Privacy Notice
We are committed to safeguarding your privacy and take our responsibilities under GDPR seriously. We do not trade data commercially and will only disclose data with your consent, or if we are required to do so by law. If you have a query or request regarding the way we handle data, please get in touch.
Why we process data
Below, we have outlined the reasons for us processing data. We believe these purposes to be justified to allow us to run and promote our business, fulfil contractual requirements and deliver services for our clients, and meet our legal obligations. We do not carry out email marketing of any sort. We have provided details below on the types of information we hold about different groups of people.
Clients
If you are a client of ours, it is likely we will hold the following information about you:
- Name and contact details.
- Information and documents relating to the service we are providing you with, including communications with you.
- Billing and payment details.
We use the personal data listed above to meet our contractual requirements as part of providing a design and contracting service to you. We also use the data as part of legal requirements for elements such as tax purposes. In addition, we will use your information to invoice you and to keep track of the payments you make.
We will hold your information for the duration of our working relationship to allow us to continually deliver our contracted services to you, and for a further 3 years once our contract comes to an end. We retain financial records for 6 years following the end of the current financial year.
Prospective clients
If you are a prospective client, it is likely we will hold the following information about you:
- Name and contact details.
- Information and documents relating to the service we could be providing you with, including communications with you.
If you make an enquiry with us by phone or email, we will use that information only in order to follow up on that enquiry to see how we can help you. We will retain that information for the duration of the enquiry, then for a period of one year should you not become a client of ours.
Current and former employees and contractors
If you work for Chiswell Landscaping, it is likely that we will hold the following information about you:
- Personal contact details such as name, title, addresses, telephone numbers, and personal email addresses.
- Date of birth.
- Gender.
- National Insurance number.
- Bank account details, payment records and tax status information.
- Salary or rate of pay and holiday dates
- Start date.
- Recruitment information (including copies of right to work documentation, references and other information included in a CV or cover letter or as part of the application process).
- Disciplinary and grievance information.
We may also collect, store and use the following ‘special categories’ of more sensitive personal information:
- Information about your health, including any medical conditions and health and sickness records.
We use this personal data to perform the contract that we have entered into with you, to comply with legal obligations and where it is necessary for ours and your legitimate interests. We may also use your personal information in the following situations, which are likely to be rare:
- Where we need to protect your interests or someone else’s interests.
- Where it is needed in the public interest or for official purposes.
Your personal data will be stored by us throughout your period of working or employment and for a period of six years once your contract with us has come to an end.
Job applicants
If you apply for a job with us, it is likely we will hold the following information about you:
- Name and contact details.
- The information you have provided us with as part of your CV and covering letter, including communications with you.
- Any information you provide to us during the interview process.
We may also collect, store and use the following ‘special categories’ of more sensitive personal information:
- Information about your health, including any medical conditions and health and sickness records.
We use this personal data to assess your skills, qualifications and suitability for the role, to communicate with you during the recruitment process, to keep records relating to our recruitment process, to comply with legal and regulatory requirements. We will use any information that you provide to us regarding your health and disability status to make any necessary adjustments during the recruitment and interview process.
If your application is not successful, we will retain your personal data for a period of 6 months after we have informed you of our decision. If you are successful, then your data will be transferred to your staff file and handled in line with the ‘current and former employees’ section above.
Website visitors
When you visit our website, we use Google Analytics (third-party service) to collect standard online log information about visitor behaviour patterns. This helps us find out things like visitor numbers to certain parts of our website. This information is processed in a way that does not identify anyone individually.
Our website uses session-based cookies as part of Google Analytics and these are not used for re-marketing purposes. You can view Google’s privacy notice here.
If you want to opt-out of being tracked by Google Analytics across all websites, visit http://tools.google.com/dlpage/gaoptout.
Data security
We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal information to those employees, agents, contractors and other third parties who have a business need-to-know. They will only process your personal information on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.
Your rights
If your data is stored or used by Chiswell Landscaping, you have the following rights:
- The right to be informed, which is what this privacy policy is for.
- The right to access what data we hold about you.
- The right to object to processing carried out on the basis of legitimate interests.
- The right to erasure (in some circumstances).
- The right to have your data rectified if it is inaccurate.
- The right to have your data restricted or blocked from processing.
If you ever want to verify, update or amend your personal data, please email info@chiswelllandscaping.com.
You also have the right to lodge a complaint about our processing with the UK’s Information Commissioner’s Office.
Changes to our privacy notice
We constantly review information to ensure that we comply with GDPR requirements and, therefore, keep this privacy notice under review.