Privacy Policy

Background

This Privacy Policy is made in compliance with the data protection obligations under the

General Data Protection Regulation (GDPR).

We at Wilby Tree Surgeons Ltd, respect your concerns about privacy. This Privacy Policy applies to (1) our customers, (2) our contractors, (3) users of our websites, and (4) representatives of our clients.

The Policy describes the types of personal information we collect, how we use the information, with whom we share it, and the rights of and choices available to individuals regarding our use of their information. We also describe the measures we take to protect the security of the information and how you can contact us about our privacy practices and to exercise your rights. Our privacy practices may vary among the countries in which we operate to reflect local practices and legal requirements. This Policy should be read in conjunction with our Data Retention Schedule.

2. Information We Collect

We collect personal information about you in various ways, such as through our website, through job sheets and social media channels, at our events and through phone and emails. We may collect the following types of personal information:

• Contact information (such as name, postal address, email address and telephone number).
• Information you provide about friends or other people you would like us to contact.
• Other information you/your housing provider may provide to us, such as in surveys or through the “Contact Us” feature on our websites.
• Bank payment details and tax-related information.
• Disabilities and health-related information (if applicable to the job position).

3. Information Collected by Automated Means

When you visit our websites, we may collect certain information by automated means, such as cookies and web server logs. The information we may collect in this manner includes IP address, unique device identifier, browser characteristics, device characteristics, operating system, language preferences, referring URLs, information on actions taken on our websites, dates, and times of visits to our websites and other usage statistics. A “cookie” is a file that websites send to a visitor’s computer or other Internet-connected device to uniquely identify the visitor’s browser or to store information or settings in the browser. Through these automated collection methods, we may obtain “clickstream data,” which is a log of the links and other content on which a visitor clicks while browsing a website. As the visitor clicks through the website, a record of the action may be collected and stored. We link certain data elements we have collected through automated means, such as your browser information, with other information we have obtained about you to let us know, for example, whether you have opened an email we sent to you. Your browser may tell you how to be notified when you receive certain types of cookies or how to restrict or disable certain types of cookies. Please note, however, that without cookies you may not be able to use all the features of our websites. To the extent required by applicable law, we will obtain your consent before collecting personal information using cookies or similar automated means.

The providers of third-party apps, tools, widgets, and plug-ins on our websites, such as social media sharing tools, also may use automated means to collect informationregarding your interactions with these features. This information is collected directly by the providers of the features and is subject to the privacy policies or notices of these providers. Subject to applicable law, Wilby Tree is not responsible for these providers information practices.

4. Why and How We Use the Information We Collect

We use the information described above to perform the following activities:

• Processing payments.
• Managing our client and vendor relationships.
• Communicating about, and administering participation in, special events, promotions, programs, offers, surveys, contests, and market research.
• Responding to individuals’ inquiries.
• Operating, evaluating, and improving our business (including developing, enhancing, analysing, and improving our services; managing our communications; performing data analytics; and performing accounting, auditing, and other internal functions).
• Protecting against, identifying, and seeking to prevent fraud and other unlawful activity, claims and other liabilities; and
• Complying with and enforcing applicable legal requirements, relevant industry standards, contractual obligations, and our policies.

We also may use the information in other ways for which we provide specific notice at or prior to the time of collection.

We also use third-party analytics services on our websites. The analytics providers that administer these services use technologies such as cookies, web server logs to help us analyse your use of our websites. The information collected through these means (including IP address) may be disclosed to these analytics providers and other relevant third parties who use the information, for example, to evaluate use of the websites.

5. Information We Share

We do not disclose personal information we collect about you, except as described in this Privacy Policy or in separate notices provided in connection with activities. We share personal information with relevant third parties for business and contractual reasons, who perform services on our behalf based on our instructions.

We do not authorise these third parties to use or disclose the information except as necessary to perform services on our behalf or comply with legal requirements.

In addition, we may disclose information about you (i) if we are required to do so by law or legal process; (ii) to law enforcement authorities or other government officials based on a lawful disclosure request; and (iii) when we believe disclosure is necessary or appropriate to prevent physical harm or financial loss, or in connection with an investigation of suspected or actual fraudulent or illegal activity. We also reserve the right to transfer personal information we have about you in the event we sell or transfer all or a portion of our business or assets (including in the event of a reorganisation, dissolution, or liquidation).

Information collected through third-party plug-ins and widgets on the websites (such as information relating to your use of a social media sharing tool) is collected directly by the providers of the plug-ins and widgets. This information is subject to the privacy policies of the providers of the plug-ins and widgets, and Wilby Tree is not responsible for those providers’ information practices.

6. Lawful Basis for Processing Personal Data

We have processes in place to make sure that only those people in our organization and/or relevant third parties who need to access your data, can do so. Several data elements are collected for multiple purposes.

Please refer to our Data Retention Policy for more details on why we collect your data, what we collect, who has authority over this data, the lawful basis of retention and the retention period for such data.

Please note that when we process on the lawful basis of legitimate interest, we apply the following test to determine whether it is appropriate:

The purpose test – is there a legitimate interest behind the processing?

Necessity test – is the processing necessary for that purpose?

Balancing test – is the legitimate interest overridden, or not, by the individual’s interests, rights, or freedoms?

