PRIVACY

We take your privacy very seriously. Please read this privacy policy carefully as it contains important information on who we are and how and why we collect, store, use and share your personal data. It also explains your rights in relation to your personal data and how to contact us or supervisory authorities in the event you have a complaint.

We collect, use and are responsible for certain personal data about you. When we do so we are subject to the UK General Data Protection Regulation (UK GDPR). 

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Key terms

It would be helpful to start by explaining some key terms used in this policy:

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We, us, our

GreenSmart Solutions Planning Services Ltd, of Old Post House, Worcester Road, Drakes Broughton, Pershore, England, WR10 2AQ, company number 12982447.

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Personal data

Any information relating to an identified or identifiable individual

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Special category personal data

Personal data revealing racial or ethnic origin, political opinions, religious beliefs, philosophical beliefs or trade union membership

Genetic and biometric data (when processed to uniquely identify an individual)

Data concerning health, sex life or sexual orientation

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Data subject

The individual who the personal data relates to

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Personal data we collect about you

We may collect and use the following personal data about you:

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- your name and contact information, including email address and telephone number

- information to check and verify your identity, eg your date of birth

- location data

- your billing information, transaction and payment card information

- you contact history, purchase history and saved items

- information about how you use our website, IT, communication and other systems

- your responses to surveys, competitions and promotions

- information relating to land/property for which you require our services and the ownership of that

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We collect and use this personal data to provide products and services to you. If you do not provide personal data we ask for, it may delay or prevent us from providing products and services to you.

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How your personal data is collected

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We collect most of this personal data directly from you—in person, by telephone, text or email and/or via our website. However, we may also collect information: 

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- from publicity accessible sources, eg HM Land Registry

- from cookies on our website

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How and why we use your personal data

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Under data protection law, we can only use your personal dat if we have proper reason, eg

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- where you have given consent;

- to comply with our legal and regulatory obligations;

- for the performance of a contract with you or to take steps at your request before entering into a contract; or

- for our legitimate interests or those of a third party

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A legitimate interest is when we have a business or commercial reason to use your information, so long as this is not overridden by your own rights and interests. We will carry out an assessment when relying on legitimate interests, to balance our interests against your own.

Below explains what we use your personal data for and why.

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What we use your personal data for

- Providing products and services

Our reasons

- To perform our contract with you or to take steps at your request before entering into a contract

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What we use your personal dat for

- Preventing and detecting fraud against you or us

Our reasons

- For our legitimate interests or those of a third party, ie to minimise fraud that could be damaging for you and/or us

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What we use your personal data for

- Conducting checks to identify our customers and verify their identity

- Screening for financial and other sanctions or embargoes

- Other activities necessary to comply with professional, legal and regulatory obligations that apply to our business, eg under health and safety law or rules issued by our professional regulator

Our reasons

- To comply with our legal and regulatory obligations

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What we use your personal data for

- Gathering and providing information required by or relating to audits, enquiries or investigations by regulatory bodies

Our reasons

- To comply with our legal and regulatory obligations

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What we use your personal data for

- Ensuring business policies are adhered to, eg policies covering security and internet use

Our reasons

- For our legitimate interests or those of a third party, ie to make sure we are following our own internal procedures so we can deliver the best service to you

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What we use your personal data for

- Operational reasons, such as improving efficiency, training and quality control

Our reasons

- For our legitimate interests or those of a third party, ie to be as efficient as we can so we can deliver the best service to you at the best price

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What we use your personal data for

- Preventing unauthorised access and modifications to systems

Our reasons

- For our legitimate interests or those of a third party, ie to prevent and detect criminal activity that could be damaging for you and/or us

To comply with our legal and regulatory obligations

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What we use your personal data for

- Updating and enhancing customer records

Our reasons

- To perform our contract with you or to take steps at your request before entering into a contract

To comply with our legal and regulatory obligations

For our legitimate interests or those of a third party, eg making sure that we can keep in touch with our customers about existing orders and new products

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What we use your personal data for

- Statutory returns

Our reasons

- To comply with our legal and regulatory obligations

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What we use your personal data for

- Marketing our services and those of selected third parties to:

—existing and former customers; 

—third parties who have previously expressed an interest in our services;

—third parties with whom we have had no previous dealings.

Our reasons

- For our legitimate interests or those of a third party, ie to promote our business to existing and former customers, and to promote our sister company GreenSmart Solutions (Property) Ltd

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We will not process Special Category personal data

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Marketing

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We may use your personal data to send you updates (by email, text message, telephone or post) about our products and services, including exclusive offers, promotions or new products and services.

