• Once you have received the written quotation, please contact our office to make arrangements for the work to be carried out
• The office is operational Monday – Friday 9am – 5pm (not open at weekends)
• All Bank Holidays are standard working days for both our office and site teams, except those days associated with Christmas and New Year
SCHEDULE OF WORK:
• The team will carry out work based upon the quote received, its contents/specification and your acceptance of it
• If you wish to make any changes to the quote/work specification, please advise us prior to the work commencing, so we can revise the quote and adjust the operational arrangements and prices accordingly
• For any changes you wish to make once the work has commenced, please notify the office so we can arrange for a manager to adjust the work specification and advise of any changes to the price
• Please note that changes to a job that cause the gardeners to stop work once they have started may result in a charge for the lost labour time
PRIORITIES FOR QUOTES BASED ON TIME:
• If the quote accepted is based on a specific time frame (e.g. 2 gardeners for 1 day) then we will achieve as much as possible in that time but cannot guarantee all items listed will be completed
• Should you have specific priorities for the gardeners to carry out during the time they are with you, please leave a message with the office or endeavour to be on-site during the visit to advise them
ASBESTOS, CABLES & PIPEWORK:
• We are not licensed to remove asbestos
• If asbestos is found while working and needs to be removed, this may lead to a delay in works and incur additional charges – we are happy to recommend a separate local contractor who has the necessary licences and equipment to carry this out to enable us to recommence work
• Please advise us prior to commencement of any known cables or pipework that may be hidden from view
ACCESS & PARKING:
• We expect to be able to access your property during the scheduled time
• If you won’t be on-site, we are happy to hold keys for gates etc, or to make other arrangements to gain access
• If access is not available during the time booked and agreed, regrettably we will have to charge for the loss of income
• Our gardeners will require a parking space close to your property, ideally on a driveway or at the kerbside
• If you live in an area where parking permits are required, please provide us with permits for the duration of the work prior to commencement. Regretfully, if no permit is provided we may not be able to attend to your garden work, but charges may still apply
• Once confirmed and diarised we are fully committed to your works and will commence pre-purchasing any materials required, booking specific members of our team and necessary equipment and arranging other operational elements
• Due to the above we expect you as a customer to be as committed to the arrangements and to expect a cancellation charge should you need to revoke this commitment
• We require no payment before or during your works (unless otherwise stated) however, we do expect to be paid in full on completion of works and receipt of our invoice
• We accept payment via cash / cheque / bank transfer – payment details will be at the bottom of the invoice
• Booked arrival times are approximate, please allow a degree of flexibility to account for traffic / other delays
• All our staff are uniformed, fully trained, and have formal appraisals regarding their work
• The company and all its employees are covered by public liability insurance
• We have a full-time Office Team who are able to take care of any questions / queries you may have
DATA PROTECTION POLICY – GP GARDEN SERVICES & CLEANING SERVICES:
CONTEXT & OVERVIEW:
GP Garden Services & GP Cleaning Services (GP) gathers and uses certain information about individuals.
These include customers, suppliers, business contacts, employees and other people the organisation has a relationship with or may need to contact.
This policy describes how this personal data must be collected, handled and stored to meet the company’s data protection standards — and to comply with the law.
WHY THIS POLICY EXISTS:
This data protection policy ensures :
• Complies with data protection law and follow good practice
• Protects the rights of staff, customers and partners
• Is open about how it stores and processes individuals’ data
• Protects itself from the risks of a data breach
DATA PROTECTION LAW:
The Data Protection Act describes how organisations — including GP must collect, handle and store personal information.
These rules apply regardless of whether data is stored electronically, on paper or on other materials.
To comply with the law, personal information must be collected and used fairly, stored safely and not disclosed unlawfully.
The Data Protection Act is underpinned by eight important principles. These say that personal data must:
• Be processed fairly and lawfully
• Be obtained only for specific, lawful purposes
• Be adequate, relevant and not excessive
• Be accurate and kept up to date
• Not be held for any longer than necessary
• Processed in accordance with the rights of data subjects
• Be protected in appropriate ways
• Not be transferred outside the European Economic Area (EEA), unless that country or territory also ensures an adequate level of protection
PEOPLE, RISKS & RESPONSIBILITIES:
This policy applies to:
• The head office and all branches of GP
• All staff, volunteers, contractors, suppliers and other people working on behalf of GP
It applies to all data that the company holds relating to identifiable individuals, even if that information technically falls outside of the Data Protection Act. This can include:
• Names of individuals
• Postal addresses
• Email addresses
• Telephone numbers
• …plus any other information relating to individuals
DATA PROTECTION RISKS:
This policy helps to protect GP from some very real data security risks, including:
• Breaches of confidentiality. For instance, information being given out inappropriately.
• Failing to offer choice. For instance, all individuals should be free to choose how the company uses data relating to them.
• Reputational damage. For instance, the company could suffer if hackers successfully gained access to sensitive data.
