Privacy Policy

Plant Plan Privacy and Cookies Policy

  1. Introduction

1.1    We are committed to safeguarding the privacy of our website visitors and service users.

1.2    This policy applies where we are acting as a data controller with respect to the personal data of our website visitors and service users; in other words, where we determine the purposes and means of the processing of that personal data.

1.3    We use cookies on our website. Insofar as those cookies are not strictly necessary for the provision of our website, we will ask you to consent to our use of cookies when you first visit our website.

1.4    Our website incorporates privacy controls which affect how we will process your personal data. By using the privacy controls, you can specify whether you would like to receive direct marketing communications. This is processed via active opt in’s on the home page of our website.

1.5    In this policy, “we”, “us” and “our” refer to Plant Plan Ltd.

  1. How we use your personal data

2.1    In this Section 2 we have set out:

(a)    the general categories of personal data that we may process;

(b)    [in the case of personal data that we did not obtain directly from you, the source and specific categories of that data];

(c)     the purposes for which we may process personal data; and

(d)    the legal bases of the processing.

2.2    We may process data about your use of our website and services (“usage data”). The usage data may include your IP address, geographical location, browser type and version, operating system, referral source, length of visit, page views and website navigation paths, as well as information about the timing, frequency and pattern of your service use. The source of the usage data is our analytics tracking system. This usage data may be processed for the purposes of analysing the use of the website. The legal basis for this processing is our legitimate interests, namely monitoring and improving our website and services.

2.3    In the instance that you sign up for newsletters or create a scrapbook we may process information included in your personal profile on our website (“profile data”). The profile data may be processed for the purposes of enabling and monitoring your use of our website and services. The legal basis for this processing is our legitimate interests, namely the proper administration of our website and business.

2.4    We may process your personal data that are provided in the course of the use of our services (“service data”).  The service data may include names, addresses, telephone numbers, company names, and email addresses.  The service data may be processed for the purposes of operating our website, providing our services, ensuring the security of our website and services, maintaining back-ups of our databases and communicating with you. The legal basis for this processing is consent.

2.5    We may process information contained in any enquiry you submit to us regarding goods and/or services (“enquiry data”). The enquiry data may be processed for the purposes of offering, marketing and selling relevant goods and/or services to you. The legal basis for this processing is consent].

2.6    We may process information relating to our customer relationships, including customer contact information (“customer relationship data”).  The customer relationship data may include your name, your employer, your job title or role, your contact details, and information contained in communications between us and you or your employer. The customer relationship data may be processed for the purposes of managing our relationships with customers, communicating with customers, keeping records of those communications and promoting our products and services to customers]. The legal basis for this processing is our legitimate interests, namely [the proper management of our customer relationships.

2.7    We may process information that you provide to us for the purpose of subscribing to our email notifications and/or newsletters (“notification data”). The notification data may be processed for the purposes of sending you the relevant notifications and/or newsletters. The legal basis for this processing is consent.

2.8    We may process any of your personal data identified in this policy where necessary for the establishment, exercise or defence of legal claims, whether in court proceedings or in an administrative or out-of-court procedure. The legal basis for this processing is our legitimate interests, namely the protection and assertion of our legal rights, your legal rights and the legal rights of others.

2.9    In addition to the specific purposes for which we may process your personal data set out in this Section 2, we may also process any of your personal data where such processing is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person.

2.10  Please do not supply any other person’s personal data to us, unless we prompt you to do so.

  1. Providing your personal data to others

3.1    We may disclose your personal data to our professional advisers insofar as reasonably necessary for the purposes of managing risks, obtaining professional advice, or the establishment, exercise or defence of legal claims, whether in court proceedings or in an administrative or out-of-court procedure.

3.2    In addition to the specific disclosures of personal data set out in this Section 3, we may disclose your personal data where such disclosure is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person

  1. International transfers of your personal data

4.1    In this Section 4, we provide information about the circumstances in which your personal data may be transferred to countries outside the European Economic Area (EEA).

4.2    The hosting facilities for our website are situated in the United States. The European Commission has made an “adequacy decision” with respect to the data protection laws of this country.

  1. Retaining and deleting personal data

5.1    This Section 5 sets out our data retention policies and procedure, which are designed to help ensure that we comply with our legal obligations in relation to the retention and deletion of personal data.

5.2    Personal data that we process for any purpose or purposes shall not be kept for longer than is necessary for that purpose or those purposes.

