Data & Privacy Policy
1. Sylvan Resources Limited Data & Privacy Notice
1.1. In this Privacy Policy, “We”, “Us” and “Our” mean Sylvan Resources Limited. Our address is Dog Field House, Abcott, Clungunford, Craven Arms, Shropshire, SY7 0PX. When we refer to Our website we are referring to www.sylvanresources.co.uk. Sylvan Resources Limited is a Professional Forestry and Environmental Consultancy in the UK offering a broad range of forestry and environmental services.
1.2. As an essential part of our business, we collect and manage client and non-client data. In doing so, we observe the UK data protection legislation, and are committed to protecting and respecting clients’ and non-clients’ privacy and rights. Specifically, we act as a “Data Controller” in respect of the information gathered and processed by us.
1.3. In order that you are reliably informed about how we operate, this privacy notice describes the ways in which we collect, manage, process, store and share information about you as a result of you being our client or visiting this site. The privacy notice also provides you with information about how you can have control over the use of your data. If you have any comments or queries regarding our use of your data, please contact us at data@sylvanresources.co.uk.
1.4. Alternatively, you can write to us at Sylvan Resources Limited, Dog Field House, Abcott, Clungunford, Craven Arms, Shropshire, SY1 0PX.
1.5. Sylvan Resources is registered with the Information Commissioner’s Office (Wycliffe House, Water Lane, Wilmslow SK9 5AF or https://ico.org.uk).
2. What Information Do We Collect About You?
2.1. In general terms, we seek to collect information about you so that we can:
- Administer our relationship with you, provide services and respond to enquiries
- Process applications for contractors working for Us or Our clients
- Deliver requested information to you about our services
- Ensure the billing of any procured services and obtain payment
- Process and respond to any complaints
- Enable us to meet our legal and other regulatory obligations imposed on us
- Audit usage of our website
2.2. The information that we need for these purposes is known as your “personal data”. This includes your name, home address, email address, telephone and other contact numbers, financial information and other relevant information which enables Us to provide you with services and/or act as your agent. We collect this in a number of different ways. For example, you may provide this data to us directly online or over the telephone, or when corresponding with us by letter.
3. Personal information collection via website
3.1. We endeavour to collect and use your personal information only with your knowledge and consent.
On Our website, We may collect your personal information for the following:
• General Enquiries. The type of personal information We collect could include, for example, your name and postal address, telephone number, email address or other general information such as nature of enquiry or other comments.
3.2 We will not process any personal data collected through the Website unless We have first told you that We are going to do so, and it is clear how We will use it.
3.3 Please also be advised that when you visit this website, cookies will be used to collect information about you such as your Internet Protocol (IP) address which connects your computer or mobile device to the Internet, and information about your visit such as the pages you viewed or searched for, pages response times, download errors etc. We do this so that we can measure our website’s performance and make improvements in the future. Cookies are also used to enhance this website’s functionality and personalisation, which includes sharing data with third party organisations. For more information about cookies, and how to disable cookies, visit https://www.allaboutcookies.org/ .
4. Social media, blogs, reviews
4.1 Any social media posts or comments you send to Us (on Twitter or Instagram for instance) will be shared under the terms of the relevant social media platform (e.g. Twitter/Instagram) on which they are written and could be made public.
4.2 Other people, not Us, control these platforms. We are not responsible for this kind of sharing. We recommend you should review the terms and conditions and privacy policies of the social media platforms you use. That way, you will understand how they will use your information, what information relating to you they will place in the public domain, and how you can stop them from doing so if you are unhappy about it.
5. For how long do we keep your information?
5.1 To make sure We meet Our legal data protection and privacy obligations, We only hold on to your information for as long as We actually need it for the purposes We acquired it for in the first place.
5.2 In most cases, this means We will keep your information for as long as you continue to use Our services and are deemed a client, and for a reasonable period of time afterwards if you stop doing so, to see if We can persuade you to come back to Us.
5.3 After that We will delete it other than where We lawfully can keep any data for audit or legal reasons as per our retention policy.
6. How Will We Use Information?
6.1 We use the data collected from you for the specific purposes listed below. Please note that this list also explains:
- The legal basis for processing your data, linked to each processing purpose; and
- In what circumstances your data will be shared with a third party organisation.
Purpose for processing data: To administer our relationship with you, provide services and respond to enquiries.
Legal basis for processing data: Contract: to fulfil contractual obligations - including taking action before entering into our contract with you ; Legal obligation: to fulfil a legal obligation, for example, obtaining a felling licence under the Forestry Act; a licence from Natural England or the Environment Agency; or complying with planning laws; Legitimate interests: Use of client data; commercial interests.
Examples of Third party organisations with whom data is shared: Rural Payments Agency, Natural England, Environment Agency, Forestry Commission, planning authorities.
Purpose for processing data: To ensure the billing of any procured services by you and obtain payment.
Legal basis for processing data: Contract: to fulfil contractual obligations; Legitimate interests: Use of client data; commercial interests.
Examples of Third party organisations with whom data is shared: Our accountants, Timber buyers.
Purpose for processing data: To provide enquirers support by telephone, providing a quote.
Legal basis for processing data: Contract: to fulfil contractual obligations - including taking action before entering into our contract with you; Legal obligation: to fulfil a legal obligation, for example, obtaining a felling licence under the Forestry Act; a licence from Natural England or the Environment Agency; or complying with planning laws; Legitimate interests: Use of client data; commercial interests.
Examples of Third party organisations with whom data is shared: None.
Purpose for processing data: To process and respond to complaints.
Legal basis for processing data: Legal obligation: To meet a legal obligation.
Examples of Third party organisations with whom data is shared: None.
