Privacy Policy Statement Summary:
Importance of a Privacy Policy and Its Coverage
Creating a privacy policy is essential for every business, as it establishes trust and transparency between the company and its users. Firstly, this policy clearly outlines how personal data is collected, used, and protected, thereby ensuring compliance with legal standards such as the GDPR. Additionally, it serves as a communication tool that informs users about their rights and the measures in place to protect their privacy. Furthermore, a privacy policy covers not only customers but also employees, suppliers, and potentially other stakeholders who interact with the company in any capacity. Moreover, it empowers users by providing them the choice to control their data, such as the ability to opt-in or opt-out of certain data uses. Conclusively, having a comprehensive privacy policy reinforces the company’s commitment to data security, reduces legal risks, and enhances customer relationships by fostering a sense of security and respect for user privacy.
Who will usemy data? | Grounds, Gardens & Trees Ltd |
What for? | We will store and process your data in order to allow us to provide our services as a contractor to you. We may also send you offer details that we think you will be interested in. This may include a range of our related services. |
What will happen if Icontact you? | If you contact us we will use your information send you the information you have requested and updates, offers and other information that we think you will be interested in. |
What data will be stored? | We will store your personal details in order to provide our services to you. We will store details of purchase enquiries, purchases, and related financial information as required. |
What data will be shared? | Grounds, Gardens & Trees Ltd will not share your data with any third parties other than as described here. We will share your information with any regulator or legal body that requests it. |
How long? | Your data will be stored only for Until No Longer Needed after which time your data will be deleted. |
Who can access my data? | We will never sell, share or otherwise distribute your data to any other third party. |
How is my data kept secure? | We will store your data on secure UK based servers which will be processed in the UK. Grounds, Gardens & Trees Ltd use industry standard security protocols/technology to secure data. |
Grounds, Gardens & Trees Ltd take your privacy seriously and will only use your personal information to provide the services you have requested from us and to send you information about services you may be interested in. We will never sell, share or use your personal information other than as described here.
About This Privacy Policy
Data Use and Sharing Policy
This policy outlines how Grounds, Gardens & Trees Ltd will use and share the information that you provide to us. It also describes your relationship with our company and sets the framework for data management in accordance with the General Data Protection Regulation (GDPR).
Introduction to GDPR
- Regulatory Framework: The GDPR dictates how organisations must collect, handle, process, and store personal information. These rules are mandatory regardless of the medium—whether electronic, paper, or other materials.
Compliance with Legal Standards
- Principles of Data Processing: To comply with the law, personal information must be collected and used fairly, stored safely, and not disclosed unlawfully. GDPR is supported by eight foundational principles which require that personal data:
- Be processed fairly and lawfully.
- Be obtained only for specific, lawful purposes.
- Be adequate, relevant, and not excessive.
- Be accurate and, where necessary, kept up to date.
- Not be held any longer than is necessary.
- Be processed in accordance with the rights of the data subjects.
- Be protected in appropriate ways.
- Not be transferred outside the European Economic Area, unless the destination also ensures an adequate level of protection.
Our Commitment to Data Protection
- Safeguarding Data: We take our responsibilities under GDPR seriously. This document details our approach to ensuring data protection, helping to shield the company and its stakeholders from various data security risks.
Potential Data Security Risks
- Risks and Preventions: This policy helps protect us from potential data security risks, including:
- Breaches of Confidentiality: For example, preventing inappropriate disclosure of information.
- Failing to Offer Choice: Ensuring that individuals have the freedom to choose how their data is used by the company.
- Reputational Damage: For example, safeguarding against the damage that could result from unauthorised access to sensitive data by hackers.
Who We Are And How To Contact Us
Grounds, Gardens & Trees Ltd is a trading name of Grounds, Gardens & Trees Ltd that is registered in United Kingdom and is registered with the Information Commissioner's Office. The data controller is: Daniel Sorley. You can contact us in any of the following ways:
Email: info@ggtuk.co.uk Phone: 07989218633
Website: www.ggtuk.co.uk
Post: Unit A1 Bradkirk Business Park, Wesham, Preston, PR4 3FZ
Who this privacy policy applies to
Overview of Our Data Processing Policy
Grounds, Gardens & Trees Ltd specializes in grounds maintenance, fencing contracting, and all other necessary construction skills and equipment to execute works safely, efficiently, on schedule, and to the complete satisfaction of our clients. This policy applies to a wide range of stakeholders including clients, employees, contractors, suppliers, and any other third parties that share data with us.