5.3    We will retain your personal data as follows:

(a)    Names, company details and contact information will be retained for a minimum period of 6 months following the date of submission, and for a maximum period of 5 years following the date of the enquiry no longer being ‘live’.

(b)    Information regarding private individual’s names, personal contact details, and home address will be deleted as soon as any query or enquiry has been dealt with.

5.4    Notwithstanding the other provisions of this Section 5, we may retain your personal data where such retention is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person.

  1. Security of personal data

6.1    We will take appropriate technical and organisational precautions to secure your personal data and to prevent the loss, misuse or alteration of your personal data.

6.2    We will store personal data on secure servers, personal computers and mobile devices, and in secure manual record-keeping systems.

6.3    Data relating to your enquiries that is sent from your web browser to our web server, or from our web server to your web browser, will be protected using encryption technology.

6.4    You acknowledge that the transmission of unencrypted (or inadequately encrypted) data over the internet is inherently insecure, and we cannot guarantee the security of data sent over the internet.

6.5    You should ensure that your password is not susceptible to being guessed, whether by a person or a computer program. You are responsible for keeping the password you use for accessing our website confidential and we will not ask you for your password (except when you log in to our website).

  1. Amendments

7.1    We may update this policy from time to time by publishing a new version on our website.

7.2    You should check this page occasionally to ensure you are happy with any changes to this policy.

  1. Your rights

8.1    In this Section 8, we have summarised the rights that you have under data protection law. Some of the rights are complex, and not all of the details have been included in our summaries. Accordingly, you should read the relevant laws and guidance from the regulatory authorities for a full explanation of these rights.

8.2    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.

8.3    You have the right to confirmation as to whether or not 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 additional copies may be subject to a reasonable fee.  Requests regarding the data we may hold about you should be sent to data(at)plantplan.co.uk.

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

8.5    In some circumstances you have the right to the erasure of your personal data without undue delay. Those circumstances include: the personal data is no longer necessary in relation to the purposes for which they were collected or otherwise processed; you withdraw consent to consent-based processing; you object to the processing under certain rules of applicable data protection law; the processing is for direct marketing purposes; and the personal data have been unlawfully processed. However, there are exclusions of the right to erasure. The general exclusions include where processing is necessary for: exercising the right of freedom of expression and information; for compliance with a legal obligation; or for the establishment, exercise or defence of legal claims.

8.6    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 defence 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 defence of legal claims; for the protection of the rights of another natural or legal person; or for reasons of important public interest.

8.7    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 defence of legal claims.

8.8    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.

8.9    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 particular situation, unless the processing is necessary for the performance of a task carried out for reasons of public interest.

8.10  To the extent that the legal basis for our processing of your personal data is:

(a)    consent; or

(b)    that the processing is necessary for the performance of a contract to which you are party or in order to take steps at your request prior to entering into a contract,

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.

8.11  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.

8.12  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.

8.13  You may exercise any of your rights in relation to your personal data by written notice to us or by using the data(at)plantplan.co.uk email address.

  1. Third party websites

9.1    Our website includes hyperlinks to, and details of, third party websites.

9.2    We have no control over, and are not responsible for, the privacy policies and practices of third parties.

  1. Personal data of children

10.1  Our website and services are targeted at persons over the age of 18.

10.2  If we have reason to believe that we hold personal data of a person under that age in our databases, we will delete that personal data.

  1. Updating information

11.1  Please let us know if the personal information that we hold about you needs to be corrected or updated.

  1. Acting as a data processor

12.1  In respect of data specific to enquiries of a commercial nature, we do not act as a data controller; instead, we act as a data processor.

13.2  Insofar as we act as a data processor rather than a data controller, this policy shall not apply. Our legal obligations as a data processor are instead set out in the contract between us and the relevant data controller.

  1. About cookies

13.1  A cookie is a file containing an identifier (a string of letters and numbers) that is sent by a web server to a web browser and is stored by the browser. The identifier is then sent back to the server each time the browser requests a page from the server.

13.2  Cookies may be either “persistent” cookies or “session” cookies: a persistent cookie will be stored by a web browser and will remain valid until its set expiry date, unless deleted by the user before the expiry date; a session cookie, on the other hand, will expire at the end of the user session, when the web browser is closed.

13.3  Cookies do not typically contain any information that personally identifies a user, but personal information that we store about you may be linked to the information stored in and obtained from cookies.

