Access Paysuite / Eazipay
We may use Access Paysuite/Eazipay for payment and related financial services.
Sage
We use Sage for accounting and financial administration. Relevant customer information may therefore be processed through Sage’s systems. Sage publishes its own UK privacy information describing how it processes personal information.
Mailchimp
We may use Mailchimp to manage email marketing and communications where applicable.
Other professional and business service providers
We may also share information, where necessary, with:
Accountants and financial advisers
Professional advisers
IT and website service providers
Email and cloud service providers
Payment providers
Insurers
Legal advisers
Suppliers and contractors where necessary to provide services
Government bodies, regulators, courts or law enforcement authorities where legally required.
We aim to ensure that information shared with third parties is limited to what is reasonably necessary for the relevant purpose.
7. INTERNATIONAL TRANSFERS
Some of the service providers we use may process personal information outside the United Kingdom.
Where personal information is transferred outside the UK, we will take appropriate steps to ensure that the transfer is lawful and that appropriate safeguards are in place where required by applicable data protection legislation.
This may include reliance on an applicable adequacy decision or appropriate contractual or other legal safeguards.
Because the international processing arrangements of third-party providers can change, we will review the relevant providers’ current privacy and data-processing arrangements periodically.
8. PAYMENT INFORMATION
We use third-party payment services, including Stripe and Access Paysuite/Eazipay, to facilitate payments.
Where appropriate, payment information may be entered directly into the payment provider’s secure systems rather than being stored directly by Rainbow Gardening Ltd.
We may retain information about transactions, such as:
Customer name
Invoice information
Amount paid
Date of payment
Payment status
Transaction reference.
We do not intentionally retain complete payment card details where these are processed directly by our payment providers.
9. MARKETING
We may use personal information to send information about our services, offers or other business communications where permitted by applicable law.
Where we use Mailchimp for marketing communications, your information may be processed through Mailchimp’s systems.
You can unsubscribe from marketing emails at any time by using the unsubscribe facility included in our marketing emails or by contacting us at:
info@rainbowgardening.com
Unsubscribing from marketing communications will not affect essential communications relating to services you have requested, contracts, invoices, payments or other necessary business matters.
10. COOKIES AND WEBSITE TECHNOLOGIES
Our website may use cookies and similar technologies.
Cookies may be used for purposes such as:
Operating the website
Remembering preferences
Understanding how visitors use our website
Improving website performance
Website analytics
Marketing, where applicable.
Where cookies are not strictly necessary for the operation of the website, we will seek consent where this is required.
The ICO advises that websites should tell visitors about the cookies being used and that consent is required for relevant non-essential cookies.
Important: Our website’s actual cookies and third-party technologies should be reviewed periodically so that this section remains accurate.
11. HOW LONG WE KEEP YOUR INFORMATION
We keep personal information only for as long as reasonably necessary for the purposes for which it was collected.
The exact retention period depends on the type of information and why we need it.
For example:
Enquiry information: normally retained for as long as reasonably necessary to deal with the enquiry and any resulting relationship.
Customer information: normally retained for the duration of the customer relationship and for a reasonable period afterwards.
Invoices and financial records: retained for the period required by applicable tax and accounting requirements.
Marketing information: retained until you unsubscribe or where it is otherwise no longer required.
Payment and transaction records: retained as necessary for accounting, legal and financial purposes.
Legal or dispute-related information: retained for as long as reasonably necessary to establish, exercise or defend legal claims.
We periodically review the information we hold and securely delete or dispose of information that is no longer required.
The ICO recommends that privacy information explains either the relevant retention periods or the criteria used to determine those periods.
12. HOW WE PROTECT YOUR INFORMATION
We take reasonable technical and organisational measures to protect personal information against:
Unauthorised access
Unauthorised disclosure
Loss
Destruction
Accidental damage
Unauthorised alteration
Misuse.
We limit access to personal information to people and organisations that reasonably need it for legitimate business purposes.
However, no electronic storage system or method of transmission over the internet can be guaranteed to be completely secure.
13. YOUR DATA PROTECTION RIGHTS
Depending on the circumstances, you may have the following rights under applicable data protection law:
Right of access
You can request a copy of the personal information we hold about you.
Right to rectification
You can ask us to correct inaccurate or incomplete information.
Right to erasure
In certain circumstances, you can ask us to delete your personal information.
Right to restrict processing
In certain circumstances, you can ask us to restrict how we use your personal information.
Right to object
You may have the right to object to certain processing of your personal information, including direct marketing.
Right to data portability
In certain circumstances, you may have the right to receive personal information you have provided to us in a structured, commonly used and machine-readable format, or ask us to transmit it to another organisation.
Right to withdraw consent
Where we rely on your consent to process personal information, you can withdraw that consent at any time.
These rights are subject to certain legal conditions and exemptions. The ICO provides further guidance concerning individual data protection rights.
14. HOW TO EXERCISE YOUR RIGHTS
If you wish to exercise any of your data protection rights, please contact us:
Rainbow Gardening Ltd
137 Reaver House
East Street
Epsom
KT17 1HX
United Kingdom
Email: info@rainbowgardening.com
Please provide sufficient information to allow us to identify you and understand your request.
We may need to request additional information to verify your identity before dealing with certain requests.
We will deal with requests within the timescale required by applicable data protection law.
15. CHILDREN’S INFORMATION
Our services are primarily provided to adults and businesses.
We do not knowingly collect personal information from children for marketing purposes.
If you believe that a child has provided personal information to us unnecessarily, please contact us at info@rainbowgardening.com.
16. AUTOMATED DECISION-MAKING AND PROFILING
We do not currently use personal information to make solely automated decisions that produce legal or similarly significant effects on individuals.
We do not currently undertake significant profiling of our customers.
17. THIRD-PARTY WEBSITES
Our website may contain links to third-party websites or services.
If you follow a link to another website, that website will have its own privacy policy and terms.
Rainbow Gardening Ltd is not responsible for the privacy practices or content of third-party websites.
18. DATA BREACHES
We take reasonable steps to protect personal information.
If we become aware of a personal data breach, we will assess the incident and take appropriate action in accordance with applicable data protection law, including notifying the Information Commissioner’s Office and/or affected individuals where legally required.
19. COMPLAINTS
If you have any concerns about the way we have handled your personal information, please contact us first:
Rainbow Gardening Ltd
Email: info@rainbowgardening.com
We will investigate your concern and seek to resolve it.
You also have the right to complain to the UK’s data protection regulator:
Information Commissioner’s Office (ICO)
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
United Kingdom
Website: Information Commissioner’s Office
The ICO confirms that privacy information should tell individuals how they can raise a complaint with the supervisory authority.
20. CHANGES TO THIS PRIVACY POLICY
We may update this Privacy Policy from time to time to reflect:
Changes to our business
Changes to the services we provide
Changes to our use of personal information
Changes to our third-party service providers
Changes in technology
Changes in applicable legislation or regulatory guidance.
We will publish the latest version of this Privacy Policy on our website.
We recommend reviewing this Privacy Policy periodically.
21. CONTACT US
If you have any questions about this Privacy Policy or how we handle your personal information, please contact:
RAINBOW GARDENING LTD
137 Reaver House
East Street
Epsom
KT17 1HX
United Kingdom
Tel: 01372 650289
Email: info@rainbowgardening.com
Website: https://rainbowgardening.com/
Privacy Policy last updated: 21 September 2026