Privacy Policy

Online Privacy Statement

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

How we use your information

This privacy notice explains how Greens Datamatica collects, uses, stores, and protects personal data in relation to correspondence, cookies, profiling, complaints, and related business activities. Greens Datamatica is committed to processing personal data lawfully, fairly, and transparently, and only where the processing is relevant and necessary for a legitimate purpose.

Why does Greens Datamatica need to collect and store personal data?

Greens Datamatica collects personal data to provide relevant information, manage communications, respond to enquiries and complaints, support business operations, and meet legal and regulatory requirements. Where personal data is used for marketing, Greens Datamatica will obtain additional consent where required by applicable law.

Sharing Personal Data

Greens Datamatica may share personal data with third-party service providers engaged to support its services, communications, compliance activities, and business operations. Those third parties are required to keep personal data secure, use it only for authorised purposes, and dispose of it when it is no longer needed in accordance with applicable requirements and Greens Datamatica’s procedures.

Where sensitive or special category personal data is involved, Greens Datamatica will only share such data where there is a valid legal basis to do so, including consent where required, or where disclosure is otherwise required or permitted by law.

How Personal Data Is Processed

Greens Datamatica will process the information you provide in a manner compatible with the UK GDPR. Reasonable steps will be taken to ensure personal data is accurate, kept up to date where necessary, and not retained for longer than needed for the purpose for which it was collected, unless a longer retention period is required or permitted by law.

Greens Datamatica applies appropriate technical and organisational measures to reduce the risk of unauthorised access, misuse, disclosure, alteration, or loss of personal data. Greens Datamatica also aims to ensure that requests for information are proportionate and that individuals are not asked for irrelevant or unnecessary personal information.

Your Data Rights

At your request, Greens Datamatica can confirm what personal data it holds about you and how that data is processed. If Greens Datamatica processes your personal data, you may request information about:

• The identity and contact details of the controller and, where applicable, the data protection officer.
• The purposes of the processing and the legal basis relied upon.
• Any legitimate interests pursued where that is the lawful basis.
• The recipients or categories of recipients of the personal data.
• Any transfers to third countries or international organisations and the safeguards used.
• The retention period, or the criteria used to determine it.
• Your rights to access, rectify, erase, restrict, object, and, where applicable, data portability.
• Your right to withdraw consent at any time, where consent is relied upon.
• Your right to lodge a complaint with the relevant 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 the personal data, where it was not collected directly from you.
• The existence of automated decision-making, including profiling, together with meaningful information about the logic involved and the possible consequences for you.

Data Deletion Requests

You have the right to request the deletion of your personal data in certain circumstances under the UK GDPR. This is also known as the right to erasure or the right to be forgotten.

To request deletion of your personal data, please email Greens Datamatica at gdpr@data-matica.com and clearly state that you wish to make a “Data Deletion Request.” Please include enough information for Greens Datamatica to identify you and the personal data concerned, such as your full name, contact details, and the nature of your relationship with Greens Datamatica. Greens Datamatica may request limited additional information to verify your identity before processing the request.

Greens Datamatica will respond without undue delay and normally within one calendar month of receiving your request. Where permitted by law, this period may be extended by up to two additional months where the request is complex or where multiple requests have been received, and you will be informed of any such extension within the initial one-month period.

Where Greens Datamatica grants your deletion request, it will delete the relevant personal data from active systems, databases, applications, and records where reasonably practicable. Where immediate deletion from backup or archived systems is not technically possible, Greens Datamatica will ensure that the data is not used except where required by law and is deleted in accordance with applicable retention and backup schedules.

Greens Datamatica may refuse or limit a deletion request where it is legally entitled or required to retain the personal data, including for compliance with legal obligations, the establishment, exercise, or defence of legal claims, or other lawful exemptions under applicable data protection law. If Greens Datamatica does not comply with your request, it will explain the reason and inform you of your right to complain to the relevant supervisory authority.

Data Retention

How long will the data be stored?

Greens Datamatica does not keep personal data for longer than necessary and retains it only for as long as required to fulfil the purposes described in this notice, subject to legal, regulatory, tax, contractual, audit, and business continuity requirements. Retention periods may vary depending on the type of personal data and the purpose of processing.

To determine the appropriate retention period, Greens Datamatica considers the amount, nature, and sensitivity of the personal data, the potential risk of harm arising from unauthorised use or disclosure, the purposes for which the data is processed, whether those purposes can be achieved through other means, and the applicable legal requirements.

Personal data may be retained:

• For as long as necessary to fulfil the purpose for which it was collected.
• Until consent is withdrawn, where consent is the lawful basis, unless another lawful basis applies.
• For the duration of a contract and any applicable limitation period where processing is necessary for contractual purposes.
• For a limited period where Greens Datamatica has a legitimate interest in using the data, unless a valid objection overrides that interest.
• For the period required by law where Greens Datamatica must comply with a legal obligation.
• Until the relevant matter is concluded where the data is needed for the establishment, exercise, or defence of legal claims.