Privacy Policy

PRIVACY POLICY

Thank you for visiting our website. This Privacy Policy explains the what, how and why of the information we collect when you visit our website or you use our services. It also explains the specific ways we collect, use, store, transfer, secure and disclose that information and informs you of what your rights are and how the law protects you. We want to make it clear, we take your privacy extremely seriously and are committed to protecting the confidentiality of your personal information, and we never sell your data to third parties for sales or marketing use.

This Privacy Policy is effective and updated as of September 2023.  Archived versions of this Privacy Policy can be found here.

This Privacy Policy sets out information on the following specific areas. Please use the Glossary to understand the meaning of some of the terms used in this Privacy Policy:

  • IMPORTANT INFORMATION AND WHO WE ARE
  • THE DATA WE COLLECT FROM YOU
  • HOW WE COLLECT INFORMATION ABOUT YOU
  • HOW WE USE YOUR PERSONAL DATA
  • DISCLOSURES OF YOUR PERSONAL DATA
  • INTERNATIONAL TRANSFERS
  • DATA SECURITY
  • YOUR LEGAL RIGHTS
  • DATA SECURITY
  • GLOSSARY

IMPORTANT INFORMATION AND WHO WE ARE

  1. Who are we?

Planteria Group (UK) Limited is the controller and responsible for your personal data and is part of a group of different legal entities (collectively referred to as “Planteria Group”). This Privacy Policy is issued on behalf of the Planteria Group so when we mention “we”, “us” or “our” in this Privacy Policy we are referring to the relevant company in the Planteria Group responsible for processing your data and describes the way in which we, through our UK business, process and protect the personal data we collect.

If you have any questions about this Privacy Policy or our privacy practices, please contact us in the following ways:

Planteria Group (UK) Limited (Company No. 7201747)
Mill Pond Nurseries, Mill Road, Henham CM22 6AA
Tel: 0345 505 3333
E-mail: enquiries@planteriagroup.com

Our Data Protection Manager is: Zy Dainys
Contact email address: zy.dainys@planteriagroup.com

  1. Purpose of this Privacy Policy

This Privacy Policy aims to give you information on how Planteria Group collects and processes your personal data through your use of our website, including any data you may provide through our website, when you sign up to our newsletter, or purchase a product or service from us.

This website is not intended for children and we do not knowingly collect data relating to children.

It is important that you read this Privacy Policy together with any other privacy policy or fair processing policy we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data.

This Privacy Policy applies to this specific website, as well as any other sites or mobile applications owned or operated by us such as any web pages, interactive features, applications, widgets, blogs, social networks, social network “tabs” or other online, mobile or wireless offerings that post a link to this Privacy Policy, whether accessed via computer, mobile device or other technology, manner or means. While providing our services, and as described in more detail below, we may collect personal information about a website visitor, customer, person or email address on or related to a contact.

You will see we are committed to protecting any data that we collect concerning you. By using our services and our website you agree to the use of the data that we collect in accordance with this Privacy Policy.

  1. Changes

We keep our Privacy Policy under regular review and may change it at any time. The most recent version of the Privacy Policy is reflected by the version date at the top of this Privacy Policy.

All updates and amendments are effective immediately upon notice, which may be given by any means, including, but not limited to, by posting a revised version of this Privacy Policy or other notice on our website.

We will take reasonable steps to draw your attention to any changes, however, we encourage you to review this Privacy Policy often to stay informed of changes that may affect you, as your continued use of the website signifies your continuing consent to be bound by this Privacy Policy.

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.

THE DATA WE COLLECT FROM YOU

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data). We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:

Identity Data includes first name, last name, username or similar identifier and title.

Contact Data includes billing address, delivery address, email address and telephone numbers and contact preferences.

Financial Data includes bank account and payment card details.

Transaction Data includes details about payments to and from you and other details of products and services you have purchased from us, including records of deliveries you have requested, records of calls for training and quality purposes or to investigate complaints or for the detection, investigation, and prevention of crime.

Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, and other technology on the devices you use to access this website.

Profile Data includes your username and password, purchases or orders made by you, your interests, preferences, feedback and survey responses.

Usage Data includes information about how you use our website, products and services
Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences.

We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data could be derived from your personal data but is not considered personal data in law as this data will not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website feature. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy policy.