7. Your Rights and Choices

We offer you certain choices in connection with the personal information we collect about you and how we communicate with you. To update your preferences, ask us to remove your information from our mailing lists, exercise your rights or submit a request, please contact us as indicated in the “How to Contact Us” section of this Privacy Policy.

To the extent provided by the law of your jurisdiction, you may request access to the personal information we maintain about you or request that we correct, amend, delete, or block the information by contacting us as indicated below. Where provided by law, you may withdraw any consent you previously provided to us or object at any time on legitimate grounds to the processing of your personal information, and we will apply your preferences going forward.

Your principal rights under data protection law are:

(a) the right to access.

(b) the right to rectification.

(c) the right to erasure.

(d) the right to restrict processing.

(e) the right to object to processing.

(f) the right to data portability.

(g) the right to complain to a supervisory authority; and

(h) the right to withdraw consent.

You have the right to confirmation as to whether we process your personal data and, where we do, access to the personal data, together with certain additional information.

That additional information includes details of the purposes of the processing, the categories of personal data concerned and the recipients of the personal data.

Providing the rights and freedoms of others are not affected, we will supply to you a copy of your personal data. The first copy will be provided free of charge, but please note that additional copies or any manifestly unfounded requests may be subject to a reasonable fee. You must supply appropriate evidence of your identity for this purpose; we will usually accept a clear copy of your passport certified by a solicitor or bank.

You have the right to have any inaccurate personal data about you rectified and, considering the purposes of the processing, to have any incomplete personal data about you completed.

In some circumstances you have the right to the erasure of your personal data without undue delay. Those circumstances include you withdraw consent to consent-based processing; the processing is for direct marketing purposes. However, there are certain general exclusions of the right to erasure. Those general exclusions include where processing is necessary: for compliance with a legal obligation; or for the establishment, exercise, or defense of legal claims.

In some circumstances you have the right to restrict the processing of your personal data. Those circumstances are you contest the accuracy of the personal data; processing is unlawful, but you oppose erasure; we no longer need the personal data for the purposes of our processing, but you require personal data for the establishment, exercise, or defense of legal claims; and you have objected to processing, pending the verification of that objection.

Where processing has been restricted on this basis, we may continue to store your personal data. However, we will only otherwise process it: with your consent; for the establishment, exercise, or defense of legal claims; for the protection of the rights of another natural or legal person; or for reasons of important public interest.

You have the right to object to our processing of your personal data on grounds relating to your particular situation, but only to the extent that the legal basis for the processing is that the processing is necessary for: the performance of a task carried out in the public interest or in the exercise of any official authority vested in us; or the purposes of the legitimate interests pursued by us or by a third party. If you make such an objection, we will cease to process the personal information unless we can demonstrate compelling legitimate grounds for the processing which override your interests, rights and freedoms, or the processing is for the establishment, exercise, or defense of legal claims.

You have the right to object to our processing of your personal data for direct marketing purposes (including profiling for direct marketing purposes). If you make such an objection, we will cease to process your personal data for this purpose. You have the right to object to our processing of your personal data for scientific or historical research purposes or statistical purposes on grounds relating to your situation, unless the processing is necessary for the performance of a task carried out for reasons of public interest.

To the extent that the legal basis for our processing of your personal data is consent, and such processing is carried out by automated means, you have the right to receive your personal data from us in a structured, commonly used, and machine-readable format. However, this right does not apply where it would adversely affect the rights and freedoms of others.

If you consider that our processing of your personal information infringes data protection

laws, you have a legal right to lodge a complaint with a supervisory authority responsible for data protection. You may do so in the EU member state of your habitual residence, your place of work or the place of the alleged infringement.

To the extent that the legal basis for our processing of your personal information is consent, you have the right to withdraw that consent at any time. Withdrawal will not affect the lawfulness of processing before the withdrawal. You may exercise any of your rights in relation to your personal data by written notice to us.

8. International Transfers of Your Data

For business and contractual purposes, we may transfer the personal information we collect about you to countries outside of the country in which the information originally was collected. Those countries may not have the same data protection laws as the country in which you initially provided the information. When we transfer your information to other countries, we will protect that information as described in this Privacy Policy.

9. How We Protect Personal Information

We maintain administrative, technical, and physical safeguards designed to protect the personal information you provide against accidental, unlawful, or unauthorised destruction, loss, alteration, access, disclosure, or use.

10. Links to Third-Party websites, Apps and Services

For your convenience and information, our websites may provide links to third-party sites, apps and services that may be operated by companies not affiliated with Wilby Tree. These companies may have their own privacy notices or policies, which we strongly suggest you review. We are not responsible for the privacy practices of any non-Wilby Tree sites or services.

11. Amendments

This Privacy Policy may be updated periodically to reflect changes in our personal information practices. For significant changes, we will notify you by posting a prominent notice on our websites indicating at the top of the Policy when it was most recently updated.

12. Contact Us

If you have any questions or comments about this Privacy Policy, or you would like to exercise your rights or update the information we have about you or your preferences, please contact Wilby Tree directly at office@wilbytree.co.uk We endeavour to respond to queries and requests within two working days.

Should you wish to discuss a complaint, please feel free to contact us using the details provided above. All complaints will be treated in a confidential manner.