The information which you may provide on this website, along with other information relating to you, will be held by Phlorum and used for general business purposes. We may contact you, including by telephone, fax and email (using the numbers which you have provided), to inform you of future services organised by or in conjunction with Phlorum which may be of interest. This information will not be passed to third parties. By sending information to Phlorum, you consent to all of the above uses.

GDPR Privacy Notice

Phlorum is committed to protecting the privacy and security of your personal information.

Scope

All data subjects (members of the general public, clients) whose personal data is collected, in line with the requirements of the EU GDPR.

Responsibilities

The GDPR Owner is responsible for ensuring that this notice is made available to data subjects prior to Phlorum collecting/processing their personal data. All Employees/Staff of Phlorum who interact with data subjects are responsible for ensuring that this notice is drawn to the data subject’s attention and their consent to the processing of their data is secured.

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Cookies we use on this site

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These cookies are essential so that you can move around the website and use its features. Without these cookies services you have asked for cannot be provided. These cookies cannot be turned off.

Analytics cookies

Analytics cookies help us to understand how visitors interact with our website by collecting and reporting usage information. These cookies can be turned off or on below. Set your cookie preferences on Phlorum.com

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Privacy notice

Who are we?

Phlorum is a multi-disciplinary environmental consultancy that specialises in several environmental assessment areas. Our key areas are: Japanese knotweed; invasive weeds; ecology; and air quality. Our GDPR Owner/and data protection representatives can be contacted directly here:

• Email: info@phlorum.com
• Tel: 01273 307167

The personal data we would like to collect from/process on you is:

• Personal data type: Contact details, bank details; and
• Source: In person/via email

The personal data we collect will be used for the following purposes:

• To contact you in the future for marketing our services;
• To response to a project enquiry;
• To enable payment for your services;
• To pass your contact details to a credit agency; and
• Where we need to comply with a legal obligation.

Consent

By consenting to this privacy notice you are giving us permission to process your personal data specifically for the purposes identified. Consent is required for Phlorum to process both types of personal data, but it must be explicitly given. Where we are asking you for sensitive personal data we will always tell you why and how the information will be used. You may withdraw consent at any time by contacting our GDPR Owner.

Disclosure

Phlorum will not pass on your personal data to third parties without first obtaining your consent. The following third parties will receive your personal data for the following purpose(s) as part of the processing activities:

• Credit agency (in case of a bad debt).

Retention period

Phlorum will store personal data for a period of 2 years from consent, and completion of work on any associated projects. For Japanese knotweed guarantees this can be a period of 5 years treatment and 10 years guarantee period.

Your rights as a data subject

At any point while we are in possession of or are processing your personal data, you, the data subject, have the following rights:

• Right of access – you have the right to request a copy of the information that we hold about you;
• Right of rectification – you have a right to correct data that we hold about you that is inaccurate or incomplete;
• Right to be forgotten – in certain circumstances you can ask for the data we hold about you to be erased from our records;
• Right to restriction of processing – where certain conditions apply to have a right to restrict the processing;
• Right of portability – you have the right to have the data we hold about you transferred to another organisation;
• Right to object – you have the right to object to certain types of processing such as direct marketing;
• Right to object to automated processing, including profiling – you also have the right to be subject to the legal effects of automated processing or profiling; and
• Right to judicial review – in the event that Phlorum refuses your request under rights of access, we will provide you with a reason as to why – you have the right to complain as outlined below.

All of the above requests will be forwarded on should there be a third party involved in the processing of your personal data.

Complaints

In the event that you wish to make a complaint about how your personal data is being processed by Phlorum (or appropriate third parties), or how your complaint has been handled, you have the right to lodge a complaint directly with the supervisory authority and Phlorum’s GDPR Owner. The details for each of these contacts are: Supervisory authority contact details: Helpline 01273307167 GDPR Owner contact details: Phlorum Limited info@phlorum.com 01273 307167

Online privacy statement

Personal data

Under the EU’s General Data Protection Regulation (GDPR) personal data is defined as:

“any information relating to an identified or identifiable natural person (‘data subject’); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person“.

How we use your information

This privacy notice tells you how we, Phlorum, will collect and use your personal data.

Why does Phlorum need to collect and store personal data?

In order for us to provide you a service and appropriate warranties we need to collect personal data for correspondence purposes and/or detailed service provision. In any event, we are committed to ensuring that the information we collect and use is appropriate for this purpose, and does not constitute an invasion of your privacy. In terms of being contacted for marketing purposes Phlorum may contact you for additional consent.

Will Phlorum Limited share my personal data with anyone else?

We may pass your personal data on to third-party service providers contracted to Phlorum in the course of dealing with you. Any third parties that we may share your data with are obliged to keep your details securely, and to use them only to fulfil the service they provide you on our behalf. When they no longer need your data to fulfil this service, they will dispose of the details in line with Phlorum procedures. If we wish to pass your sensitive personal data on to a third party we will only do so once we have obtained your consent, unless we are legally required to do otherwise.

How will Phlorum use the personal data it collects about me?

Phlorum will process (collect, store and use) the information you provide in a manner compatible with the EU’s General Data Protection Regulation (GDPR). We will endeavor to keep your information accurate and up to date, and not keep it for longer than is necessary. Phlorum Limited is required to retain information in accordance with the law, such as information needed for income tax and audit purposes. How long certain kinds of personal data should be kept may also be governed by specific business-sector requirements and agreed practices. Personal data may be held in addition to these periods depending on individual business needs.

Under what circumstances will Phlorum contact me?

Our aim is not to be intrusive, and we undertake not to ask irrelevant or unnecessary questions. Moreover, the information you provide will be subject to rigorous measures and procedures to minimise the risk of unauthorised access or disclosure.

Can I find out the personal data that the organisation holds about me?

Phlorum, at your request, can confirm what information we hold about you and how it is processed. If Phlorum does hold personal data about you, you can request the following information:

• Identity and the contact details of the person or organisation that has determined how and why to process your data. In some cases, this will be a representative in the EU.
• Contact details of the data protection officer, where applicable.
• The purpose of the processing as well as the legal basis for processing.
• If the processing is based on the legitimate interests of Phlorum Limited or a third party, information about those interests.
• The categories of personal data collected, stored and processed.
• Recipient(s) or categories of recipients that the data is/will be disclosed to.
• If we intend to transfer the personal data to a third country or international organisation, information about how we ensure this is done securely. The EU has approved sending personal data to some countries because they meet a minimum standard of data protection. In other cases, we will ensure there are specific measures in place to secure your information.
• How long the data will be stored.
• Details of your rights to correct, erase, restrict or object to such processing.
• Information about your right to withdraw consent at any time.
• How to lodge a complaint with the supervisory authority.
• Whether the provision of personal data is a statutory or contractual requirement, or a requirement necessary to enter into a contract, as well as whether you are obliged to provide the personal data and the possible consequences of failing to provide such data.
• The source of personal data if it wasn’t collected directly from you.
• Any details and information of automated decision making, such as profiling, and any meaningful information about the logic involved, as well as the significance and expected consequences of such processing.

What forms of ID will I need to provide in order to access this?

Phlorum accepts the following forms of ID when information on your personal data is requested:

• Passport, driving licence, birth certificate, utility bill (from last 3 months).

Contact details of the GDPR Owner

• Phlorum
• Email: info@phlorum.com
• Tel: 01273 307167