Hartnell Gardens

Privacy Policy

Hartnell Gardens is committed to transparency and providing clear, accessible information about how we collect, use, and protect your personal data.

We have a few fundamental principles:

  • We store personal information for only as long as we have reason to keep it
  • We aim to limit the amount of personal data we gather to protect your privacy
  • We aim for transparency in how we collect, use, and share your personal information, in compliance with the UK GDPR and other applicable data protection laws.

Definitions

Hartnell Gardens ("we", "our", or "us") operates the hartnellgardens.co.uk website (the "Service", the "Website"). As a customer of the Service or a representative of an entity that's a customer of the Service, you're a "Member" according to this agreement (or "you").

Information We Collect

To provide our Service to you, we need to keep a record of any information you give to us. This will help us to keep accurate contact details, help us plan our work and keep accurate business records. We currently collect and process the following information.

While using our Service, we may process personally identifiable information that can be used to contact or identify you. Personally identifiable information may include, but is not limited to:

  • Contact details: (Name, address, telephone number, email address) of our employees, customers and suppliers.
  • Bank details for our employees and suppliers
  • Personal data of our employees: date of birth, national insurance and tax details, driving license details, pension details and right to work details.
  • Transaction and billing Information: If you make a payment for our services, we collect necessary details to process your transaction. This may include your name, billing address, and payment method. Payment processing is handled securely by third-party vendors in compliance with applicable data protection regulations.

Information We Collect Automatically

We may also collect some information automatically:

  • Log Information: We may collect information that web browsers and servers typically make available, such as the browser type, language preference, referring site, and the date and time of each visitor request.

How we get the information and why we have it

We only collect information about you if we have a reason to do so – for example to communicate with you or to fulfil our accounting responsibilities. The lawful basis for processing your information is our mutual legitimate interests. Most of the personal information we process is provided to us directly by you for one of the following reasons:

  • To provide our Services to you. We may process personal data for customers and suppliers to pursue our legitimate business activities. The nature of our legitimate interest is to ensure that we meet our legal and operational requirements to continue trading in an efficient and responsible manner.
  • To monitor and protect the security of our Services, detect and prevent fraudulent transactions and other illegal activities, fight spam, and protect the rights and property of Hartnell Gardens.
  • To communicate with you
  • To maintain our business relationship with you
  • To fulfil our accounting responsibilities
  • To personalize your experience using our Services, provide content recommendations and serve relevant content.

Sharing information

We do not sell your personal information. We only share it in limited circumstances, with strict safeguards in place to protect your privacy.

  • Employees and independent contractors: We may share information when necessary with our employees or those directly involved in our services to you or the administering of our company affairs. This may include sub-contractors, labourers, administrators, delivery drivers, suppliers, consultants, accountants, bookkeepers and legal advisors. We require our subsidiaries and independent contractors to follow this Privacy Policy for any personal information that we share with them.
  • Third-party vendors: We will not share personal data with third parties unless we are legally required to do so, or we need to do so in order to comply with our contractual duties for you. Your personal information will not be given to any other third parties without your consent.
  • As required by law: To comply with a legal obligation or to protect and defend the rights or property of Hartnell Gardens
  • To prevent or investigate possible wrongdoing in connection with the Service
  • To protect the personal safety of users of the Service or the public

If you are located outside the United Kingdom and choose to provide information to us, please note that we transfer the data, including Personal Data, to the United Kingdom and process it there.

Your consent to this Privacy Policy followed by your submission of such information represents your agreement to that transfer.

Storing your information

We will take all steps reasonably necessary to ensure that your data is stored securely and in accordance with this Privacy Policy. This includes protection against unauthorised or unlawful processing and against accidental loss,
destruction or damage.

Your personal information is stored as an electronic record that is password protected, backed up and secured against unlawful or unauthorised access.

No transfer of your Personal Data will take place to an organisation or a country unless there are adequate controls in place including the security of your data and other personal information.

We keep personal data relating to employees for a period of 6 years after their employment has ended unless we are legally obliged to keep it for longer.

We keep personal data relating to customers and suppliers for the duration of our relationship with them and for a period of 6 years afterwards.

We will dispose of electronic records by deletion from our computer systems.

Your Data Rights Under GDPR

As a business based in the United Kingdom, Hartnell Gardens complies with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. These laws provide you with specific rights regarding your personal data, which we are committed to upholding.

Your Data Rights and How to Exercise Them

Under GDPR, you have the following rights:

  1. Right to Access: You can request a copy of the personal data we hold about you and verify how we process it.
  2. Right to Rectification: You have the right to request that we correct any inaccurate or incomplete personal data.
  3. Right to Erasure: Also known as the "right to be forgotten", you can request that we delete your personal data when it is no longer necessary for the purposes for which it was collected, or if you withdraw your consent.
  4. Right to Restrict Processing: You can ask us to limit the processing of your data in certain circumstances, such as if you contest the accuracy of the data or object to its use.
  5. Right to Data Portability: You can request that your data be provided to you or another service provider in a structured, commonly used, and machine-readable format.
  6. Right to Object: You can object to the processing of your personal data for specific purposes, such as direct marketing or profiling.
  7. Right to Withdraw Consent: If you have given consent for the processing of your personal data, you have the right to withdraw it at any time.
  8. Right to Lodge a Complaint: If you believe your rights have been violated, you can file a complaint with the Information Commissioner's Office (ICO), the UK's data protection authority.

If you wish to access or delete your data, or if you have any concerns about use of your personal information you can contact us at the address above. Please include your name and details of your request so we can verify your identity, and we will respond within a month.

Legal Basis for Processing

Under GDPR, we only process your personal data when we have a lawful basis to do so. These bases may include:

  • Your consent (e.g., when you sign up for communications).
  • Fulfilment of a contract (e.g., processing your order for services).
  • Compliance with legal obligations (e.g., record-keeping requirements).
  • Our legitimate interests, where these are not overridden by your rights (e.g., ensuring security and improving our services).

Analytics

In order for us to understand how visitors use our website and to monitor the performance of our website, we utilise a Google Analytics script which is loaded onto the website if you consent to the use of analytics cookies in the website cookie banner. You can visit Google Analytics data policy page here: https://support.google.com/analytics/answer/4597324?hl=en

Links to Other Sites

The Service may contain links to other sites that are not operated by us. If you click a third-party link, you will be directed to that third party's site. We strongly advise you to review the Privacy Policy of every site you visit.

We have no control over and assume no responsibility for the content, privacy policies or practices of any third-party sites or services.

Security

Notice of Breach of Security

If a security breach causes an unauthorized intrusion into our system that affects you in any way, then we will notify you as soon as possible and later report the action we took in response.

Safeguarding Your Information

We implement reasonable and appropriate technical and organizational measures to protect your personal information from unauthorized access, misuse, alteration, or destruction.

Our Details

Our address is 27 Fore Street, Bradninch, Exeter, Devon, EX5 4NN
Telephone: 07762 392917
Email: rob@hartnellgardens.co.uk

Changes to This Privacy Policy

We will when necessary update our Privacy Policy and will update the "Change log" section at the bottom of this Privacy Policy stating the date and a summary of the changes.

Change Log

10/02/25 – Privacy policy added