  1. Cookies that we use

14.1  We use cookies for the following purposes:

(a)    authentication – we use cookies to identify you when you visit our website and as you navigate our website.

(b)    status – we use cookies to help us to determine if you are logged into our website.

(e)    security – we use cookies [as an element of the security measures used to protect user accounts, including preventing fraudulent use of login credentials, and to protect our website and services generally.

(f)     advertising – we use cookies to help us to display advertisements that will be relevant to you.

(g)    analysis – we use cookies to help us to analyse the use and performance of our website and services

(h)    cookie consent – we use cookies to store your preferences in relation to the use of cookies more generally.

  1. Cookies used by our service providers

15.1  Our service providers use cookies and those cookies may be stored on your computer when you visit our website.

15.2  We use Google Analytics to analyse the use of our website. Google Analytics gathers information about website use by means of cookies. The information gathered relating to our website is used to create reports about the use of our website. Google’s privacy policy is available at: https://www.google.com/policies/privacy/.

  1. Managing cookies

16.1  Most browsers allow you to refuse to accept cookies and to delete cookies. The methods for doing so vary from browser to browser, and from version to version. You can however obtain up-to-date information about blocking and deleting cookies via these links:

(a)    https://support.google.com/chrome/answer/95647?hl=en (Chrome);

(b)    https://support.mozilla.org/en-US/kb/enable-and-disable-cookies-website-preferences (Firefox);

(c)     http://www.opera.com/help/tutorials/security/cookies/ (Opera);

(d)    https://support.microsoft.com/en-gb/help/17442/windows-internet-explorer-delete-manage-cookies (Internet Explorer);

(e)    https://support.apple.com/kb/PH21411 (Safari); and

(f)     https://privacy.microsoft.com/en-us/windows-10-microsoft-edge-and-privacy (Edge).

16.2  Blocking all cookies will have a negative impact upon the usability of many websites.

  1. Our details

17.1  This website is owned and operated by Plant Plan Ltd.

17.2  We are registered in England and Wales under registration number 07573415 and our registered office is at Quartz House, Quartz Close, Enderby, Leicester, LE19 4SG.

17.3  Our principal place of business is at Quartz House, Quartz Close, Enderby, Leicester, LE19 4SG.

17.4  You can contact us:

(a)    by post, to the postal address given above;

(b)    using our website contact form;

(c)     by telephone, on 0116 275 3660;

(d)    by email, using data(at)plantplan.co.uk

  1. Data protection registration

18.1  We are registered as a data controller with the UK Information Commissioner’s Office.

18.2  Our data protection registration number is ZA322794.

  1. Data protection officer

19.1  Our data protection officer’s contact details are: Craig Dallow – data(at)plantplan.co.uk.

What our customers say

“We're extremely happy with the plants, they look great!“Leonie – Administrative Assistant – London
“It’s been great working with you and I think all the sites look brilliant!“Lewis – Events Manager – Manchester
“Just a quick note to say how delighted we all are with the plants and display units. They really are impressive.

Please pass on my thanks to everyone involved, including the delivery driver. The whole process of selection and ordering was made easy by your staff and we were kept informed along the way.
Helen – College – Kent
“Thanks for your flowers over the past year, they are liked very much by staff and really help enhance our reception area.“Clare – Investment Company – London
“Hi there,

A short note to let you know how delighted I am with the Christmas trees, I am absolutely over the moon.

The guys came that came along were just delightful to deal with and have done a sooooooooooooooooooper job.

Merry Christmas.

Cheers,“Nichola – Prestigious Car Brand – Ryton on Dunsmore
“Thanks for the delivery today. I just wanted to feedback on how lovely the guy was that delivered and decorated the tree. Very approachable and when I asked for the tree to be moved (due to the power needed for the lights) he did it with no complaint.“Tash – Accountants – Berkshire
“Our client is extremely happy with the planters and fed back that the guys who came in yesterday were lovely and really helpful.“Lisa – Facilities Coordinator – London
“Many thanks for arranging for the plants to be installed today, ready for our visitor tomorrow.
They look very impressive in the office and we have already received complimentary remarks about them.
Also thanks to the guys who installed the plants. They were very professional and did an excellent job. Apologies to them for all the stairs!“Jayne – Property Company – Leamington
“I'd just like to say the Plants that came yesterday are lovely and look really good in the Boardroom, much appreciated.“Wendy – Office Manager – Leicester
“Firstly I would like to thank you personally for the recent installation of the plants at Bristol - it looks great and makes the building feel a lot less clinical.

