PRIVACY POLICY AND NOTICE – 23rd May 2018

We do update this Policy from time to time so please do review this Policy regularly.

Greenoaks Limited have created this policy to explain to any interested parties how we collect, store, process & disclose your personal information. At Greenoaks Limited, we are committed to protecting any personal information we may process in the delivery of services to our customers. This Privacy Policy relates to our use of any personal information we may process we are committed to your privacy. There are some changes to Data Protection law. This means that you’ll have more control over the data we hold. As always we make sure we process, store and share your information safely and securely. It is important that everyone understands how we will use your personal information and how it is protected.

Data We Collect

Contact details and personal information –We may collect personal information you provide to us by phone, SMS, email, in letters and any other correspondence and in person for the provision of our services to our clients or potential clients. This may include contact details of individuals who work for or on behalf of the clients.

Services details – Personal data may be provided to us by clients to the extent required to perform our services. Greenoaks Limited may also acquire personal data from a third party of our client to be able perform some of our services.

Website visitor information – when you visit our website, we may collect information about your visit such as your IP address and the pages you visited and when you use our services we may collect information on how you use those services. Please see our Website Use and Cookies Policy for additional information.

Clients and other third parties who provide personal information to Greenoaks Limited must do so in compliance with applicable data privacy regulations.

Processing of Personal Data

We collect personal data to offer and administer our services.

The data you provide to us will be processed in accordance with the purposes specified in this notice, namely:

To provide the products or perform the services requested by clients and individuals pursuant to a letter of engagement, statement of work, or similar (where the processing is necessary for our legitimate business interests in conducting and managing our business)

To provide the products or perform the services requested by clients and individuals using our website or web applications where the processing is necessary for our legitimate business interests in conducting, managing and developing our business.

For complying with obligations provided by laws, current regulations and legislation where processing is based on a legal obligation

For legitimate business purposes to advise you through e-mail, phone call, or post, in the framework of our ordinary commercial relationship, about other products or services similar to the products or services we have provided to you and that we think will be of interest to you where the processing is necessary for our legitimate business interests.

For marketing purposes your details are stored in Greenoaks Limited client and contacts database. When we send you email communications, we use a technology which enables us to track who opens particular articles or emails.

For operating and improving Greenoaks Limited website and your customer experience. For example, we may collect and analyse data on your use of our website and process it for the purpose of improving our online experience. Please see our Website Use and Cookies Policy for additional information.

For security purposes for example, we may use your data to protect Greenoaks Limited and its third parties against security breaches and to prevent fraud and violation of Greenoaks Limited applicable agreements where the processing is necessary for our legitimate business interests.

Whenever we process your personal data for our legitimate interests, we make sure to consider and balance any potential impact on you and your rights under data protection laws. Our legitimate business interests do not automatically override your interests – we will 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 have the right to object to this processing if you wish.

How Data is processed

Personal data is processed both manually and electronically in accordance with the above-mentioned purposes and in compliance with current regulations. We permit only authorised Greenoaks Limited employees to have access to your information. Such employees are appropriately designated and trained to process data only according to the instructions we provide them.

Storage of Personal Data

Greenoaks Limited will hold your information on our systems for as long as is necessary for the relevant activity, or as long as is set out in any relevant contract you / your organisation hold with Greenoaks Limited or which Greenoaks Limited has a statutory requirement.

Disclosure/Sharing of Personal Data and Delivery of Service

We only share your personal data when there is a requirement to with a 3rd party in delivery of a service, and this sharing has been agreed and approved by the Data controller as a requirement of the Service to be provided.

Your Rights

Any requests to delete data that we may process on behalf of your organisation (or that may contain personal information about you and is processed in the delivery of services provided to your organisation) should be made to the data controller. In the case of services we provide to businesses, this is the business through which you have the relationship with Greenoaks Limited. Please note we will not delete information where it is a legal requirement to hold the information for a relevant period of time.

Identity and contact details of controller and Privacy Management

Greenoaks Limited, If you have any concerns as to how your data is processed you can contact Carol Marriott via carol@greenoak.ltd.uk