Full name and company details of the business

Where we refer to ‘we’, ‘us’ or ‘our’ in this policy, this refers to Groundscapes Facilities Group |Ltd. (“Cleanscapes” or “Groundscapes”) described in this document as “the Company”.

Company registered address: 1 Paper Mews, 330 High Street, Dorking, Surrey, RH4 2TU
Company registered number: 08469470

This privacy notice applies to the Company, its partners, and contractors acting on its behalf.

When and what data is collected

We will make every effort only to collect the personal information we need from and about you. The type of information we collect will vary depending on the service we offer to you.

Most of the information we hold will be collected directly from you, but we may also obtain information from another person or organisation if you have given permission for them to share it with us. This could include a Housing Association.

The information we may collect is personal data. This is any information that can be used to identify you, for example, your name, address, email/postal address, telephone number.

Other information collected via website/cookies

Most websites you visit will use cookies to help customise your experience. Cookies are small text files that are placed on your computer by websites that you visit which collect standard internet log information and visitor behaviour information.

The Cookie Law is a piece of privacy legislation which came into force in May 2012 that requires websites to obtain consent from visitors to store or retrieve any information on a computer or any other web connected device, like a smartphone or tablet.

It has been designed to protect online privacy, by making consumers aware of how information about them is collected by websites, and enable them to choose whether or not they want to allow it to take place.

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 to improve our site. In no other context do we use cookies to collect information. The cookies cannot be used to identify you personally.

How data is used

The Company has a “legitimate interest” in holding and processing your personal data in order to deliver our services to you and to properly manage our business.

When we ask you for information, we will state clearly why we need it. We use the information we collect from or about you (as applicable) in various areas of work, including:

  • Providing cleaning, grounds and other services

We will need your personal information, including your name, contact details, telephone numbers and email addresses for use across the Company and by our contractors and partners. This information is required as we will be unable to accept an application for services without it. For example, we would need to verify your identity to ensure an application is genuine. Please speak to us if you have any concerns about this.

  • To understand how we’re performing (satisfaction surveys, complaints)

To help us monitor our performance and improve the service we provide, we may use your contact details to carry out customer satisfaction surveys and to manage and analyse complaints.

Where data is kept

Our business is based solely in the United Kingdom, and we do not send data overseas. We may sometimes make use of cloud-based systems to support the management of our business. Where this happens, we will ensure that there are appropriate safeguards in place to protect your rights.

Who do we share your data with and why?

We will not disclose personal information about you to other parties except where we have a legitimate interest, or other good reason to do so, or where you have given us your consent to disclose (if required). We will never sell your personal information to any third parties or send you marketing information if you do not wish to receive it. Information is shared across the Company to ensure that you are receiving all the services that are available to you. We may also share your information with our trusted service providers who are authorised to act on our behalf, such as any subcontractors we may use.

There may be additional situations where it is necessary for us to share some of your information with others. Where this is the case, we will only make such disclosures when they are in line with our powers or obligations under the General Data Protection Regulation (“GDPR”) or where they are required by law.

Retention/destruction policy

We hold a variety of data types, which have different requirements for how long we need to keep it. We have a data retention schedule that describes the type of data we hold and their retention timescales. We follow legal requirements and best practice in this area. We will securely destroy / delete personal data when we no longer need it or no longer have a legitimate interest in keeping it.

Data subject rights

It is important that the personal information we hold about you is accurate and up to date. Please keep us informed if your personal information changes, eg. you change your home address, during your working relationship with the Company so that our records can be updated. The Company cannot be held responsible for any errors in your personal information in this regard unless you have notified the Company of the relevant change.

As a data subject, you have a number of statutory rights. Subject to certain conditions, and in certain circumstances, you have the right to:

  • request access to your personal information – this is usually known as making a data subject access request and it enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it
  • request rectification of your personal information – this enables you to have any inaccurate or incomplete personal information we hold about you corrected
  • request the erasure of your personal information – this enables you to ask us to delete or remove your personal information where there’s no compelling reason for its continued processing, e.g. it’s no longer necessary in relation to the purpose for which it was originally collected
  • restrict the processing of your personal information – this enables you to ask us to suspend the processing of your personal information, e.g. if you contest its accuracy and so want us to verify its accuracy
  • object to the processing of your personal information – this enables you to ask us to stop processing your personal information where we are relying on the legitimate interests of the business as our legal basis for processing and there is something relating to your particular situation which makes you decide to object to processing on this ground
  • data portability – this gives you the right to request the transfer of your personal information to another party so that you can reuse it across different services for your own purposes.

If you wish to exercise any of these rights, please contact our data protection officer. We may need to request specific information from you in order to verify your identity and check your right to access the personal information or to exercise any of your other rights. This is a security measure to ensure that your personal information is not disclosed to any person who has no right to receive it.

How to contact us

For further information, please contact our Data Protection Officer at the following address.

The Data Protection Officer
Groundscapes Facilities Group
Coles Lane, Capel, Surrey, RH5 5HW

If you are not satisfied with our response to any query about your personal information that you raise with us, or if you believe that we are processing your personal information in a way which is inconsistent with the law, you can complain to the Information Commissioner’s Office (“ICO”), www.ico.org.uk.
Please also contact the ICO if you require general advice on privacy and any data protection issues.

Updates to the policy

This Privacy Notice will be kept under review and updated as required. We recommend that you keep up to date via this website. We will let you know if we make any major changes to this Notice.


Groundscapes Facilities Group Ltd. uses reasonable efforts to include and update information on this website. We do not, however, make any representation as to its accuracy or completeness and are not liable for any damages arising from use of this site.

We do not guarantee that this website, or websites which are linked to this site, are free from computer viruses or any other malicious or impairing computer program.

This website contains links to other websites which are not under the control of and are not maintained by Groundscapes Facilities Group Ltd. We are not responsible for the content of those sites and do not necessarily endorse the material they contain.

Use of this website and these Terms shall be subject only to the laws of England and Wales which shall exclusively govern the interpretation, application and effect of all the above permissions, exclusions, licences and conditions of use.

The Courts of England and Wales shall have exclusive jurisdiction over all claims or disputes arising in relation to, out of or in connection with this web site and its use and these Terms.