Purpose of Data Processing
- Necessity of Data Processing: Processing your data is essential for us to provide you with our specialized services. This policy governs how data related to various individuals connected to our operations is handled.
Scope of the Policy
- Applicability: This policy applies to individuals who have shared their data with us in any capacity, whether as customers, employees, suppliers, or in any other role.
Types of Data Covered
Comprehensive Data Inclusion: We manage all data that the company holds concerning identifiable individuals. This coverage extends even to data that might technically fall outside of the General Data Protection Regulation (GDPR).
Types of Personal Data
- Personal Identification Information: This includes names, postal addresses, email addresses, and telephone numbers.
What this applies to
Lawful Basis for Data Processing
This section outlines the lawful basis for processing your personal data, which encompasses the information you willingly provide to us or that we are authorized to collect. This includes various types of data as described below:
Initial Contact
- Providing Information: The information you provide when you initially contact us.
- Discussion of Services: When you contact us to discuss potentially using our services.
Usage Data
- Website Interaction: The information we collect about how you use our website, helping us to understand your needs and improve our services.
Transactional Information
- Service-Related Information: Information relating to services we offer to you, encompassing all transactions.
- Financial and Personal Details: Includes financial and other personal information that is necessary to complete these transactions.
Ongoing Relationship
- Stored Information: Information that is given and stored as part of our ongoing relationship with you, ensuring that our interactions are both informed and tailored to your needs.
Data Sensitivity
- Sensitive Data: It is important to note that we do not collect or process sensitive data about you, adhering strictly to privacy and data protection laws.
How your information will be used
We will only use your personal data for the purposes for which we collected it and as you would reasonably expect your data to be processed and only where there is a lawful basis for such processing, for example:
Purpose/Activity | Type of data | Lawful basis for processing |
To register you as a newcustomer | (a) Identity, (b) Contact | Performance. of a contract with you |
To process and deliver the services you request including managing payments, fees and charges, and to collect and recover money owed to us | (a) Identity, (b) Contact, (c) Financial, (d) Transaction, (e) Marketing and Communications | (a) Performance of a contract with you, (b) Necessary for our legitimate interests to recover debts owed to us |
Manage our ongoing relationship with you which will include notifying you about changes to our terms, services or privacy policy, to maintain our records | (a)Identity, (b) Contact, (c) Profile, (d) Marketing and Communications | (a.) Performance of a contract with you, (b) Necessary to comply with a legal obligation, (c) Necessary for our legitimate interests to keep our records updated and to study how customers use our services |
Administer and protect our business and our site (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data) | (a.) Identity, (b) Contact, (c) Technical | (a) Necessary for our legitimate interests for running our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganisation or group restructuring exercise, (b) Necessary to comply with a legal obligation |
To use data analytics to improve our website, services, marketing, customer relationships and experiences | (a) Technical, (b) Usage | Also, Necessary for our legitimate interests to define types of customers for our services, to keep our site updated and relevant, to develop our business and to inform our marketing strategy |
Make suggestions and recommendations to you about services that may be of interest to you | (a) Identity, (b) Contact, (c) Technical, (d) Usage, (e) Profile | Necessary for our legitimate interests to develop our services and grow our business |
Privacy Policy
Collection of Personal Information
What Information We Collect: Grounds, Gardens & Trees Ltd may collect a variety of your personal details including your name, date of birth, address, contact details (such as email address and mobile phone number), service details, purchase history, and data collected as part of any finance application or payment. This can include previous addresses, employment details, and bank account details.
Sources of Information:
- Direct Interactions: Information that you provide directly through our website or using our contact mechanisms like email, phone, chat services, or post.
- Sign-Ups: Information that you provide when signing up to our distribution lists to receive correspondence from us.
