WHAT DO WE USE YOUR PERSONAL DATA FOR?

We primarily use email/telephone/text when contacting customers, and email for marketing
purposes.

We use your personal data, including any of the personal data listed above, for the following purposes.

• Providing and personalising our services
• Dealing with your enquiries and requests by email/phone or text
• In order to visit you to quote for an enquiry and then to fulfil work undertaken for you if you go ahead
• Carrying out marketing and market research to develop new products and services and to review and improve current products and services and statistical analysis
• Providing you with information about our products and services, including any new products and services that may be of interest to you.
• Administering accounts relating to our suppliers or customers, processing payments and keeping track of billing and payments
• To comply with legal and regulatory obligations, requirements and guidance and to detect fraud
• To notify you about changes to our services and to inform you of service and price changes.

HOW WE COLLECT YOUR DATA?

We collect different information about you in a number of ways:

Information you give us

When you become a customer we will store the personal information you give to us such as your name, email address, postal address and telephone number. We will also keep a record of the work carried out for you. If you are a business client, then we will also need your business name and address and your job title.

If you have signed up to receive our newsletter on line then the only information we collect is your first name, your last name and your email address.

Automated technologies or interactions

Because the internet is part of the global environment, using it to collect and process personal data may involve the transmission of data on an international basis and your data may be processed outside the European Economic Area. Your data will always be held securely and in line with the requirements of UK data protection legislation. By communicating electronically with us, you acknowledge and agree to our processing of personal data in this way.

Information from third parties

We occasionally receive information about you from third parties as set out below:

1. Analytics providers such as Google
2. Advertising networks such as Facebook
3. Search information providers such as Google AdWords

If you provide us with personal data about a third party, you warrant that you have obtained the express consent from the third party for the disclosure and use of their personal data.

WHAT ARE THE LEGAL GROUNDS FOR OUR PROCESSING OF YOUR PERSONAL INFORMATION?

• Where we need to perform the contract we are about to enter into or have entered into with you (i.e. becoming a client)
• Where it is necessary for our legitimate interests and/or for your interests and where fundamental rights do not override those interests.
• Where we need to comply with a legal or regulatory obligation.
• Where we have your explicit consent before using your personal information in that specific situation.

SECURITY

We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and other procedures to safeguard and secure the information we collect online and off line.

• All information you provide to us is stored on our secure cloud-based servers
• Our IT equipment is protected by a firewall and our email is held on the storage provided by Microsoft Office 365 and protected by anti-virus software
• We use MailChimp as our email provider, whose own privacy policy may be viewed here: https://mailchimp.com/legal/privacy/
• Our website is hosted by Moonshine Internet based in Holt on our hosting database held on their secure servers
• Project documents including documents are stored on Microsoft Office and Dropbox
• Email and project documents are backed-up regularly onto an external hard drive and this is kept in a secure location.

Please refer to the information published by these companies in relation to encryption and security.We are comfortable that they provide a very secure storage solution.

DISCLOSURE OF YOUR DETAILS TO THIRD PARTIES

For the avoidance of doubt, we do not and never shall sell your personal data to third parties for marketing or advertising purposes.
However, there are certain circumstances under which we may disclose your personal information to third parties.

For instance to our service providers who process data on our behalf and on our instructions (for example our website service providers and newsletter administrator). We require all third parties to respect the privacy of your personal information and to treat it in accordance with the law.

We do not allow our third-party service providers to use your personal information for their own purposes and only permit them to process your personal information for specified purposes and in accordance with our instructions.

We may share your information if we are acquired by a third party and therefore your data will be deemed an asset of the business. In these circumstances, we may disclose your personal data to the prospective buyer of our business, subject to both parties entering into appropriate confidentiality undertakings.

We may share your personal data if we are under a duty to disclose data in order to comply with any legal obligation or to protect the rights, property or safety of Conservation Contractors, our customers or others. This includes but is not limited to exchanging information with other companies and organisations for the purposes of fraud protection, credit risk reduction and dispute policies. However we will take steps with the aim of ensuring that your privacy rights continue to be protected.

HOW AND WHEN CAN YOU WITHDRAW YOUR CONSENT?

Where we’re relying upon your consent to process personal data, you can withdraw this at any time by contacting us using the details below.

FOR HOW LONG IS YOUR PERSONAL INFORMATION RETAINED BY US?

Depending on the level of information we hold on you and the purposes of holding that information will determine how long we retain data for.

We will keep your personal data for the duration of the period you are a customer of Conservation Contractors and will assume you are still a customer until you tell us that you no longer want to be considered as a customer. At this point we will delete all unnecessary electronic data and destroy all unnecessary hard copy data that we hold.

We shall retain any project data that is required to safeguard our legal liability following the completion of any project or assignment. And we may need to hold on to information for internal accounting and reporting purposes for a number of years but any data that is out of date or inactive will be removed from our systems in the future.

WHAT ARE YOUR RIGHTS UNDER DATA PROTECTION LAWS?

Here is a list of the rights that all individuals have under the new GDPR data protection laws. They don’t apply in all circumstances. If you wish to use any of them, we’ll explain at that time if they are engaged or not.

• The right to be informed about the processing of your personal information
• The right to have your personal information corrected if it is inaccurate and to have incomplete personal information completed
• The right to object to processing of your personal information
• The right to restrict processing of your personal information
• The right to have your personal information erased (the “right to be forgotten”)
• The right to request access to your personal information and to obtain information about how we process it
• The right to move, copy or transfer your personal information (“data portability”)

You have the right to complain to the Information Commissioner’s Office which enforces data protection laws: https://ico.org.uk/.

Your right to object

You have the right to object to certain purposes for processing, in particular to data processed for direct marketing purposes and to data processed for certain reasons based on our legitimate interests. You can contact us using the information below to exercise these rights.

What we may need from you

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal information (or to exercise any of your other rights). This is a security measure to ensure that personal information 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.

Time limit to respond

We 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.