—
Privacy Policy
—

R.T. Gardens Data Protection & Privacy Policy

1. Purpose

This policy explains how R.T. Gardens collects, uses, stores, and protects personal data in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
The aim is to ensure personal information is handled lawfully, fairly, and securely.

2. Scope

This policy applies to all workers, including zero‑hours staff, temporary workers, subcontractors, and anyone handling personal data on behalf of the Company.

It covers personal data relating to:

• Workers
• Clients
• Members of the public
• Suppliers and contractors

3. What Personal Data Is

Personal data is any information that can identify a living person.

Examples include:

• Name, address, phone number
• Email address
• Bank details
• Photographs or CCTV images
• Health information
• Employment information

R.T. Gardens collects only the data needed to operate safely and legally.

4. Data Protection Principles

R.T. Gardens will ensure that personal data is:

• Used lawfully, fairly, and transparently
• Collected for specific, legitimate purposes
• Limited to what is necessary
• Accurate and kept up to date
• Stored securely
• Kept only for as long as necessary
• Handled in a way that protects privacy

5. What Data the Company Collects

The Company may collect:

Worker data:

• Contact details
• Emergency contact information
• Right‑to‑work documentation
• Bank details for payment
• Training and qualification records
• Health information relevant to work or safety

Client data:

• Contact details
• Property addresses
• Access instructions
• Service records

6. How Data Is Used

Personal data is used for:

• Managing work schedules
• Paying workers
• Contacting workers about shifts
• Health and safety compliance
• Client communication
• Invoicing and administration
• Legal and insurance requirements

Data will not be used for any unrelated purpose.

7. Lawful Basis for Processing

R.T. Gardens processes personal data under the following lawful bases:

• Contract (e.g., paying workers, providing services to clients)
• Legal obligation (e.g., tax, employment, health and safety)
• Legitimate interests (e.g., managing operations)
• Consent (where required)

8. Data Storage and Security

The Company will ensure that personal data is stored securely.

This includes:

• Password‑protected devices
• Secure cloud storage
• Locked storage for paper documents
• Limited access to authorised personnel only

Workers must not:

• Share personal data unnecessarily
• Store data on personal devices without permission
• Leave documents unsecured

9. Data Sharing

Personal data may be shared with:

• Accountants
• Insurers
• Payroll providers
• Legal advisers
• Emergency services (if required)

Data will not be sold or shared with third parties for marketing.

10. Retention of Data

Personal data will be kept only for as long as necessary.

Typical retention periods include:

• Worker records: up to 6 years after leaving
• Financial records: 6 years
• Accident records: 3 years (or longer for serious incidents)
• Client records: while services are active

Data will be securely deleted when no longer required.

11. Rights of Individuals

Workers and clients have the right to:

• Access their personal data
• Request corrections
• Request deletion (where lawful)
• Object to certain processing
• Request data portability
• Withdraw consent (where applicable)

Requests will be handled promptly.

12. Data Breaches

A data breach is any incident where personal data is:

• Lost
• Stolen
• Accessed without permission
• Disclosed incorrectly

Workers must report any suspected breach immediately.
Serious breaches may need to be reported to the Information Commissioner’s Office (ICO).

13. Responsibilities

The Company will:

• Protect personal data
• Provide guidance to workers
• Respond to data requests
• Report serious breaches where required

Workers must:

• Handle data responsibly
• Follow this policy
• Report concerns promptly

14. Review

This policy will be reviewed annually or sooner if required by changes in legislation or working practices.