Contents

1. Our contact details

2. The type of personal information we collect

3. How we get the personal information and why we have it

4. How we store your personal information

5. Your data protection rights

6. How to complain

Change Control

Version:	1.0
Date Approved:	November 2023
Name and Title of Policy Holder:	John Roberts – Head of IT
Date Issued:	November 2023
Review Date:	November 2024

Version	Type	Date	History
1.0	NEW	02/11/2023	Creation of this new website specific privacy policy

Policy: Privacy Policy (Website)

1. Our contact details

Name: Greenhouse Communications

Address: 3rd Floor, St Thomas Court, Bristol, BS1 6JG

Phone Number: 0117 214 1250

E-mail: info@greenhouse.agency

2. The type of personal information we collect

We will collect and process the following information:

• Contact Information: Name, email address, and other similar contact details.

• Device Information: Information about your device, such as its unique identifier, IP address, and browser type.

• Cookies and Tracking Technologies: Information collected through cookies and similar technologies (Cookie Policy available via this link).

• Other Information: Any other information you voluntarily provide to us, such as feedback, reviews, via the Contact Us form, or for the purpose of subscribing to email notifications and/or newsletters.

3. How we get the personal information and why we have it

Most of the personal information we process is provided to us directly by you for one of the following reasons:

• Subscribing to our newsletter;

• Using our Contact Us form.

We may also receive personal information indirectly, from the following sources in the following scenarios:

• Google Analytics for cookies or other usage data.

• Mailchimp for email address, and usage data related to mail campaigns.

We use the information that you have given us in order to:

• provide our services, activities or online content, to provide you with information about them and to deal with your requests and enquiries;

• analyse the information you supply as well as your activity on our services so that we can offer a more relevant, tailored service where we provide personalised services;

• use IP addresses and device identifiers so we can identify the location of users, block disruptive use, establish the number of visits from different countries and determine whether or not you are accessing the services from the UK;

• for analysis and research purposes so that we can improve the services offered. This can include using geo-demographic information from external sources where this helps us;

• we may also use and disclose information in aggregate (so that no individuals are identified) for marketing and strategic development purposes.

Where we propose using your personal information for any other use we will ensure that we notify you first.

We may share this information with third parties, including third-party service providers.

Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are:

• Your consent. You are able to remove your consent at any time. You can do this by using the contact details in this policy.

• We have a contractual obligation.

• We have a legal obligation.

• We need it to perform a public task.

• We have a legitimate interest.

4. How we store your personal information

Your information is securely stored on our IT systems.

We have put in place measures to protect the security of your information. Details of these measures are available upon request.

Third parties will only process your personal information on our instructions and where they have agreed to treat the information confidentially and to keep it secure.

We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal information to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal information on our instructions, and they are subject to a duty of confidentiality.

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

We will only retain your personal information for as long as necessary to fulfill 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.

In some circumstances, we may anonymise your personal information so that it can no longer be associated with you, in which case we may use such information without further notice to you.

5. Your data protection rights

Under data protection law, you have rights including:

Your right of access – You have the right to ask us for copies of your personal information.

Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.

Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.

Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances.

Your right to object to processing – You have the right to object to the processing of your personal information in certain circumstances.

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, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please contact us using the contact details in this policy if you wish to make a request.

6. How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us via the details found in the ‘our contact details’ section.

You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO’s address: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

Helpline number: 0303 123 1113

ICO website: https://www.ico.org.uk