Privacy Policy
We value your privacy and are committed to protecting your personal data. When you visit our website www.scarletoakgardendesign.co.uk (hereinafter: “Site”), when you make a purchase in our online store, fill in our forms relating to your priorities in Maintenance and desires in garden design, this processes personal data. The term 'personal data' includes all information about an identified or identifiable natural person. In the processing of personal data, Scarlet Oak Garden Design & Build qualifies as the controller in the meaning of the UK GDPR, the UK Data Protection Act 2018 and the EU GDPR.
This Privacy Policy aims to inform you how Scarlet Oak Garden Design & Build collects and processes your personal data and to provide you with information on your legal rights.
We point out that we do not intend to collect personal data from persons younger than 18 years old, unless they have permission from parents or guardians. As we cannot verify if a person is older than 18 years old, we strongly advise parents to be involved in their children’s online activities.
Where we need to collect personal data by law, or under the terms of an agreement we have with you, and you fail to provide the requested data, we may not be able to perform the agreement we have or are trying to enter in with you (e.g. to provide you Services you would like to order). If this is the case, we may need to cancel the order you placed with us, but we will notify you beforehand.
It is important to read this Privacy Policy together with our Terms and Conditions.
About us
Scarlet Oak Landscapes is a sole trader business under English law, based in Kent (The UK) and registered with HMRC, trading under the trade name “Scarlet Oak Garden Design & Build”.
If you have any questions regarding our Privacy Policy, on how your personal data are handled, or wish to exercise your privacy rights, please direct your inquiry to our email.
Personal data we collect and purposes for which these data are collected
Customers and potential customers
We may process the following (categories of) personal data of (contact persons of) our (potential) customers if and when necessary for our internal business improvement practices:
Name and address details (name, first names, initials, title, gender, address, postal code and place of residence and country of residence);
E-mail address;
Payment details;
Order details including order history.
We process these data for the following purposes:
If applicable: to register you as a new client;
To inform and contact you about your order, our Services, ordering methods, payments and applicable conditions;
Delivery of ordered Services;
Engage with us via our Website, telephone, mobile;
Dispute resolution including debt collection;
To comply with our legal and regulatory obligations.
We process these data for the following purposes:
Responding to questions;
Providing service;
Logging data for insight and improvement;
Creating replacement orders;
Dispute resolution;
To comply with our legal and regulatory obligations.
We may process the following (categories of) personal data of (contact persons of) our (potential) customers in our client marketing database:
Name and address details (name, first names, initials, title, gender, address, postal code and place of residence and country of residence);
E-mail address;
Telephone number;
Transactional data such as order history;
For direct marketing messages: e-mail address, IP-address, open ratio and time of opening, click ratio including time stamp regarding visited URLs in the message.
We process these data for the following purposes:
Provision of information about us and our Services, including updates on changes to our Terms and Conditions and our Privacy Policy;
Direct marketing about our Services, including promotions, contests, prize draws and events connected therewith;
Complete the transactions you request, perform our contractual obligations, and send you related information, including confirmations and receipts;
Engage with you via email or mobile;
Research and development;
Dispute resolution;
To comply with our legal and regulatory obligations.
Site users
When you visit our Site, we analyse your use of our Site via the use of cookies and similar technologies. You can set your browser to (partly) disable or refuse cookies. Please read our Cookie Policy for more information about the use of cookies.
We may process the following (categories of) personal data of all our Site users (whether you make a purchase or not):
Information on how you use and interact with our websites as well as on the amount of time that you spend on it;
Basic information that relates to the request that is made from your browser when you visit the webs. These data may include information such as your last visit date and time, the duration of your visit, the timestamp of the browser request, your IP address and basic HTTP header information (like referral URL and user agent), information about the website you have previously visited as well as demographic information including your location.
