E G Grounds Care Ltd Customer Privacy Notice

 

This privacy notice tells you what to expect us to do with your personal information.

 

• Contact details

• What information we collect, use, and why

• Lawful bases and data protection rights

• Where we get personal information from

• How long we keep information

• Who we share information with

• How to complain

 

Contact details

 

Telephone: 01953 455040

Email: admin@eg-groundscare.co.uk

​

What information we collect, use, and why

 

We collect or use the following information to provide services and goods, including delivery:

 

• Names and contact details

• Addresses

• Date of birth

• Purchase or account history

• Payment details (including card or bank information for transfers and direct debits)

• Health information (including dietary requirements, allergies and health conditions)

• Health and safety information

• Account information

• Website user information (including user journeys and cookie tracking)

• Photographs or video recordings

• Records of meetings and decisions

• Identification documents

• Information relating to compliments or complaints

 

We collect or use the following information for the operation of customer accounts and guarantees:

 

• Names and contact details

• Addresses

• Payment details (including card or bank information for transfers and direct debits)

• Purchase history

• Account information, including registration details

• Information used for security purposes

 

We collect or use the following information to prevent, detect, investigate or prosecute crimes:

 

• Names and contact information

• Video and CCTV recordings of private or staff only areas

• Audio recordings of private or staff only areas

• Dashcam footage - outside vehicle – without audio

• Dashcam footage – outside vehicle – with audio

• Dashcam footage - inside vehicle - without audio

• Dashcam footage - inside vehicle - with audio

• Information relating to health and safety

 

We collect or use the following information for service updates or marketing purposes:

 

• Names and contact details

 

We collect or use the following information to comply with legal requirements:

 

• Name

• Contact information

• Identification documents

• Financial transaction information

• Any other personal information required to comply with legal obligations

• Health and safety information

 

 

We also collect or use the following special category information to comply with legal requirements. This information is subject to additional protection due to its sensitive nature:

 

• Health information

 

We collect or use the following information for recruitment purposes:

 

• Contact details (eg name, address, telephone number or personal email address)

• Date of birth

• National Insurance number

• Copies of passports or other photo ID

• Employment history (eg job application, employment references or secondary employment)

• Education history (eg qualifications)

• Right to work information

 

We also collect or use the following special category information for recruitment purposes. This information is subject to additional protection due to its sensitive nature:

 

• Racial or ethnic origin

• Religious or philosophical beliefs

• Genetic information

• Health information

• Sexual orientation information

 

We collect or use the following personal information for dealing with queries, complaints or claims:

 

• Names and contact details

• Address

• Account information

• Purchase or service history

• Video recordings of private or staff only areas

• Audio recordings of private or staff only areas

• Dashcam footage - outside vehicle

• Dashcam footage - inside vehicle

• Witness statements and contact details

• Relevant information from previous investigations

• Customer or client accounts and records

• Financial transaction information

• Information relating to health and safety

• Correspondence

 

Lawful bases and data protection rights

​

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.

​

Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

​

• Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. Read more about the right of access.

• Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. Read more about the right to rectification.

• Your right to erasure - You have the right to ask us to delete your personal information. Read more about the right to erasure.

• Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. Read more about the right to restriction of processing.

• Your right to object to processing - You have the right to object to the processing of your personal data. Read more about the right to object to processing.

• 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. Read more about the right to data portability.

• Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. Read more about the right to withdraw consent.

​

If you make a request, we must respond to you without undue delay and in any event within one month.

​

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

​

Our lawful bases for the collection and use of your data

 

Our lawful bases for collecting or using personal information to provide services and goods are:

 

• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

 

Our lawful bases for collecting or using personal information for the operation of customer accounts and guarantees are:

 

• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

 

Our lawful bases for collecting or using personal information to prevent, detect, investigate or prosecute crimes are:

 

• Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:

 

• We collect and use personal information through CCTV systems installed internally and externally at various business premises, as well as through vehicle-mounted dash cameras, for the purposes of preventing, detecting, investigating, and prosecuting criminal activity. This processing is necessary to protect the safety and security of our staff, customers, visitors, vehicles, and property; to deter criminal behaviour; to support investigations into incidents such as theft, vandalism, accidents, or unlawful conduct; and to provide evidence to law enforcement agencies or insurers where required. The use of CCTV and dashcam footage is proportionate, limited to what is necessary to achieve these purposes, and balanced against the rights and freedoms of individuals. Appropriate safeguards are in place to restrict access, retain footage only for a limited period, and ensure lawful and secure handling of the data.