Purpose for processing data: To monitor and record information relating to the use of our services, to include our website.
Legal basis for processing data: Legal obligation: TLegitimate interest: to improve the services and experience and website for individuals; marketing.
Examples of Third party organisations with whom data is shared: Web service providers and cookie providers.
Purpose for processing data: To capture photographs and videos to be used for marketing and promotional material for the company, including our website, brochures, bids and tenders.
Legal basis for processing data:Generally, we would use photos/videos of trees or views which cannot be linked to a location or a person and which therefore do not require consent. In the rare situation this may not be possible, we will rely on explicit consent prior to collecting and using photos/video which may be identified to a location or person.
Examples of Third party organisations with whom data is shared: None.
Purpose for processing data: To conduct human resource administration to include assessing suitability, eligibility and/or fitness to work, for example obtaining relevant certificates.
Legal basis for processing data: Contract: to fulfil contractual obligations, including taking action before entering into a contract; Legal obligation: to comply with Health & Safety legislation; Legitimate interests: Use of supplier/contractor/consultant data; commercial interests.
Examples of Third party organisations with whom data is shared: None.
7. Your Rights
7.1 Under the terms of data protection legislation, you have the following rights as a result of using this website:
i) Right To Be Informed
This privacy notice, together with our Cookies Policy, fulfils our obligation to tell you about the ways in which we use your information as a result of you using this website.
ii) Right To Access
You have the right to ask us for a copy of any personal data that we hold about you. This is known as a “Subject Access Request”. Except in exceptional circumstances (which we would discuss and agree with you in advance), you can obtain this information at no cost. We will send you a copy of the information within 30 days of your request.
To make a Subject Access Request, please write to us at Sylvan Resources Limited, Dog Field House, Abcott, Clungunford, Craven Arms, Shropshire, SY7 0PX.
iii) Right To Rectification
If any of the information that we hold about you is inaccurate, you can either:
• Contact us on 01588 660547
• Contact our Data Protection Officer at Sylvan Resources Limited, Dog Field House, Abcott, Clungunford, Craven Arms, Shropshire, SY7 0PX or via email at data@sylvanresources.co.uk .
iv) Right To Be Forgotten
You can ask that we erase all personal information that we hold about you. Where it is appropriate that we comply, your request will be fully actioned within 30 days. For further information, please contact 01588 660547 or alternatively, please contact Sylvan Resources Limited, Dog Field House, Abcott, Clungunford, Craven Arms, Shropshire, SY7 0PX or via email at data@sylvanresources.co.uk .
v) Right To Object
You have the right to object to:
• The continued use of your data for any purpose listed above for which consent is identified as the lawful basis for processing i.e. you have the right to withdraw your consent at any time.
• The continued use of your data for any purpose listed above for which the lawful basis of processing is that it has been deemed legitimate.
vi) Right To Restrict Processing
If you wish us to restrict the use of your data because (i) you think it is inaccurate but this will take time to validate, (ii) you believe our data processing is unlawful but you do not want your data erased, (iii) you want us to retain your data in order to establish, exercise or defend a legal claim, or (iv) you wish to object to the processing of your data, but we have yet to determine whether this is appropriate, please contact Sylvan Resources Limited, Dog Field House, Abcott, Clungunford, Craven Arms, Shropshire, SY7 0PX or via email at data@sylvanresources.co.uk .
vii) Right To Data Portability
If you would like to move, copy or transfer the electronic personal data that we hold about you to another organisation, please contact Sylvan Resources Limited, Dog Field House, Abcott, Clungunford, Craven Arms, Shropshire, SY7 0PX or via email at data@sylvanresources.co.uk . This right applies when Sylvan Resources relies on Consent or Contract as the legal basis for processing data by automated means.
8. Is The Processing Of Information Likely To Cause Individuals To Object Or Complain?
8.1 Sylvan Resources Limited is not aware of any justifiable reasons that would constitute a legitimate reason for objecting or complaining about the way we process or control information.
9. Overseas Transfers
9.1 To the best of our knowledge, none of the information that we collect process or store as a result of this website is transferred outside of the European Economic Area (EEA). This includes information that is exchanged with any third party organisation as described above.
10. Data Privacy And Security
10.1 We maintain a comprehensive data management work programme, which includes processes for ensuring that data protection is a key consideration of all new and existing IT systems that hold personal data. Where any concerns, risks or issues are identified, we conduct relevant impact assessments in order to determine any actions that are necessary to ensure optimum privacy.
We also maintain an active information security work programme which seeks to protect the availability, confidentiality and integrity of all physical and information assets. Specifically, this helps us to:
- Protect against potential breaches of confidentiality;
- Ensure all IT facilities are protected against damage, loss or misuse;
- Increase awareness and understanding of the requirements of information security, and the responsibility of our colleagues to protect the confidentiality and integrity of the information that they handle; and
- Ensure the optimum security of this website.
11. Location Tracking Via Our Website
11.1 Geo-location tracking, which shows us where you are in the UK, is used on this website.
12. General
12.1 Questions and comments regarding this Privacy Notice are welcomed and should be sent to data@sylvanresources.co.uk.
12.2 Alternatively, you can write to us at Sylvan Resources Limited at Dog Field House, Abcott, Clungunford, Craven Arms, Shropshire, SY7 0PX.
12.3 You can also contact us if you have any concerns or complaints about the ways in which your personal data has been handled as a result of you using this website.
12.4 Alternatively, you have the right to lodge a complaint with the Information Commissioner’s Office who may be contacted at Wycliffe House, Water Lane, Wilmslow SK9 5AF or https://ico.org.uk.
Sylvan Resources Ltd Privacy Policy 1/21, revised 27 July 2021