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We have a legitimate interest in using your personal data for marketing purposes (see above ‘How and why we use your personal data’). This means we do not usually need your consent to send you marketing information. However, where consent is needed, we will ask for this separately and clearly.

You have the right to opt out of receiving marketing communications at any time by:

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- contacting us at info@greensmartplanning.co.uk

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We may ask you to confirm or update your marketing preferences if you ask us to provide further products and services in the future, or if there are changes in the law, regulation, or the structure of our business.

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We will always treat your personal data with the utmost respect and never share it with other organisations outside the the GreenSmart group for marketing purposes.

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Who we share your personal data with

We routinely share personal data with:

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• third parties we use to help deliver our products and services to you, eg payment service providers;

• our planning consultants whom we contract with  to assist us in our provision of our services and products. 

• other third parties we use to help us run our business, eg marketing agencies or website hosts;

•  our accountants.

We only allow our service providers to handle your personal data if we are satisfied they take appropriate measures to protect your personal data. We also impose contractual obligations on service providers to ensure they can only use your personal data to provide services to us and to you. 

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We may also need to:

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• share personal data with external auditors;

• disclose and exchange information with law enforcement agencies and regulatory bodies to comply with our legal and regulatory obligations;

• share some personal data with other parties, such as potential buyers of some or all of our business or during a restructuring—usually, information will be anonymised but this may not always be possible, however, the recipient of the information will be bound by confidentiality obligations.

If you would like more information about who we share our data with and why, please contact us (see ‘How to contact us’ below).

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Where your personal data is held

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Personal data may be held at our offices and those of our group companies, third party agencies, service providers, representatives and agents as described above (see above: ‘Who we share your personal data with’).

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How long your personal data will be kept

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We will keep your personal data while you have an account with us or we are providing products and services to you. Thereafter, we will keep your personal data for as long as is necessary:

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• to respond to any questions, complaints or claims made by you or on your behalf;

• to show that we treated you fairly;

• to keep records required by law.

We will not keep your personal data for longer than necessary. Different retention periods apply for different types of personal data.

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Transferring your personal data out of the UK

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We will not transfer your personal data out of the UK. 

Your rights

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You have the following rights, which you can exercise free of charge:

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Access

- The right to be provided with a copy of your personal data

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Rectification

- The right to require us to correct any mistakes in your personal data

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Erasure

- The right to require us to delete your personal data - in certain situations

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Restriction of processing

- The right to require us to restrict processing of your personal data in certain circumstances, eg if you contest the accuracy of the data

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Data portability

- The right to receive the personal data you provided to us, in a structured, commonly used and machine-readable format and/or transmit that data to a third party—in certain situations

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To object

- The right to object:

—at any time to your personal data being processed for direct marketing (including profiling);

—in certain other situations to our continued processing of your personal data, eg processing carried out for the purpose of our legitimate interests.

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Not to be subject to automated individual decision making

- The right not to be subject to a decision based solely on automated processing (including profiling) that produces legal effects concerning you or similarily significantly affects you

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If you would like to exercise any of those rights, please:

• email, call or write to us—see below: ‘How to contact us’; and

• provide enough information to identify yourself (eg your full name, address and customer or matter reference number) and any additional identity information we may reasonably request from you;

• let us know what right you want to exercise and the information to which your request relates.

Keeping your personal data secure

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We have appropriate security measures to prevent personal data from being accidentally lost, or used or accessed unlawfully. We limit access to your personal data to those who have a genuine business need to access it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality. 

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We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.

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How to complain

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Please contact us if you have any query or concern about our use of your information (see below ‘How to contact us’). We hope we will be able to resolve any issues you may have.

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You also have the right to lodge a complaint with the Information Commissioner. The Information Commissioner may be contacted at https://ico.org.uk/make-a-complaint or telephone: 0303 123 1113.

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Changes to this privacy policy

This privacy notice was published on 30th June 2021.

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We may change this privacy notice from time to time—when we do we will place the latest version on our website. 

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How to contact us

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Individuals in the UK

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You can contact us by post, email or telephone if you have any questions about this privacy policy or the information we hold about you, to exercise a right under data protection law or to make a complaint.

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Our contact details are shown below:

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Address: The Old Post House, Worcester Road, Drakes Broughton, Pershore, Worcestershire, England WR10 2AQ

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Email: info@greensmartplanning.co.uk

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Tel: 033 0320 2079

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