We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health, and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.

Where we need to collect personal data by law, or under the terms of a contract we have with you, and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with goods or services). In this case, we may have to cancel a product or service you have with us but we will notify you if this is the case at the time.

HOW WE COLLECT INFORMATION ABOUT YOU

We use different methods to collect data from and about you including through:

  1. Direct Interactions:When you sign up for and use our website or services, consult with our customer services team, provide information to complete an order of our products and/or services, or provide requests, instructions, complete our forms and receipts (including proof of delivery and collection receipts), complete customer satisfaction surveys, reviews on third party websites or communicate with us in any way (including in any contact made with us for any reason such as to make an enquiry or complaint via telephone calls, letters, emails, webchat, posts on our blog or social media, and any other electronic communication methods accepted by us), you are voluntarily giving us information that we collect.

That information may include either your or your company name, physical address, email address, IP address, phone number, as well as details including occupation, location, history, and other demographic information.

  1. Automatically: When you browse our website or use our services, we may collect information about your visit to our website, your usage of our services, and your web browsing. That information may include your IP address, your operating system, your browser ID, your browsing activity, and other information about how you interacted with our website or services. We may collect this information as a part of log files as well as through the use of cookies or other tracking technologies such as pixels and web beacons, to analyse trends, administer the website, track users’ movements around our website and services, serve targeted advertisements, and gather demographic information about our user base as a whole. Please see our cookie policy for further details at Privacy & Cookies. To ensure our prospects and clients receive the most relevant communications, we use some automated processes to send you communications. These processes (such as lead scoring and marketing based on behaviour), might indicate what the contents of a marketing email may be, or indicate to us when the best time to contact you might be.
  2. IP address lookup: We use third parties to provide information about visitors to our websites. When you visit our website we will record your IP address. This address will be matched against public and proprietary IP address databases to provide us with information about your visit. This information may identify the organisation to whom the IP address is registered but not individuals. In some limited cases i.e. single person companies, it may be possible to identify personal data from publicly available ICANN data.
  3. Data sources: We may obtain information about you from third party sources, such as public databases, data service companies, social media platforms, third party data providers and our joint marketing partners. We take steps to ensure that such third parties are legally permitted or required to disclose such information to us.

Examples of the information we may receive from other sources include: demographic information, device information (such as IP addresses), location, email address, contact number, technographics, and online behavioural data (such as information about your use of social media websites, page view information, and search results and links). We use this information, alone or in combination with other information (including personal information) we collect, to enhance our ability to provide relevant marketing and content to you and to develop and provide you with more relevant products features, and services.

HOW WE USE YOUR PERSONAL DATA

  1. Purposes for which we will use your personal data

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

Where we need to perform the contract we are about to enter into or have entered into with you – we may need to communicate with our customers about their account and provide customer support.

Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.

Where we need to comply with a legal obligation, including to enforce compliance with our Terms & Conditions and applicable law and to meet legal requirements, including complying with court orders, valid discovery requests, valid subpoenas, and other appropriate legal mechanisms.

To promote use of our products and services to you. For example, if we collect your personal information when you visit our website and do not sign up for any of our services, we may send you an email informing you of our range of services and products and editorial articles relating to them. If you use any of our services or website and we think you might benefit from using another part of services we offer, we may send you an email about that. You can stop receiving our promotional emails by following the opt-out link included in every marketing campaign email we send.

Understanding how you interact with the website and social media

Account activity such as, email, written and verbal communications and agreements

Financial activity, such as billing communications. This includes sending you emails, invoices, receipts, notices, and alerting you if we need a different credit card number.

In addition, we may use your personal information to advertise our services to you as a potential customer based on other users like you or from a view on what we think you may want or need, or what may be of interest to you. For more information on how we use cookies or other tracking technologies for these purposes, as well as how to opt out of the use of cookies, please see our cookie policy for at Privacy & Cookies. This is how we decide which products, services and offers may be relevant for you (we call this marketing). You will receive marketing communications from us if you have requested information from us or purchased goods or services from us and you have not opted out of receiving that marketing.

Generally, we do not rely on consent as a legal basis for processing your personal data although we will get your consent before sending third party direct marketing communications to you via email or text message. You have the right to withdraw consent to marketing at any time by contacting us.

