East Coast Tree Services Privacy Policy

Our contact details

Name: Nick Clayton

Address: West End Farm, Salters Way, South Reston, Lincolnshire, LN11 8BF

Phone Number: 07414 688712

E-mail: ectreeserv@gmail.com

Date of Privacy Notice completed: 16.5.24

The type of personal information we collect.

We currently collect and process the following information:

· Personal identifiers, contacts and characteristics (for example, name and contact details)

· Customer’s name, address, phone number and email address.

· Customer financial information

· Employee data

· Website user stats.

How we get the personal information and why we have it

Most of the personal information we process is provided to us directly by you for one of the following reasons:

- enter into a contract with us or contact us about doing so;

- contact us about any contract we have with you;

- request marketing to be sent to you;

- enter a competition, promotion or survey;

- give us some feedback.

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

- To register you with our business

- To perform any contract with you including:

(a) Managing payments, fees and charges

(b) Collecting and recovering money owed to us

- To manage our relationship with you which will include:

(a) Notifying you about changes to our terms or privacy policy

(b) Notifying you about changes to our business which are relevant to you

- To administer and protect our business and our website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data)

- To make suggestions and recommendations to you about goods or services that may be of interest to you

- Asking you to partake in a review, prize draw, competition or complete a survey

- To deliver relevant website content and advertisements to you and measure or understand the effectiveness of the advertising we serve to you

- To use data analytics to improve our website, products/services, marketing, relationships and experiences

Disclosure of your personal data

We may share your personal data with third parties to help us run our business or carry out our obligations to you:

- Service providers for IT and system administration

- Our professional advisers including lawyers, bankers, auditors and insurers.

- HM Revenue & Customs, regulators and other authorities

- Other companies in our group

Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are:

(a) Your consent. You are able to remove your consent at any time. You can do this by contacting Nick Clayton 07414 688712

(b) We have a contractual obligation.

(d) We have a vital interest.

(e) We need it to perform a public task.

(f) We have a legitimate interest.

How we store your personal information

Your information is securely stored. We 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. They will only process your personal data on our instructions and they are subject to a duty of confidentiality. We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

International Transfers

We do transfer your data outside the European Economic Area. Your name, address, phone number and email is stored on our accountancy program Quickbooks online in the cloud. Emails are stored on a web based server, and that requires the data to be stored on servers outside the EEA. Protections in place are complex passwords and 2-step verification and we follow their security procedures. Quickbooks (accountancy program), Paypal & Microsoft 365 have their own robust Privacy Policies and security to gain access to these accounts. Nick Clayton has reviewed the security policies of the above companies and is happy that adequate protect is in place to securely store data.

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements. You can ask us about the retention periods for different aspects of your personal data by contacting Nick Clayton.

In some circumstances we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.

We will then dispose your information during our annual audit of electronic and paper recording systems and remove any data in accordance with the Privacy Notice

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 are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please contact us at ectreeserv@gmail.com or 07414 688712 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 ectreeserv@gmail.com or West End Farm, Salters Way, South Reston, LN11 8BF

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.

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 Lane

Wilmslow

Cheshire

SK9 5AF

Helpline number: 0303 123 1113

ICO website: https://www.ico.org.uk