This is the Privacy Notice of Martin Mitchell Ltd.

In this document, “we”, “our”, or “us” refer to Martin Mitchell Ltd.

We are company number SC169723 registered in Scotland.

Registered office: Lochfield House, 21 Forbes Place, Paisley, Renfrewshire, PA1 1UT.

Part 1: Introduction

1.1 This Privacy Notice explains the types of personal data that we record about you. It sets out the conditions under which we may process any information that we collect from you, or that you provide to us. It covers information that could identify you and information that could not. In the context of the law and this Notice, “process” means collect, store, transfer, use or otherwise act on information.

1.2 We regret that if there are any points below with which you are not happy, your only recourse is to leave our website.

1.3 We take seriously the protection of your privacy and confidentiality. We understand that all visitors to our website are entitled to know that their personal data will not be used for any purpose unintended by them and will not accidentally fall into the hands of a third party.

1.4 We undertake to preserve the confidentiality of all information you provide to us, and hope that you reciprocate.

1.5 Our policy complies with UK law, including that required by the General Data Protection Regulation (GDPR) effective from 25th May 2018.

1.6 The law requires us to tell you about your rights and our obligations to you in regards to the processing and control of your personal data. We do this now by asking you read the advice provided by the Information Commissioners Office at https://ico.org.uk/for-the-public/ (opens in a new window — please note we cannot be responsible for the content of external websites)

1.7 The business activities of Martin Mitchell Ltd do not include the harvesting of personal information for marketing purposes. We will not sell, distribute or lease your personal information to third parties unless we have your permission or are required by law to do so.

Part 2: The lawful basis for processing your personal data

The law requires us to determine under which basis we process different categories of your personal information, and to notify you of the basis for each category.

2.1 Information we process because we have a contractual obligation:

When you buy a service from us, or otherwise agree to our terms and conditions, a contract is formed between you and us. In order to carry out our obligations under that contract we must process the information you give us and some of this information may be personal information.

We may use it in order to:

• verify your identity for security purposes,

• provide you with suggestions and advice on services,

• provide you with our services.

As an example, we may instruct a supplier of landscaping materials to make a delivery directly to your address so that we can complete a project. To do this we would give the delivery firm your address and perhaps a name and contact telephone number.

We process this information on the basis there is a contract between us, or that you have requested we use the information before we enter into a legal contract. We shall continue to process this information until the contract between us ends or is terminated by either party under the terms of the contract.

2.2 Information we process with your consent

Through certain actions when otherwise there is no contractual relationship between us, such as when you browse our website or ask us to provide you more information about our business and services, you provide your consent to us to process information that may be personal information.

Wherever possible, we aim to obtain your explicit consent to process this information, for example, by asking you to agree to our use of cookies.

Sometimes you might give your consent implicitly, such as when you send us a message by e-mail or via out contact page on our website to which you would reasonably expect us to reply.

Except where you have consented to our use of your information for a specific purpose, we do not use your information in any way that would identify you personally. We may aggregate it in a general way and use it to provide class information, for example to monitor the performance of a particular page on our website. If you have given us explicit permission to do so, we may pass your name and contact information to selected associates whom we consider may provide a service or product you would find useful.

We continue to process your information on this basis until you withdraw your consent or it can be reasonably assumed that your consent no longer exists. You may withdraw your consent at any time.

2.3 Information we process because we have a legal obligation

We are subject to the law like everyone else. Sometimes, we must process your information in order to comply with a statutory obligation.

For example, we may be required to give information to legal authorities if they so request or if they have the proper authorisation such as a court order. This may include your personal information.

Part 3: Specific uses of information you provide to us

Use of information we collect through automated systems when you visit our website:

3.1. Cookies

Our website uses cookies. They are placed by software that operates on our servers, and by software operated by third parties whose services we use.

You can prevent their use through your browser settings, but you will then not be able to use all the functionality of our website.

We use cookies in the following ways:

• to record acceptance of cookie use

• to provide functionality to logged in users

• to track activities for security purposes and spam protection.

We provide more information about the cookies we use in our separate Cookies Policy .

3.2 Personal identifiers from your browsing activity

Requests by your web browser to the server for web pages and other content on our website are recorded.

We record information such as your geographical location, your Internet service provider and your IP address.

If combined with other information, the data possibly could be used to identify you personally, even if you are not signed in to our website.

Part 4: Disclosure and sharing of your information

Our website is hosted outside of the UK and data may be processed outside the European Union.

We may use outsourced services in countries outside the European Union from time to time in other aspects of our business.

Accordingly, data obtained within the UK or any other country could be processed outside the European Union.

We consider that these outsourced services conform to the data protection principle that personal data shall not be transferred to a country or territory outside the EEA unless that country or territory ensures an adequate level of protection for the rights and freedoms of data subjects in relation to the processing of personal data.

Part 5: Access to your own information

5.1 Access to your personal information

At any time you may review or update personally identifiable information that we hold about you. To obtain a copy of any information you may send us a request to info@martinmitchelllandscapes.co.uk. Any requests received by Martin Mitchell Ltd will be considered under applicable data protection legislation and will be responded to within one month of the request being made.

5.2 Removal of your information

If you believe that any information we are holding on you is incorrect or incomplete, please contact us at info@martinmitchelllandscapes.co.uk and we will promptly correct any information found to be inaccurate. Subject to legal requirements, for example those governing the retention of financial records subject to scrutiny by HM Revenue & Customs, we will also remove personally identifiable information held in our records if requested to do so.

5.3 Verification of your information

When we receive any request to access, edit or delete personal identifiable information we shall first take reasonable steps to verify your identity before granting you access or otherwise taking any action. This is important to safeguard your information.

Part 6: Other matters

6.1 Use of site by children

We do not sell products or provide services for purchase by children. If you are under 18, you may use our website ‘contact page’ facility only with consent from a parent or guardian whose personal details and authorisation must be clearly stated therein.

6.2 General security and encryption of data you send to us via the ‘Contact’ page

We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical and electronic procedures to safeguard and secure the information we collect. Our computer records are encrypted and our systems protected with security software.

6.3 Links to other websites

Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this Privacy Notice. You should exercise caution and look at the Privacy Notice applicable to the website in question.

6.4 How you can complain

If you are not happy with our Privacy Notice or if have any complaint, then you should tell us by email. Our address is info@martinmitchelllandscapes.co.uk.

If a dispute is not settled then we hope you will agree to attempt to resolve it by engaging in good faith with us in a process of mediation or arbitration.

If you are in any way dissatisfied about how we process your personal information, you have a right to lodge a complaint with the Information Commissioner’s Office. This can be done by going online at https://ico.org.uk/concerns/ (opens in a new window — please note we cannot be responsible for the content of external websites) or by telephoning 0303 123 1113.

6.5 Retention period for personal data

Except as otherwise mentioned in this privacy notice, we keep your personal information only for as long as required by us:

• to provide you with the services you have requested;

• to comply with law, including for the period demanded by our tax authorities;

• to support a claim or defence in court.

6.6 Compliance with the law

Our Privacy Notice has been compiled so as to comply with the law of every country or legal jurisdiction in which we aim to do business. If you think it fails to satisfy the law of your jurisdiction, we should like to hear from you. However, ultimately it is your choice as to whether you wish to use our website

6.7 Review of this Privacy Notice

We may update this Privacy Notice from time to time as necessary. We advise you to print a copy for your records and if you have any question regarding our Privacy Notice, please contact us.