We may disclose personal information and use personal data acquired from and provided by yourself to fulfil any of your requests and to send you appropriate and useful communications.

We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate. Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the table below.

Purpose/Activity Type of data Lawful basis for processing including basis of legitimate interest
To register you as a new customer

(a) Identity

(b) Contact

Performance of a contract with you

To process and deliver services to you including:

(a) Manage payments, fees and charges

(b) Collect and recover money owed to us

(a) Identity

(b) Contact

(c) Financial

(d) Transaction

(e) Marketing and Communications

(a) Performance of a contract with you

(b) Necessary for our legitimate interests (to recover debts due to us)

To manage our relationship with you which will include:

(a) Notifying you about changes to our terms or privacy policy

(b) Asking you to leave a review or take a survey

(a) Identity

(b) Contact

(c) Profile

(d) Marketing and Communications

(a) Performance of a contract with you

(b) Necessary to comply with a legal obligation

(c) Necessary for our legitimate interests (to keep our records updated and to study how customers use our products/services)

To administer and protect our business and this website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data)

(a) Identity

(b) Contact

(c) Technical

(a) Necessary for our legitimate interests (for running our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganisation or group restructuring exercise)

(b) Necessary to comply with a legal obligation

To deliver relevant website content and advertisements to you and measure or understand the effectiveness of the advertising we serve to you

(a) Identity

(b) Contact

(c) Profile

(d) Usage

(e) Marketing and Communications

(f) Technical

Necessary for our legitimate interests (to study how customers use our products/services, to develop them, to grow our business and to inform our marketing strategy)
To use data analytics to improve our website, products/services, marketing, customer relationships and experiences

(a) Technical

(b) Usage

Necessary for our legitimate interests (to define types of customers for our products and services, to keep our website updated and relevant, to develop our business and to inform our marketing strategy)
To make suggestions and recommendations to you about goods or services that may be of interest to you

(a) Identity

(b) Contact

(c) Technical

(d) Usage

(e) Profile

(f) Marketing and Communications

Necessary for our legitimate interests (to develop our products/services and grow our business)

 

  1. Change of purpose

We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.

If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

  1. Types of communications

By processing your personal information for the purposes noted above, you will receive any specific piece(s) of information you requested, as well as certain appropriate and useful communications, this includes but is not limited to; invitations to our industry leading events, our latest assets (whitepapers, guides, reports, infographics, videos and case studies) and promotional offers on products and seasonal services. We would also like to keep you abreast of the charity events and initiatives we partake in.  If you are a customer of Planteria Group, you will also receive product updates. These updates will highlight new trends, products and projects we have worked on.  At any time, you can ask us or third parties to stop sending you marketing messages at any time and unsubscribe/opt-out of our marketing by clicking the opt-out link in any emails you receive from us. The link will always be in the footer of the email.

Where you opt out of receiving these marketing messages, this will not apply to personal data provided to us as a result of a product purchase or use of our services, warranty registration, product or service experience or other transaction.

DISCLOSURES OF YOUR PERSONAL DATA

  1. When we disclose your personal data

We may share your personal data with the parties set out below for the purposes set out in the table above:

  • Internal Third Parties as set out in the Glossary
  • External Third Parties as set out in the Glossary
  • Specific third parties as listed in table above
  • Third parties to whom we may choose to sell, transfer or merge parts of our business 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 PrivacyPolicy.

We may from time to time provide information of a general nature to third parties – for example, the number of individuals visiting our website or completing a registration form, but we will not use any information that could identify those individuals.

Although we never sell your data, we may disclose personal information to advertising partners for the purposes described in this policy. The only personal information we share is your email address. We do not share any other information.

We may partner with third party advertising networks (for example LinkedIn and Facebook) and exchanges to display advertising on our website or to manage and serve our advertising on other sites and may share personal information with them for this purpose. We and our third-party partners may use cookies and other tracking technologies, such as pixels and web beacons, to gather information about your activities on our website and other sites in order to provide you with targeted advertising based on your browsing activities and interests. For more information about cookies and other tracking technologies, please see our cookie policy for at Privacy & Cookies.

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.

  1. Public Information and Third-Party Websites

Blog. We have public blogs on our website. Any information you include in a comment on our blog may be read, collected, and used by anyone. If your personal Information appears on our blogs and you want it removed, please contact us on the information provided under section 1 Who are we? If we are unable to remove your information, we will tell you why.

