Privacy Policy

Overview

Maintaining the security of your data is a priority at TurfKeeper and we are committed to respecting your privacy rights. We pledge to handle your data fairly and legally always.

TurfKeeper are dedicated to being transparent about the data we collect about you and how we use it. This notice explains how we collect, store and use personal data when you use the TurfKeeper web application. Our full contact details can be found at the end of this notice.

TurfKeeper is a web-based portal that provides turf industry professionals a fully integrated operations and management solution. The product is licenced by TurfKeeper Ltd to Origin Enterprises plc only. Origin Enterprises plc sell this product to end users and TurfKeeper are the only processors of the end users data entered in to the web application. Origin Enterprises plc have no access to data entered in to the web application by end users.

This document provides you with information about:

• How we use your data.
• What personal data we collect.
• What our legal basis for processing your data is.
• How we ensure your privacy is maintained.
• Your legal rights relating to your personal data.
• Cookies and how we use them
• Retention of your data

Scope of this privacy notice

This privacy notice applies only to the actions of TurfKeeper (We) and End Users with respect to the services provided by us. It does not extend to any other services or websites that can be accessed from our website including any links we may provide to social media websites.

How we use your Data

We collect and process information, provided to us by the end user. In particular we collect and process your data for the following reasons:

1. To store the information as a data processor, allowing end users access to select, specify and interpret data* relevant or their business such as:
   • Task planning and inventory control
   • Planning activities and staff management
   • Budgeting and expense management
2. To make improvements and resolve issues with our application
3. We do not use your data for marketing

* Please Note – it is at the end user’s discretion to add personal data to the application and in doing so, this will allow Turfkeeper to report on the same should they be requested to do so

What personal data do we collect?

Through our web application, end users have the option to input the following information, which is therefore processed (stored) by TurfKeeper on secure cloud servers in order to provide the services listed above. The information is discretionary and will be down to the end user. They have the ability to add some or all of the information below:

• Name
• Address
• Phone Number(s)
• Email Address
• Date of Birth (optional)
• Rate of pay (optional)
• National Insurance number (optional)
• Relevant industry qualifications (optional)
• Medical information (optional)

Our legal basis for processing your data

We are required to advise you of our legal basis for processing your data. The data controller (End User) will be responsible for establishing consent with the data subject.

TurfKeeper takes its responsibility for data processing very seriously and has a contract with Origin Enterprises plc to provide data processing on behalf of the end user and to keep this data secure at all times. In addition to this, TurfKeeper has developed a consent reminder for controllers using the application prior to personal data being entered, as well as comprehensive Terms & Conditions for End Users

We store and use our customers’ personal data because is it necessary for:

• To fulfil the terms of the TurfKeeper contract with Origin Enterprises plc and as required from time to time for any other lawful basis including:
  • the pursuit of our legitimate interests (as set out below) or;
  • to comply with our legal obligations.

Our legitimate interests

We have a legitimate interest to process personal data in order to fulfil our contract with Origin Enterprises plc, including the following:

• protecting customers, employees and other individuals and maintaining their safety, health and welfare;
• understanding our customers’ behaviour, activities, preferences, and needs;
• improving and developing products and services;
• complying with our legal and regulatory obligations;
• handling customer contacts, queries, complaints or disputes;
• protecting TurfKeeper, its employees and customers, by taking appropriate legal action against third parties who have committed criminal acts or are in breach of legal obligations.
• effectively handling any legal claims or regulatory enforcement actions taken against us
• fulfilling our duties to our customers, colleagues, shareholders and other stakeholders.

How we ensure your privacy is maintained

We are committed to ensuring that your information is secure. To prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online. We adopt appropriate, industry standard data collection, storage and processing practices and security measures to protect against unauthorised access, alteration, disclosure or destruction. For further details of the some of the security measures we have implemented, please email; support@turfkeeper.com

Where we utilise third parties to help provide our services, we will always ensure that the security policies and confidentiality arrangements of those third parties adhere to the same requirements we ourselves impose and expect, as a minimum.

Where we have given you (or where you have chosen) a password which enables you to access certain parts of the TurfKeeper itself, you are responsible for keeping this password confidential. We ask you not to share your password with anyone.

Please note that the internet is not a secure medium and although we will do our best to protect your data, we cannot guarantee the security of any data transmitted to the TurfKeeper website or through TurfKeeper itself. Any transmission is at your own risk.

Providing your personal data to others

We work with our web developers in order to have ongoing service improvements to customers. In doing this this they may process your personal information on our behalf but only where they meet the standards of processing of data and security. We only share information that allows them to provide their services to us or to facilitate them providing their services to you.

