What information do we collect from you?
We may collect, use, store and transfer different kinds of personal data about you which we have grouped together follows:
- Identity Data includes [first name, maiden name, last name, username or similar identifier, marital status, title, nationality, date of birth and gender].
- Contact Data includes [email address and telephone numbers].
- Communications Data includes [your communications with us and our third parties including registration of services, complaints and compliments].
We use different methods to collect data from and about you including through:
Direct interactions. You may give us your [Identity, Contact and Financial Data] by filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:
- apply for our products or services;
- subscribe to our service;
- give us some feedback
- to register you as a new customer
- to respond to queries or complaints
- report breaches
Purposes for which we will use your personal data?
|Purpose/Activity||Type of data||
Lawful basis for processing
|To register you as a new customer||
|To respond to queries,complaints and compliments||
|To complete our statutory requirements||
Who we will share your data with
We may have to share your personal data with the parties set out below for the purposes set out in the table above.
- Specific third parties including;
Sodexo – A contractor to SHBC for the provision of grounds maintenance, Sodexo is the initial responder to customer queries e.g. in relation to grass cutting, bin emptying etc.
Greenlands – A contractor to SHBC who works on a number of projects and whom may need a persons address for instance to go and fix a fence (for example)
Windlesham Parish Council – SHBC perform their grounds maintenance contract for them and so details are shared between the two parties to resolve issues etc.
- Other third parties to whom we may choose to transfer, or merge parts of our service or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy notice.
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. We will only ever share your data with third parties where there is a legal basis and only the minimum information is shared.
Transferring data outside of the EEA
We do not transfer your personal data outside the European Economic Area (EEA).
How we handle data security
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 need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
How we handle data breaches
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.
How long will we retain your information for?
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.
Details of retention periods for different aspects of your personal data are available in our retention policy which you can request from us by emailing email@example.com.
In some circumstances you can ask us to delete your data: see the Your Legal Rights webpage.
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.
What are my rights with regards to data?
Please see Your Legal Rights section of the main Privacy Notice.