Hem Green Cleaning and Inventories - Privacy Statement

Hem Green Ltd is the data controller and data processor for personal data about clients, prospective clients, suppliers, job applicants, new and previous employees.
We do not sell your personal data for commercial purposes and will only disclose it if required by law.
To contact Hem Green Ltd with a data protection query regarding the processing of your personal data, please email us at info@hemgreen.co.uk.

Details of our processing

We believe that all these purposes are justified on the basis of our legitimate interests in running the company and our contractual requirements to deliver the agreed services to you.   If you would like to know more, please read below.


Clients

As a client, we will hold the following information about you:

  • Your name and contact information.
  • Information about your business activities. (If a company)
  • Information and documents relating to the service we are providing, including communications with you.
  • Billing information

We use the information we hold about you and your business – both personal and otherwise – to give you the best service we can.
We also use your information to invoice you, produce inventory reports, correspondence purposes and comply with legal requests in case of a dispute (inventory service).
We will retain your information for the duration of our relationship with you, then for seven years.


Prospective Clients

As a prospective client, we will hold the following information about you:

  • Your name and contact information.
  • Information about your business activities. (If a company)
  • Information and documents relating to the service we are providing, including communications with you.

Collecting of data

If you make an enquiry to us via email, phone or the contact us page on our website, we will use this information to follow-up on this enquiry to see if we can help you. 
If we can’t help you then we will delete your information straight away. If we can help you we will retain information about you for the duration of our relationship, then for seven years.


Third Parties

As a third party, ie tenant or landlord with regards to our inventory service, we may hold the following information about you:

  • Your name and contact information.
  • Information and documents relating to the service we are providing, including communications with you.

We use the information we hold about you both personal and otherwise to give you the best service we can.
We also use your information to produce inventory reports, invoice you, correspondence purposes and comply with legal requests in case of a dispute.

Collecting of data

We collect data about you from the following sources:

  • Letting agents/landlords
  • You the client via email, phone or the contact us page on our website
  • Other organisations (eg outsourcing inventory companies)

We will retain information about you for the duration of our relationship with you, then for seven years.


Sharing your information with third-parties (Inventory service)

We currently use a third-party online tool:

  • Imfuna- An administrative tool to help us create our inventory reports and store them. Please see their privacy policy for more information. http://www.imfuna.com/privacy-policy/

From time to time we may have to share information with third-parties for legitimate and legal reasons (Inventory service only)

  • Tenancy deposit scheme- In case of dispute.
  • The Property Redress Scheme- Who help with disputes or complaints.
  • The Courts- In case of dispute.
  • Tenant/landlord/letting agent- Questions with regards to a property.
  • The Association of Independent Inventory Clerks- Advice and help

Suppliers

As a supplier, we will hold the following information about you:

  • Your name and contact information.
  • Information about your business activities.
  • Payment information (bank details) so we can pay you
  • Communications with you.

We use the information we have on you for ordering, payments and correspondence purposes.
We will retain information about you for the duration of our relationship with you, then seven years.


Job Applicants, Current and Former Employees

As a job applicant, current or former employees, we will hold the following information about you:

  • Your name, contact information and CV.
  • Proof of your identity.
  • Bank details (if successful to process salary payments).
  • Emergency contact details

All of the information you provide during the recruitment process will only be used for the purpose of progressing your application, or to fulfil legal or regulatory requirements if necessary.
We will not share any of the information you provide during the recruitment process with any third parties for marketing purposes. The information you provide will be held securely by us whether the information is in electronic or physical format.
We will use the contact details you provide to us to contact you to progress your application. We will use the other information you provide to assess your suitability for the role you have applied for. 

We will retain information about you:

  • If you are successful, the information you provide during the application process will be retained by us as part of your employee file for the duration of your employment, plus 7 years.
  • We will use your data for administrative and correspondence purposes only, for example, pay your wages and tax.
  • If you are unsuccessful at any stage of the process, the information you have provided until that point will be deleted with immediate effect.

Sharing your data with a third-party:

Nest: We use Nest as a pension provider, nest use your information to process pension payments.


Visitors to our Website

When you visit our website, we use third-party services, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns.  We do this to find out things such as the number of visitor to various parts of the website.  The information is only processed in a way which does not identify anyone. We also use YouTube to power the video on our site.
To opt-out of being tracked by Google Analytics across all websites visit http://tools.google.com/dlpage/gaoptout.

Google’s privacy policy


Cookies

Cookies are small text files that are placed on your computer by websites that you visit.  They are widely used in order to make websites work, or work more efficiently, as well as to provide information to the owners of the site.  Unless you have set your browser to block cookies, this site will place the following cookies on your computer.

Cookie

Name

Purpose

__utma

Google Analytics

A persistent cookie – remains on a computer, unless it expires or the cookie cache is cleared. It tracks visitors. Metrics associated with the Google __utma cookie include: first visit (unique visit), last visit (returning visit). This also includes Days and Visits to purchase calculations which afford ecommerce websites with data intelligence around purchasing sales funnels.

__utmb & __utmc

Google Analytics

These cookies work in tandem to calculate visit length. Google __utmb cookie demarks the exact arrival time, then Google __utmc registers the precise exit time of the user.

 __utmz

Google Analytics

Cookie __utmz monitors the HTTP Referrer and notes where a visitor arrived from, with the referrer siloed into type (Search engine (organic or cpc), direct, social and unaccounted). From the HTTP referrer the   __utmz Cookie also registers, what keyword generated the visit plus geolocation data.

__utmv

Google Analytics

__utmv Cookie lasts “forever”. It is a persistant cookie. It is used for segmentation, data experimentation and the __utmv works hand in hand with the   __utmz cookie to improve cookie targeting capabilities.

 Most web browsers allow some control of most cookies through the browser settings.  To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit www.aboutcookies.org or www.allaboutcookies.org.


Third party websites

Our site contains links to and from various third party websites. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.


Security

We endeavour to take all reasonable steps to protect your personal information. Your information is secured on our PC, which uses the latest up to date virus software, and is password protected. Only authorised staff has access to this. We use secure cloud storage to back-up your information.
We use an external hard drive as an extra back-up precaution which lives in a secure place.
Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of data transmitted to the website and any transmission is at your own risk.
Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.


Changes to our privacy policy

Any changes we make to our privacy policy in the future will be posted on this page.


Your Rights

As an individual whose personal data is processed by Hem Green Ltd you have these rights (hyperlink to https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr).  If, at any time, you want to verify, update or amend your personal data please email info@hemgreen.co.uk
You also have the right to lodge a complaint about our processing with the UK’s Information Commissioner’s Office (ICO).