 

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

 

Our lawful bases for collecting or using personal information for service updates or marketing purposes are:

 

• Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

• Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:

  • We collect and use personal information to communicate with existing and prospective clients about our services, including sending service-related updates, operational notifications, and marketing communications by email or telephone. This processing is necessary to maintain our relationship with clients, keep them informed about changes or improvements to our services, and promote services that may be of legitimate interest to them. Our legitimate interests include operating and growing our business, providing relevant information to clients, and ensuring effective communication. These interests are balanced against individuals’ rights and expectations, and communications are limited, relevant, and not excessive. We respect all marketing preferences and applicable laws regarding electronic communications.

​

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

 

Our lawful bases for collecting or using personal information for legal requirements are:

 

• Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

 

Our lawful bases for collecting or using personal information for recruitment purposes are:

 

• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

• Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

 

Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:

 

• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

• Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

 

Where we get personal information from

 

• Directly from you

• CCTV footage or other recordings

• Publicly available sources

• Previous employers

• Suppliers and service providers

 

How long we keep information

​

We only keep your data for as long as we need it for, which will be at least for the duration of an employees employment or the length of contract the services are to be provided for. Though in some cases we will keep data for a period after employment or a contract for services has ended. Some data retention periods are set by the law.

 

For more information on how long we store your personal information or the criteria we use to determine this please contact us using the details provided above.

​

Who we share information with

 

Data processors:

 

Online HR, Employee Management and Payroll Provider

This data processor does the following activities for us: Processing Payroll Services and HR services and advice. Monitor annual leave, sickness, absences and training. Store all employee documentation.

 

Online Health & Safety Portal provided by Health & Safety Specialists

This data processor does the following activities for us: Health & Safety documentation, accident reporting and e-learning.

​

Job Management Software

This data processor does the following activities for us: Online Job Management Software.

 

Others we share personal information with:

 

• Insurance companies

• Professional or legal advisors

• Relevant regulatory authorities

• External auditors or inspectors

• Professional consultants

• Organisations we’re legally obliged to share personal information with

• Emergency services

• Publicly on our website, social media or other marketing and information media

• Previous employers

• Suppliers and service providers including IT services, vehicle tracking, 24 hour CCTV and security company.

 

Cookie Policy

 

We receive, collect and store any information you enter on our website or provide to us. We use software tools (WIX Analytics & Google Analytics) to measure and collect session information, including page response times, length of visits to certain pages, page interaction information, and methods used to browse away from the page.

 

When website visitors complete the ‘Contact Us’ form and submits this to us, we will collect and store details such as name, email address. Your personal details will only be used for the specific reason of contacting you, and will not be shared with any third party or used for marketing.

 

We collect such Non-personal and Personal Information for the following purposes:

 

• To provide and operate the Services including website services

• To be able to contact our Visitors and Users with general or personalised service-related information if they have requested it;

• To create aggregated statistical data and other aggregated and/or inferred Non-personal Information, which we may use to provide and improve our respective services;

• To comply with any applicable laws and regulations.

 

Our company is hosted on the Wix.com platform. Wix.com provides us with the online platform that allows us to sell our products and services to you. Your data may be stored through Wix.com’s data storage, databases and the general Wix.com applications. They store your data on secure servers behind a firewall. We also use WIX Analytics and Google Analytics to analyse the way site visitors interact with the website.

 

To find out more about what cookies are used and how to manage them properly please visit:

 

www.allaboutcookies.org

 

To opt out of being tracked by Google Analytics across all websites, visit this link:

 

http://tools.google.com/dlpage/gaoptout

 

 

How to complain

​

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

 

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

​

The ICO’s address:           

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

​

Helpline number: 0303 123 1113

​

Website: https://www.ico.org.uk/make-a-complaint

​

Privacy Policy last updated: 28th January 2026