- Service Transactions: Information relating to services we provide to you or any other transaction details made (includes your address, telephone number, and payment details).
Use of Personal Information
Purpose of Processing: Personal data we receive will be used specifically for the purposes it was provided, which includes:
- Responding to queries about potential service purchases.
- Fulfilling obligations from any contracts entered between you and us, including the provision of services, and handling any contract-related queries.
- Managing and administering the relationship between you and our company.
- Notifying you about changes to our services and other communication needs, such as responding to your inquiries.
- Gathering feedback from you about our services.
Communication and Marketing
Marketing Communications: We may also use your personal information to send you marketing materials about services, promotions, and offers that might interest you. This section of the document explains how you can modify your preferences regarding receiving such information.
Essential Communications: It’s important to note that, regardless of your marketing preferences, we may still use your personal information to send you essential service communications. This includes communications related to any services we provide to you.
How to change your preferences
Grounds, Gardens & Trees Ltd operate in line with EU GDPR (May 2018) data protection guidelines. We respect your rights and will respond to any request for access to personal information and requests to delete, rectify, transfer, data and to stop processing. We will also advise you on how to complain to the relevant authorities, namely the Information Commissioner’s Office. Any requests or objections should be made in writing to the Data Controller or you can visit our website, call, or email us to contact us to change your preferences at anytime.
Scope of Agreement
By submitting your personal data on this site or as required for us to provide services to you, you are affirming your agreement for such information to be used in accordance with this privacy policy. You will be able to change your preferences at any time by the methods described as prescribed in this document.
We may from time to time use your information for marketing, account management or relationship management purposes. The main purpose of this is to provide you with information about services which we think may be of interest to you and/or to maintain any existing relationship we may have with you.
Opting out at a later date
Where you give your consent for us to process your data, for example when you agree to us sending you marketing information or where you agree to us processing financial data, you can contact us to amend or withdraw your consent at anytime. You can also choose to object to processing and request deletion of your data. We respect all user rights as defined in GDPR. If you have any comments or wish to complain please contact us.
How we store and process your data
Data Collection and Storage
Location and Duration: Your data will be collected, stored, and processed exclusively in the UK, and we do not transfer your data outside the EU. We retain your data for up to 7 years to maintain records of service, payments, and other interactions we have with you.
Third-Party Services and Data Protection
Third-Party Involvement: In order to provide our services to you, we utilise recognised third parties to handle payments, conduct credit reports, and manage our company accounts and banking services.
Data Storage with Third Parties: We will store transactional, payment, and order data for up to 7 years or as required by UK financial and company regulations. If these third parties operate outside the EU, we ensure that precautions are in place to protect your data.
Use of Personal Data
Purpose and Reuse of Data: Grounds, Gardens & Trees Ltd will only use your personal data for the purposes for which it was collected, unless we reasonably consider that we need to use it for another reason that is compatible with the original purpose. For inquiries about how processing for a new purpose is compatible with the original purpose, please contact us via email.
Legal Obligations for Data Use: We may be legally required to disclose your personal information without your knowledge to the extent that we are required to do so by law; this includes connections with any ongoing or prospective legal proceedings, or to establish, exercise, or defend our legal rights, including providing information for fraud prevention and credit risk reduction.
Marketing Communications
Conditions for Receiving Marketing: You will only receive marketing communications from us if:
- You have requested information or purchased services from us.
- You provided us with your details and opted-in at the point of entry for receiving marketing communications.
- You have not opted out of receiving marketing.
Consent for Third-Party Marketing: We will obtain your express opt-in consent before we share your personal data with any third party for marketing purposes.
Our obligations
Role as Data Controller
Responsibility and Compliance: Grounds, Gardens & Trees Ltd are a data controller, legally responsible for handling the information you provide. We comply with the GDPR (2018) in the management and sharing of your personal data. This includes using your personal data:
- Fairly and lawfully
- In accordance with legislation and our policy
- Only to the extent necessary for these specified purposes
- Taking steps to ensure your data is accurate and rectifying data as necessary
Your Rights Under Data Protection Laws
Individual Rights: Under certain circumstances, you have rights under data protection laws in relation to your personal data. These rights include the ability to:
- Request access to your personal data
- Request correction of your personal data
- Request erasure of your personal data
- Object to processing of your personal data
- Request restriction of processing your personal data
- Request transfer of your personal data
- Withdraw consent
Further details about these rights can be found at: ICO's GDPR Guide.