Social media platforms and widgets. Our website includes social media features, such as the Facebook “Like” button. These features may collect information about your IP address and which page you are visiting on our website, and they may set a cookie to make sure the feature functions properly. Social media features and widgets are either hosted by a third party or hosted directly on our website. We also maintain presences on social media platforms including Facebook, Twitter, and LinkedIn. Any information, communications, or materials you submit to us via a social media platform is done at your own risk without any expectation of privacy. We cannot control the actions of other users of these platforms or the actions of the platforms themselves. Your interactions with those features and platforms are governed by the privacy policies of the companies that provide them.

Links to third-party websites. Our website may include links to third-party websites, plug-ins and applications whose privacy practices may be different from ours. However, once you have used these links to leave our website, 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. If you submit personal information to any of those sites, your information is governed by their privacy policies. We encourage you to carefully read the privacy policy of any website you visit.

  1. Email Marketing and eshots

We use a third-party provider, Mailchimp, to deliver our e-newsletter. We gather statistics around email opening and clicks using industry standard technologies to help us monitor and improve our e-newsletter. For more information, please see Mailchimp’s privacy notice.

INTERNATIONAL TRANSFERS

We use external third parties to provide elements of services for us. Some of our external third parties are based outside the UK so it may become necessary to transfer the personal data we have collected from you to such third parties outside the UK for support, processing or maintenance of the purposes.

Whenever we transfer your personal data out of the UK, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:

  • We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data.
  • Where we use certain service providers, we may use specific contracts approved for use in the UK which give personal data the same protection it has in the UK.

Please contact us on the details in section 1. Who are we? if you want further information on the specific mechanism used by us when transferring your personal data out of the UK.

DATA RETENTION

How long will you use my personal data for?

We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.

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, regulatory, tax, accounting or other 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 contacting us on the details in section 1. Who are we?

YOUR LEGAL RIGHTS

You have certain rights given to you by law, that means you have an amount of control over your personal data that we process as set out in the GLOSSARY.

If you wish to exercise any of the rights set out above, please contact us on the details in section 1. Who are we?

NO FEE USUALLY REQUIRED

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we could refuse to comply with your request in these circumstances.

WHAT WE MAY NEED FROM YOU

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

TIME LIMIT TO RESPOND

We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

You have a right to complain to the Information Commissioner’s Office (ICO) if you are not happy with an aspect of how Planteria Group is processing your personal data, you can lodge a complaint via the ICO website at www.ico.org.uk.

DATA SECURITY

  1. Security and Compliance

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 business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

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.

  1. Notice of Breach of Security

If a security breach causes an unauthorised access into our system that materially affects you, then Planteria Group will notify you as soon as possible and later report the action we took in response

GLOSSARY

LAWFUL BASIS

Legitimate Interest means the interest of our business in conducting and managing our business to enable us to give you the best service/product and the best and most secure experience. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law). You can obtain further information about how we assess our legitimate interests against any potential impact on you in respect of specific activities by contacting us.

Performance of Contract means processing your data where it is necessary for the performance of a contract to which you are a party or to take steps at your request before entering into such a contract.

Comply with a legal obligation means processing your personal data where it is necessary for compliance with a legal obligation that we are subject to.

THIRD PARTIES

Internal Third Parties

Other companies in the Planteria Group and who are based in the UK and provide IT and system administration services.

External Third Parties

  • Service providers acting as processors based in the United Kingdom (UK), United States of America (USA) and in the European Economic Area (EEA)] who provide IT and system administration services.
  • Professional advisers acting as processors or joint controllers including lawyers, bankers, auditors and insurers based in the UK who provide consultancy, banking, legal, insurance and accounting services.
  • HM Revenue & Customs, regulators and other authorities based in the UK who require reporting of processing activities in certain circumstances.
  • Courier and other delivery companies acting as processors based in the UK who provide delivery services
  • Service providers acting as processors based in the UK and USA who provide payment gateway and payment processing services.

YOUR LEGAL RIGHTS

You have the right to:

Request access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.

Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.

Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.

Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.

Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios:

  • If you want us to establish the data’s accuracy.
  • Where our use of the data is unlawful but you do not want us to erase it.
  • Where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims.
  • You have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.

Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.

Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.