Privacy Notice
How The Grounds People collects, uses and safeguards personal data and confidential client contract documentation.
Controller Details
The Grounds People operates as an independent grounds and estate consultancy. If you have any questions regarding how your data is handled, please use our contact form.
Enquiries, Consultations & Contract Reviews
When you book a consultation, submit an enquiry, or request a £79 Grounds Contract Check, we collect your name, role, organisation details, contact information, site details, and any contract or specification documents you choose to upload.
How Uploaded Contracts Are Protected
Contract documents, specifications, schedules, and pricing information uploaded through our forms are stored in private, access-controlled storage. We never share client contracts or commercial pricing with maintenance contractors without your explicit instruction.
Why We Process Your Data
We process your personal data to take steps at your request prior to entering into a contract, to deliver consultancy services you have instructed, and under legitimate business interests for B2B and public-sector communications. A defined retention schedule for enquiries, client documents and contractor records has not yet been published; automatic deletion is not configured. Records should be reviewed and kept only as needed for their stated purpose and any applicable legal obligations.
Access, Rectification & Erasure
Under UK data protection law (UK GDPR), you have the right to request access to, correction of, or deletion of your personal data through our contact form. Where applicable, you may also request restriction or portability and object to processing. You can complain to the UK Information Commissioner’s Office.
Contractor applications and documents
We use business contacts, coverage, capabilities, references, application declarations and compliance documents to assess applications, maintain the network and consider suitability for individual procurements. We rely on legitimate interests for business-network assessment and procurement administration, with the right to object. Optional marketing uses separate consent, which can be withdrawn at any time.
Application details and documents are not a public directory. Applicants can access their own submission; authorised administrators can assess applications. Internal assessment notes and conflict reviews are restricted to administrators. Documents are stored privately and opened through time-limited links. Please provide only necessary business information, obtain permission before giving reference contacts, and redact unnecessary personal or sensitive information.
Relevant capability and compliance information may be shared with a prospective client for a specific procurement where necessary and lawful, with the contractor informed of the intended use. We do not sell supplier listings or share client commercial documents with contractors without client instruction. Hosting and storage providers process data to operate this service.
We retain information only while it is needed for application assessment, an active network relationship, procurement records or legal obligations. Outdated and unsuccessful applications should be reviewed for deletion or anonymisation; insurance and compliance documents should be replaced when out of date. A fixed retention schedule and any legal exceptions must be confirmed in the controller’s retention policy; automatic deletion is not currently configured.
To update information, withdraw marketing consent, object to processing or request access or erasure, use our contact form. You may also complain to the UK Information Commissioner’s Office. Registration does not guarantee tender invitations or work.