We process these data for the following purposes:
Analysing and improving the use of the website, including optimizing the operation and your experience of the website
Marketing purposes (advertising)
Dispute resolution
To comply with our legal and regulatory obligations
Legal grounds for processing
We process your personal data on the basis of one or more of the following legal grounds:
When this is necessary for the performance of an agreement to which you are a party or for the performance of pre-contractual acts at your request, e.g. we need to process your information to be able to handle your order;
When this is necessary to comply with a legal obligation;
When this is necessary to promote our legitimate interests or the interests of a third party, e.g. to manage our relationship with you;
If we process your personal data on the basis of your consent, we will request this separately from you. You may withdraw your consent at any time. Please note that the withdrawal of your consent does not affect the lawfulness of the processing of your personal data prior to the withdrawal of your consent.
To whom do we provide your personal data?
We do not disclose your information to third parties (‘recipients' within the meaning of privacy legislation), unless necessary for the proper performance of the purposes described in this Privacy Policy. For example: to fulfil your order, we need to share your data with payment providers. We may share personal data with our service providers, such as hosting providers, e-mail services and (other) software suppliers, payment service providers, lawyers etc. Furthermore, we may share your data when necessary to and defend the rights or property of Scarlet Oak Landscapes and when necessary to protect the personal safety, property or other rights of the public, Scarlet Oak Landscapes or its customers.
The third parties to whom the personal data is made available are obliged to treat your personal data confidentially. If these parties are regarded as 'processors' within the meaning of the privacy legislation, we will ensure that a data processing agreement is concluded with these parties that meets the requirements set out in the applicable data protection legislation.
How long do we store your personal data?
We will retain your personal data in an identifiable form for the duration of Scarlet Oak Landscapes.
The personal data in our administration will in short help us understand our growth and how we can continue to improve for the years we run as a business.
Security of your personal data
We have security measures in place to reduce the likelihood of misuse, loss and unwanted disclosure of, and unauthorized access to, personal data. Our freelance workers are bound by confidentiality and are bound by instructions aimed at the adequate protection of your personal data.
We have procedures in place to deal with personal data breaches and will notify you and the applicable regulator of such breach where we are legally required to do so. If you have any questions about the security of your personal data, or if you suspect or have any indications of misuse, please contact us.
Your privacy rights
You have the following rights with regard to the processing of your personal data by us:
the right to request whether we process your personal data and, if this is the case, to inspect your personal data;
the right to rectification of your personal data if they are incorrect or incomplete;
the right to have your personal data deleted ('right to be forgotten');
the right to object to the processing of your personal data or to limit the processing of your personal data;
the right to withdraw consent for the processing of your personal data at any time, if the processing is based on your consent;
the right to receipt or transfer of your personal data by or to a third party designated by you in a structured, customary and machine-readable form ('right to data portability').
If you wish to exercise any of the rights above, please contact us via email.
Please be aware that in order to prevent fraud and misuse, we may need to request specific information from you to help us confirm your identity. We may also contact you to ask you for further information in relation to your request. If you wish to inspect personal data linked to a cookie, please make sure to include a copy of the relevant cookie. You will find the cookie in your browser settings.
Within a month after receipt of your request, we will inform you whether we can comply with your request. This period may be extended by two months in specific cases, for example when a complex request is made. We will inform you of such an extension within one month of receipt of your request. Based on privacy legislation we can refuse your request under certain circumstances. If we do so, we will explain the reasons for the refusal. If you object to the processing of your personal data for direct marketing purposes, we will always respect this request. You can find more information about your privacy rights on the website of the Information Commissioner's Office.
How can you file a privacy complaint?
If you have a complaint about the processing of your personal data by us, we will do our utmost best to resolve it with you. You have the right to lodge a complaint with the competent supervisory authority at any time. In the UK, this is the Information Commissioner's Office (www.ICO.org.uk).
Changes to this Privacy Policy
We reserve the right to change this Privacy Policy and will always post the most recent version of this Privacy Policy on our website. If substantial changes are made that could significantly affect one or more data subjects, we will strive to inform the relevant data subjects directly.