Accessing and Managing Your Personal Data
Fees and Charges: You will not have to pay a fee to access your personal data or exercise any other rights. However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request under these circumstances.
Request for personal data: We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
Grounds, Gardens & Trees Ltd try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.
Third Parties
Sharing of Personal Data
We may have to share your personal data with the parties set out below for the purposes described in this document:
Service Providers
- IT and System Administration Services: Service providers who assist with our information technology and system administration.
Third Parties Involved in Business Operations
- Building Companies and Equipment Providers: Third parties including other building companies and equipment providers necessary for our operations.
- Recruitment / Employment Agencies: Agencies that assist with the hiring and employment processes.
- Other Business Needs: Additional third parties as required to facilitate the running of our business.
Professional Advisers
- Consultancy Services: Professional advisers including lawyers, bankers, auditors, and insurers who provide consultancy services.
- Financial Services: Advisers who assist with credit scoring, banking, and accounting.
- Legal and Fraud Protection: Legal advisers and services providing fraud protection.
- Insurance Services: Insurance services necessary for the operation of our business.
Government and Regulatory Authorities
- HM Revenue & Customs: Authorities that require reporting of processing activities under certain circumstances.
- Regulators and Other Authorities: Regulators and other authorities in the United Kingdom and other relevant jurisdictions.
Business Transfers
- Asset Sales and Transfers: Third parties to whom we sell, transfer, or merge parts of our business or our assets.
Data Security and Legal Compliance
Grounds, Gardens & Trees Ltd requires all third parties to whom we transfer your data to respect the security of your personal data and to treat it in accordance with the law. We only allow such third parties to process your personal data for specified purposes and in accordance with our instructions.
Security
Grounds, Gardens & Trees Ltd have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know such data. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
We will report any breaches or potential breaches to the appropriate authorities within 24 hours and to anyone affected by a breach within 72 hours. If you have any queries or concerns about your data usage, please contact us.
This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.
Privacy Policy - Cookies
A cookie is a small file which asks permission to be placed on your computer’s hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Furthermore, cookies allow web applications to respond to you as an individual. Consequently, the web application can tailor its operations to your needs, likes, and dislikes by gathering and remembering information about your preferences. Specifically, Grounds, Gardens & Trees Ltd use traffic log cookies to identify which pages are being used. This approach helps us analyse data about webpage traffic and improve our website in order to tailor it to customer needs. Importantly, we only use this information for statistical analysis purposes and then the data is removed from the system.
Overall, cookies help us provide you with a better website by enabling us to monitor which pages you find useful and which you do not. Crucially, a cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.
Additionally, you can choose to accept or decline cookies. Typically, most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. However, this may prevent you from taking full advantage of the website.
Also, as well as your ability to accept or reject cookies, we also require your permission to store cookies on your machine, which is why when you visit our site, you are presented with the ability to accept our terms of use, including the storage of cookies on your machine. If you do not accept, then you are free to leave our website at any time.
Legitimate Interests
Under the GDPR, we are also permitted to share some information with third parties who use such data for non-marketing purposes (including credit and risk assessment and management, identification and fraud prevention, debt collection and returning assets to you).
Contact us, exercising your information rights and Complaints
If you any questions or comments about this Privacy Policy, wish to exercise your information rights in connection with the personal data you have shared with us or wish to complain, please contact: Daniel Sorley at Grounds, Gardens & Trees Ltd. We will process SARs within 30 days, SAR responses are usually free but we reserve the right to charge for excessive or unfounded requests. We fully comply with Data Protection legislation and will assist in any investigation or request made by the appropriate authorities.
Should you remain dissatisfied then you have the right to apply directly to the Information Commissioner for a decision. The Information Commissioner can be contacted at:
Information Commissioner’s Office
Wycliffe House Water Lane Wilmslow Cheshire
SK9 5AF
www.ico.org.uk
