Last updated: 20:03:2023

Introduction

Poplars Nursery Garden Centre Ltd is committed to complying with the General Data Protection Regulation 2018 (“GDPR”). We understand the importance of keeping your personal data safe, private and secure and any personal information that you share with us is treated with the utmost security and confidentiality.

We have published this guide to help you understand how and why we collect information from you, to whom such information is disclosed and to inform you of your rights regarding your personal data that we hold or process.

About Us

We are Poplars Nursery Garden Centre Ltd, a company registered in England (Company No 3688204). The registered address for Head Office is Poplars Garden Centre, Harlington Road, Toddington, Dunstable, Bedfordshire. LU5 6HE

We are listed on the Information Commissioner’s Register under number ZA505759

All comments, queries or requests relating to our use of your personal information are welcomed:

• • By e-mail – enquiries@poplars.co.uk
  • By post – Poplars Garden Centre, Harlington Road, Toddington, Dunstable, Bedfordshire. LU5 6HE

If you have any questions about this Privacy Notice, please contact the data controller using the contact details above.

How do we collect information?

If you visit our garden centre or restaurant, in store or communicate with us via our website, post, email or social media pages, or sign up for newsletters, enter competitions or apply for a job with us, we may collect personal data about you.

What information do we collect, how is it used and how long do we keep it for?

Poplars Privilege Club:

When you sign up for our privilege club, either on our website, in store or via a competition or promotion, we may collect your name, email address and a telephone number. We will request your consent to send you our privilege club monthly newsletter via email.

We aim to make it clear and easy for you to choose how you hear from us. If you do not wish us to use your personal data for marketing purposes as outlined in this Privacy Notice, you can opt out by using the unsubscribe function at the bottom of our privilege club email.

You can stop receiving newsletters from us in a number of ways:

• • Click the ‘unsubscribe’ link at the bottom of any marketing email you receive
  • By email, quoting “Marketing Unsubscribe” and send to david@poplars.co.uk
  • By post, quoting “Marketing Unsubscribe” to Poplars Garden Centre, Harlington Road, Toddington, Dunstable, Bedfordshire. LU5 6HE

The unsubscribing of our e-newsletter may take up to 14 days to be actioned.

We will retain your personal information for only as long as you remain subscribed (i.e. you do not unsubscribe) or if we decide to cancel the e-newsletter service, whichever occurs first.

Competitions:

When you enter a competition, either on our website, via social media or in store, we may collect your name, email address and phone number. If you enter a competition online, we may also collect your IP address. We will use this personal data to contact you, should you win a prize. We will retain the information for the duration of the competition and for a period of three months starting from the closing date of the competition.

We may also request your consent to sign you up to our privilege club when you enter a competition. If you chose not to give your consent for this, it will not affect your entry into the competition.

Bookings for the restaurant:

If you wish to book a table within our restaurant, for example, for afternoon tea or for a Christmas meal, we may ask for your name, phone number and email address in order to be able to contact you in relation to the booking. We sometimes may take a deposit at the time of booking. Payments are taken via our secure payment providers, Verifone.

We will retain the information prior to date of the booking and for a period of three months after the booking date.

Enquiries/Complaints:

Contacting us with an enquiry or complaint, either on our website, via social media, e-mail or by post, we will hold your details provided by yourself in order to respond and/or process your enquiry.

We will retain the information for as long as it takes for us to respond or resolve your enquiry and then for a further six months for analysis purposes.

CCTV

We have installed CCTV systems in our garden centre for the purposes of crime prevention and detection and for public and staff safety. CCTV is also installed on the outside of some of our buildings for monitoring building security and crime prevention and detection.

Images captured by CCTV will not be kept for longer than is necessary. However, on occasions there may be a need to keep images for longer, for example where a crime is being investigated.

You have the right to see CCTV images of yourself in accordance with Data Protection Act 2018 and be provided with a copy of the images as long as no other people are visible in the imagery. We will only disclose images to other authorised bodies who intend to use it for the purposes stated above.

We operate CCTV and disclose in accordance with codes of practice issued by the Information Commissioner Office.

Employment with Poplars:

You can apply to work for us via our website, using a paper application form available on request or by sending us your CV. Providing your job application data is voluntary, however, if you choose not to provide all of the information requested, our ability to consider you as a candidate may be limited. We will only use the information you give us to process your application. If we need to request a reference, we will tell you beforehand.

Unsuccessful applicants’ information will be retained for a period of six months from the closing date of the job position and successful applicants will be retained as part of the employee file for the duration of the employment contract and for 7 years from the employee leave date to fulfil legal obligations.

You will also be asked to provide equal opportunities information as part of the application process. This is not mandatory and if you chose not to provide it, it will not affect your application. This information is not made available in anyway which can identify you. Any information you do provide, will only be used to produce and monitor equal opportunities statistics.

For any other type of personal data we may process, we will only retain it for as long as is necessary, taking into account the following:

• • The purpose that are we using the personal data for
  • Whether we have a legal obligation to continue to process the data
  • Whether we have a lawful basis for processing the data

Who do we share your personal data with?

No information collected by us will be sold, rented or loaned to any third parties or companies. We may disclose information if we are requested or required to do so by a regulator or law enforcement body.

We may use third party suppliers to store and process your information, such as IT and web service providers. However, we enter processor contracts with these companies to ensure that they do not contravene the purpose and means of why we collect the data, that they comply with data protection laws and ensure that they have appropriate security and organisational measures in place to protect the privacy of your information. Poplars data is always held and processed within the UK.

How do we protect your information?

We ensure that we implement appropriate physical and computer security controls alongside organisational measures to keep your information secure, accurate and up to date and that we only keep it for as long as is necessary or for as long as the law requires.

Although we use appropriate security measures once we have received your personal information, the transmission of information over the internet is never completely secure. We cannot guarantee the security of the information transmitted to our website, and this is done at the user’s own risk.

Your Rights

Under GDPR law you have the following rights regarding the personal data we process about you:

• Right of Access– you can request to know what personal information we have about you. We will tell you what personal information we have, what our purpose is for processing the data, who else may have access to it and how long we will hold the data for.
• Right to Rectification– if you think the data we hold is inaccurate, you can notify us and we will change it accordingly
• Right to Erasure– if you gave us consent to process your information, you can withdraw your consent at any time and we will delete your personal data. If you feel that our processing of your information no longer meets the original purpose we notified you about at the point we collected your data or you feel that we are processing it unlawfully, you can request to have your information removed
• Right to Restrict Processing– If you contest the accuracy or the lawfulness of our data processing, you have the right to restrict us processing the data until the issues been investigated and rectified
• Right to Object– you may object to us processing your personal information

For further information on your rights under GDPR please see https://gdpr-info.eu/chapter-3/

If you would like a copy of your personal information:

• • By email, quoting “Personal Information Request” and send to david@poplars.co.uk
  • By post, quoting “Personal Information Request” to Poplars Garden Centre, Harlington Road, Toddington, Dunstable, Bedfordshire. LU5 6HE

Verifying your identity

When you exercise one of your rights under the GDPR, we are required by law to use all reasonable measures to verify your identity before we can action the request. This will be in the form of supplying a utility bill and photographic evidence such as passport or driving licence.

Changes to our Privacy Policy

We keep our Privacy Policy under regular review and we will place any updates on our website. This policy was last updated on 20/03/2023.