Everyone who works for or with GP has some responsibility for ensuring data is collected, stored and handled appropriately.
Each team that handles personal data must ensure that it is handled and processed in line with this policy and data protection principles.
However, these people have key areas of responsibility:
• The board of directors is ultimately responsible for ensuring that GP meets its legal obligations.
• The Data protection officer- Dave White is responsible for:
• Keeping the board updated about data protection responsibilities, risks and issues.
• Reviewing all data protection procedures and related policies, in line with an agreed schedule.
• Arranging data protection training and advice for the people covered by this policy.
• Handling data protection questions from staff and anyone else covered by this policy.
• Dealing with requests from individuals to see the data we hold about them (also called ‘subject access requests’).
• Checking and approving any contracts or agreements with third parties that may handle the company’s sensitive data.
• Ensuring all systems, services and equipment used for storing data meet acceptable security standards.
• Performing regular checks and scans to ensure security hardware and software is functioning properly.
• Evaluating any third-party services the company is considering using to store or process data. For instance, cloud computing services.
• Approving any data protection statements attached to communications such as emails and letters
• Where necessary, working with other staff to ensure marketing initiatives abide by data protection principles.
GENERAL STAFF GUIDELINES:
• The only people able to access data covered by this policy are those who need it for their work.
• Data is not shared informally. When access to confidential information is required, employees can request it from their line managers.
• GP will provide training to all employees to help them understand their responsibilities when handling data.
• Employees keep all data secure, by taking sensible precautions and following the guidelines below.
• In particular, strong passwords are used and will never be shared.
• Personal data will not be disclosed to unauthorised people, either within the company or externally.
• Data will be regularly reviewed and updated if it is found to be out of date. If no longer required, it will be deleted and disposed of.
• Employees should request help from their line manager or the data protection officer if they are unsure about any aspect of data protection.
These rules describe how and where data should be safely stored. Questions about storing data safely can be directed to the data controller.
When data is stored on paper, it will be kept in a secure place where unauthorised people cannot see it.
These guidelines also apply to data that is usually stored electronically but has been printed out for some reason:
• When not required, the paper or files will be kept in a locked drawer or filing cabinet.
• Employees are to ensure that paper and printouts are not left where unauthorised people could see them, like on a printer or in a vehicle.
• Data printouts will be shredded and disposed of securely when no longer required.
When data is stored electronically, it must be protected from unauthorised access, accidental deletion and malicious hacking attempts:
• Data will be protected by strong passwords that are changed regularly and never shared between employees.
• If data is stored on removable media (like a CD or DVD), these will be kept locked away securely when not being used.
• Data will only be stored on designated drives and servers, and should only be uploaded to an approved cloud computing services.
• Servers containing personal data are sited in a secure location, away from general office space.
• All servers and computers containing data are protected by approved security software and a firewall.
• When working with personal data, employees ensure the screens of their computers are always locked when left unattended.
• Employees will not save copies of personal data to their own computers. Always access and update the central copy of any data.
• We do not sell any customer data to any 3rd party
• Where you have asked us to provide a specific service which involves us passing your data outside of GP Garden Services or GP Cleaning Services, you will know about and consent to it in advance
• Our site may, from time to time, contain links to and from the websites of our partner networks, advertisers and affiliates. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.
The law requires GP to take reasonable steps to ensure data is kept accurate and up to date.
The more important it is that the personal data is accurate, the greater the effort GP will put into ensuring its accuracy.
It is the responsibility of all employees who work with data to take reasonable steps to ensure it is kept as accurate and up to date as possible.
• Data will be held in as few places as necessary. Staff will not create any unnecessary additional data sets.
• Staff should take every opportunity to ensure data is updated. For instance, by confirming a customer’s details when they call.
• GP make it easy for data subjects to update the information that we hold about them. For instance, via the company website, email, phone, post or carrier pigeon
• Data will be updated as inaccuracies are discovered.
SUBJECT ACCESS REQUESTS:
All individuals who are the subject of personal data held by GP are entitled to:
• Ask what information the company holds about them and why.
• Ask how to gain access to it.
• Be informed how to keep it up to date.
• Be informed how the company is meeting its data protection obligations.
If an individual contacts the company requesting this information, this is called a subject access request.
Subject access requests from individuals should be made by email, addressed to the data controller at firstname.lastname@example.org The data controller can supply a standard request form, although individuals do not have to use this.
Individuals will be charged £20 per subject access request. The data controller will aim to provide the relevant data within 14 days.
The data controller will always verify the identity of anyone making a subject access request before handing over any information.
DISCLOSING DATA FOR OTHER REASONS:
In certain circumstances, the Data Protection Act allows personal data to be disclosed to law enforcement agencies without the consent of the data subject.
Under these circumstances, GP will disclose requested data. However, the data controller will ensure the request is legitimate, seeking assistance from the board and from the company’s legal advisers where necessary.
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