If required to by law, under any code of practice by which we are bound, or we are asked to do so by a public or regulatory authority such as the Police or the Department for Work and Pensions;

• If we need to do so in order to exercise or protect our legal rights, users, systems and Services; or
• In response to requests from individuals (or their representatives) seeking to protect their legal rights or the rights of others

No other 3rd parties have access to your personal data unless it is specifically required to meet contractual obligations

Finally, we do not disclose personal information about individuals to advertisers or sell your information to any other organisation for marketing or any other purposes.

Your legal rights relating to your personal data

You have a number of rights over your data as covered by data protection law. We have produced a short summary of these rights (below) however full details can be found by visiting the Information Commissioners Office (ICO) via www.ICO.gov.uk

• the right to be informed; before we begin processing your data, we will tell you what we need, why we need it and what we intend to do with it.
• the right of access; You have the right to ask us to provide you with the data we hold about you. This is usually completed via a Subject Access Request.
• the right to rectification; 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.
• the right to erasure; In certain instances, you have the right to have your data erased without undue delay. There are however a number of exclusions and details of which can be found by contacting the ICO.
• the right to restrict processing; In certain instances, you have the right to restrict the processing of your personal data. However, there are a number of exclusions and details of which can be found by contacting the ICO.
• the right to object to processing; In certain instances, you have the right to object to our processing of your personal data on grounds relating to your particular situation. There are however a number of exclusions and details of which can be found by contacting the ICO.
• the right to data portability; You have the right to ask us to provide you with the data we hold about you. Where appropriate, we will provide this to you in a structured, commonly used and machine- readable format. This right does not apply where it would adversely affect the rights and freedoms of others.
• rights in relation to automated decision making and profiling. If we undertake these activities using your data, we will adopt suitable procedures and you have the right to understand and challenge these.

Retention of your data

We will not retain your data for longer than necessary for the purposes set out in this notice. Different retention periods apply for different types of data. Data retention periods maybe legally imposed upon us or we may need to retain data to protect the vital interests of you or another natural person. In general terms, TurfKeeper will only retain your information and the information entered by you while your subscription remains active and for a period of 12 months after you notify us of termination.

Cookies and how we use them

Our website uses cookies to distinguish you from other users of our website. This helps us to provide you with a good experience when you browse our website and allows us to improve our site. For full details explaining what cookies are and how we use them, please see our cookie policy.

Changes of Business Ownership and Control

We may, from time to time, expand or reduce our business and this may involve the sale and/or the transfer of control of all or part of TurfKeeper. Data provided by Users will, where it is relevant to any part of our business so transferred, be transferred along with that part and the new owner or newly controlling party will, under the terms of this privacy notice, be permitted to use the data for the purposes for which it was originally supplied to us. We may also disclose data to a prospective purchaser of our business or any part of it.

In the above instances, we will take steps with the aim of ensuring your privacy is protected.

General

You may not transfer any of your rights under this privacy notice to any other person. We may transfer our rights under this privacy notice where we reasonably believe your rights will not be affected.

If any court or competent authority finds that any provision of this privacy notice (or part of any provision) is invalid, illegal or unenforceable, that provision or part-provision will, to the extent required, be deemed to be deleted, and the validity and enforceability of the other provisions of this privacy notice will not be affected.

Unless otherwise agreed, no delay, act or omission by a party in exercising any right or remedy will be deemed a waiver of that, or any other, right or remedy.

This Agreement will be governed by and interpreted according to the law of England and Wales. All disputes arising under the Agreement will be subject to the exclusive jurisdiction of the English and Welsh courts.

Changes to this privacy notice

We keep our privacy notice under regular review. We reserve the right to change this privacy notice as we may deem necessary from time to time or as may be required by law. Any changes will be immediately posted on the Website and you are deemed to have accepted the terms of the privacy notice on your first use of the Website following the alterations.

Contact Us

If you believe that any information we are holding on you is incorrect or incomplete, please write to or email us as soon as possible and we will promptly respond to your concerns. Our contact details are as follows: Turfkeeper Limited, 53 Wood Street, Ashton-under-Lyne, Lancashire, OL6 7NB, United Kingdom.

In addition, if you have a complaint or consider that we have in some way infringed your rights or data protection law, please let us know and we will do all we can to investigate this. Alternatively, you have a legal right to contact the relevant supervisory authority responsible for data protection. In the case of the UK, this is the Information Commissioners Office. (Telephone - 0303 123 1113 or via email or in writing to Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF)