Privacy Policy

The type of personal information we collect

We currently collect and process the following information:

• Identity Data includes first name, last name, title
• Contact Data includes email address and telephone numbers
• Transaction Data includes details about payments from you/your organisation and services you/your organisation have purchased
• Technical Data includes IP address, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, and other technology on the devices you use to access our website
• Usage Data includes information about how you use our website
• Marketing and Communications Data includes your preferences in receiving marketing from us and your communication preferences

We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health, and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.

How we get the personal information

We use different methods to collect data from and about you including through: Direct interactions. You may give us your Identity Data and Contact Data by filling in forms or by corresponding with us by post, phone, email, social media message or otherwise. This includes personal data you provide when you request that we provide you with a quotation or response to tender for our services or contact us in any other way.

Automated technologies or interactions

As you interact with our website, we will automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, server logs and other similar technologies.

Third parties or publicly available sources

We will receive personal data about you from various third parties and public sources as set out below:

• Technical Data from analytics providers such as Google based outside the UK
• Identity and Contact Data from publicly available sources such as Companies House based inside the UK and LinkedIn based in the US

How we use the personal information

We use the information that you have given us in order to:

• Provide you with a quotation for our services or respond to a tender
• Perform the contract we are about to enter into or have entered into with you
• Keep you up to date with our range of services

Under the UK General Data Protection Regulation (UK GDPR), we may only use your information where we are permitted to do so by law. The lawful bases we rely on for processing this information are:

• (a) Because we have a contractual obligation
• (b) We need it to comply with a legal obligation
• (c) We have a legitimate interest

Generally, we do not rely on consent as a legal basis for processing your information although we will get your consent before sending third party direct marketing communications to you via email or text message. You have the right to withdraw consent to marketing at any time by contacting us.

We have set out below, in a table format, a description of all of the ways we plan to use your information, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.

Note that we may process your information for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground we are relying on to process your information where more than one ground has been set out in the table below.

Purpose/Activity	Type of data	Lawful basis for processing including basis of legitimate interest	Retention Period
To register you as a new contact	(a) Identity (b) Contact	Performance of a contract with you	8 years
To provide services to you and recover payment for the same	(a) Identity (b) Contact (c) Transaction (d) Marketing and Communications	(a) Performance of a contract with you (b) Necessary for our legitimate interests (to recover debts due to us)	8 years
To manage our relationship with you which may include asking you for a reference or updating you as to changes to this policy	(a) Identity (b) Contact (c) 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 products/services)	8 years
To administer and protect our business and our website (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	2 years
To use data analytics to improve our website, services, marketing, customer relationships and experiences	(a) Technical (b) Usage	Necessary for our legitimate interests (to keep our website updated and relevant, to develop our business and to inform our marketing strategy)	2 years
To make suggestions and recommendations to you about services that may be of interest to you	(a) Identity (b) Contact (c) Technical (d) Usage (e) Marketing and Communications	Necessary for our legitimate interests (to develop our services and grow our business)	2 years

We have third party service providers with whom we share your information so that they may provide their services to us. This includes:

• Service providers acting as processors based outside the UK who provide IT and system administration services
• Professional advisors acting as processors or joint controllers including auditors, lawyers, bankers and insurers based in the UK who provide consultancy, payroll, banking, legal, insurance and accounting services
• HM Revenue & Customs, regulators and other authorities acting as processors or joint controllers based in the UK

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

Whenever we transfer your personal data out of the UK, we ensure a similar degree of protection is afforded to it as set out in UK GDPR.

Marketing

We may use your Identity, Contact, and Transaction Data to form a view on what we think you may want or need, or what may be of interest to you. You may receive marketing communications from us if you have requested information from us or have purchased services from us and you have not opted out of receiving that marketing. We will get your express opt-in consent before we share your personal data with any third party for marketing purposes.

You can ask us to stop sending you marketing messages at any time by contacting us at any time.

Where you opt out of receiving these marketing messages, this will not apply to personal data provided to us as a result of our supply of services to you or your organisation.

How we store your personal information

Your information is securely stored.

We keep information for the time period set out in the table shown in the 'How We Use your Personal Information' section above. We will dispose your information after the time period elapses.

Your data protection rights

Under data protection law, you have rights including:

Your right of access - You have the right to ask us for copies of your personal information.

Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.

Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.

Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances.

Your right to object to processing - You have the the right to object to the processing of your personal information in certain circumstances.

Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we could refuse to comply with your request in these circumstances.

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.

We try to respond to all legitimate requests within one month. Occasionally it could 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.

lease contact us at: admin@aeslandscaping.co.uk if you wish to make a request.

How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us at: admin@aeslandscaping.co.uk

You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO's address:

Information Commissioner's Office
Wycliffe House
Water Lanev Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113
ICO website: www.ico.org.uk

Data Protection Policy

Please click to download our full AES Data Protection Document (pdf format)