Privacy Notice Policy	Reference	POL012
	Version	V3.00
	Revision	January 2026

This privacy notice tells you what to expect us to do with your personal information.

• Contact details
• What information we collect, use, and why
• Lawful bases and data protection rights
• Where we get personal information from
• How long we keep information
• Who we share information with
• How to complain

Contact details

Post

Unit 3, Elm Street Business Park, Travis Street, Burnley, Lancashire, BB10 1DB

Hollin Cross Barn. Woodplumpton Road. Burnley. BB11 3RS

Telephone

01282 428862

Email

info@groundworkdirect.co.uk

What information we collect, use, and why

We collect or use the following information to provide services and quotations

• Names and contact details
• Addresses
• Telephone numbers
• Email address
• Images
• Information relating to compliments or complaints

We collect or use the following information for recruitment purposes:

• Contact details including, name, address, telephone number, personal email address
• Driving Licence information
• Date of birth
• National Insurance number
• Copies of passports or other photo ID
• Right to work information
• Medical/Health Information

We collect or use the following personal information for dealing with queries, complaints or claims:

• Names
• Address
• Email address
• Telephone number

Lawful bases and data protection rights

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.

Which lawful basis we rely on may affect your data protection rights which are in brief set out below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

• Your right of access – You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for.
• Your right to rectification– You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete.
• Your right to erasure– You have the right to ask us to delete your personal information.
• Your right to restriction of processing– You have the right to ask us to limit how we can use your personal information
• Your right to object to processing– You have the right to object to the processing of your personal data.
• Your right to data portability– You have the right to ask that we transfer the personal information you gave us to another organisation, or to you.
• Your right to withdraw consent– When we use consent as our lawful basis you have the right to withdraw your consent at any time.

If you make a request, we must respond to you without delay and in any event within one month.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

Our lawful bases for the collection and use of your data

Our lawful bases for collecting or using personal information to provide services and goods are:

• Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All your data protection rights may apply, except the right to portability. Our legitimate interests are:
  • We collect personal information to enable us to complete site inspections and the preparation of quotations for work requested by customers.

Our lawful bases for collecting or using personal information for recruitment purposes are:

• Legal obligation – we must collect or use your information so we can comply with the law. All your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:

• Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All your data protection rights may apply, except the right to portability. Our legitimate interests are:

• We collect personal data from customers to enable communications and allow us to respond to any enquiries or complaints

Where we get personal information from

• Directly from Customers and Potential Customers
• Directly from Employees and Potential Employees

For information on how long we keep personal information, see our retention Policy available on our website at: https://groundworkdirect.co.uk/

Who we share information with

Others we share personal information with

• Organisations’ we’re legally obliged to share personal information with.

How to complain

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

The ICO’s address:           

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

Website: https://www.ico.org.uk/make-a-complaint

Document Retention Schedule

1. INTRODUCTION

In accordance with our Data Protection Policy (POL005) and Privacy Notice (POL012), Groundwork Direct Limited is committed to ensuring that personal data is not kept for longer than is necessary. This schedule defines the required retention periods for different categories of data held by the company to ensure compliance with UK GDPR and relevant financial and employment legislation.

2. RETENTION PERIODS

Data Category	Record Type	Retention Period	Lawful Basis
Financial & Tax	Payroll, NI Records, P60s, P45s	Current tax year + 3 previous years	Legal Obligation
Financial & Tax	Invoices, VAT records, Accounts	6 years from end of financial year	Legal Obligation
Employment	Successful Job Applications / Personnel Files	6 years after employment ends	Contractual / Legal
Employment	Unsuccessful Job Applications / CVs	6 months from recruitment decision	Legitimate Interest
Health & Safety	Accident Books & Incident Reports	3 years from date of last entry*	Legal Obligation
Legal	Insurance Certificates & Liability Claims	10 years (or indefinitely for ELI)	Legal Obligation
Customer Data	Quotations & Service Contracts	6 years after contract expires	Contractual
General	Emails & General Correspondence	2 years from last interaction	Legitimate Interest