Thanks, it looks truly amazing.
Mark – Car Retailer – Bristol
“"What a surprise this morning your guys turning up with our plants, thank you. They all look great. Thank you for your help in pulling this together over the last few weeks. I would not hesitate in recommending your company, very professional, friendly and efficient."“Debbie – National Construction Company – York
“I would just like to say thank you for the new flowers at our reception. They are delightful and exotic. We appreciate this very much.“Nicola – Receptionist – London
“Very pleased with the good service!“John – Logistics Company – Northampton
“'I just wanted to follow up with you about the flowers - the last two (including the one delivered yesterday) are perfect!'“Amanda – Reception Manager – London
“Thank you so much for your precious support, has been such a pleasure to have you on board and finally seeing the incredible result of this cooperation“Sara – Designer – London
“The plants look great. The guys you sent were very nice, polite and professional, a credit to your company“Sharon – Facilities Manager – Surrey
“The new plants look fabulous …“Penny – Office Facilities Manager – Wolverhampton
“We are extremely happy with the plants, I have visited two sites yesterday and they look lovely!“Gaia – Marketing – London
“Plantplan are always a pleasure to work with“Matt – Project Manager – London
“The flowers this week are absolutely stunning, they have the X Factor! every week is something new and always done in a very creative way. I always look forward to seeing what we will get the following week and I appreciated the hard work and thought put in the flowers we receive every week.“Angie – Media & PR – London
“Many thanks for arranging the Christmas tree this year, I have to say it is the best we have ever had in the last 5 years whilst we have been in this building“Mark – Office Manager – Derby
“Just wanted to say thank you for the lovely Christmas trees and brilliant organisation on Saturday!

We've received a lot of compliments for them, everyone says how pretty are they.
Ivana – Property Manager – London
“Re the new site, it's perfect.

Many thanks for getting it all sorted in such a short space of time and for hitting the brief as requested.
Both myself and the manager are very happy with the plants.“Paul – Interior Designer – London
“Just wanted to say thank you for your efforts in getting the new planters here in time for our event, they have made a massive improvement to the area and many of the staff here have commented on how good the area now looks “Daniel – Facilities Manager – Coventry
“We are so happy with the plants and they look great“Kathleen – Professional Photographer – London
“these are the best flowers we’ve ever had, should have come to you to start with – loads of good comments and feedback“Shirley – Communications Company – London
“Plant Plan have been supplying and maintaining our indoor plant displays for a number of years and we are extremely pleased with the service that we receive from them. “Rebecca – International Bank – Manchester
“Plant Plan’s willingness to take on our companies values and flexibility throughout the design process was exactly what we needed. Any issues have been attended to very quickly and any contact with the representatives at Plant Plan has been a very pleasant experience. “Christine – IT Company – London
“We were very impressed with the operative who delivered and installed the plants on site. He was quiet and unobtrusive when placing the plants in their various locations and extremely careful with the handling of them. All the plants were in excellent condition and we are extremely pleased with the choice and selection of both plants and containers.“Jane – Automotive Industry – Warwick
“They have been very helpful and informative when choosing the different plants around our office and the gentlemen who maintain their up keep are exceedingly pleasant, cheerful and take great care in looking after each individual plant.
We would recommend Plant Plan anytime.
Richard – Investment Bank – Birmingham
“Plant Plan are always helpful and the team who attend site always give excellent customer service“Sharon – Property Manager – Birmingham
“The flowers were delivered on time this morning, they exceeded my expectations. Thank you so much for your assistance, they are gorgeous and very impressive.

A big thank you to you and your team. “Deborah – Logistics – Leicester
“The planting looks great and the client is really pleased - I expect that you will be hearing a lot from them in future“Holly – Interior Designer – London
“We are very happy with the service at the moment, I must just add that your employee who attends our plants is always very polite and friendly and is a credit to your Company“Patrick – Training Company – Northampton
“I can say we are very pleased with the service thanks, we have used Plant Plan since we opened this building nearly 12 years ago, and always had a good experience. Your technician is always efficient and pleasant“Andrew – Technology Company – Rugby
“Everything ran smoothly on Monday's plant installation, thank you.

The lads were great and cracked on keeping disruption to a minimum :) Please pass on my thanks again!“Lauren – Capital Management – Sheffield
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