This policy (together with any other documents we refer to in it) sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us.

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Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it.

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Who we are

“We” or “us” means Grass Roots Rentals Ltd, 5 Carden Place, Aberdeen, AB10 1UT

If you wish to contact us, please e-mail us at info@grassrootsrentals.co.uk or by going to the contact us page at www.grassrootsrentals.co.uk

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By contacting us, using our services or visiting our website, which is owned and controlled by us (“our site”), you are accepting and consenting to the practices described in this policy unless you inform us otherwise.

Our company is hosted on the wix.com platform. Wix.com provides us with the online platform which allows us to advertise and sell our service and products online. Your data may be stored through wix.com's data storage, database and the general wix.com applications. They store your data on secure servers behind a firewall. 

 

The type of personal information we collect 

We currently collect and process the following information:

 

• Information you provide to us.

  • Name and email address and any voluntary provided information you include in any communications with us and with other users on our platform. 

• Information we collect when you use the service. 

  • We may collect usage personal information when using our site. Containing, users’ browsing and ‘click-stream’ activity when on our site, non identifying personal information relating to users’ device type, operating system, language, date/time stamps, browsing patterns, exiting pages etc.

• Information we collect from other sources. 

  • We may receive personal information about you from third party sources (TPSs). These could include: 

    • Security providers and providers in relation to fraud screening 

    • Social media platforms when you sign in and interact with our service (eg. Username and profile information).

    • Marketing partners and advertising services, in order to manage and measure our ad campaigns. 

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We also receive information about you from cookies.

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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 also allows us to improve our site. By continuing to browse the site, you are agreeing to our use of cookies.

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A cookie is a small file of letters and numbers that we store on your browser or the hard drive of your computer if you agree. Cookies contain information that is transferred to your computer’s hard drive.

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We use the following cookies:

• Strictly necessary cookies. These are cookies that are required for the operation of our website. They include, for example, cookies that enable you to log into secure areas of our website, use a shopping cart or make use of e-billing services.

• Analytical/performance cookies. They allow us to recognise and count the number of visitors and to see how visitors move around our website when they are using it. This helps us to improve the way our website works, for example, by ensuring that users are finding what they are looking for easily.

• Functionality cookies. These are used to recognise you when you return to our website. This enables us to personalise our content for you, greet you by name and remember your preferences (for example, your choice of language or region).

• Targeting cookies. These cookies record your visit to our website, the pages you have visited and the links you have followed. We will use this information to make our website and the advertising displayed on it more relevant to your interests. We may also share this information with third parties for this purpose.

 

How we get the personal information and why we have it

 

Most of the personal information we process is provided to us directly by you for one of the following reasons:

• When you enquire or complete a booking, as part of the process, we collect personal information you give us such as your name and email address. Your personal information will be used for the purpose of your booking and any relevant information and communications. 

• When you interact with our social media and advertisements 

• To provide and operate our service 

• To provide you with customer assistance and technical support 

• To be able to contact you with general or personalised service-related notices and promotional messages.

• To create aggregated statistical data and inferred non-personal information, which we or our business partners may use to provide and improve our site and service. 

• To comply with any applicable laws and regulations. By using the site you agree to the collection and use of information in accordance with this policy. 

 

We also receive personal information indirectly, from the following sources in the following scenarios:

• Log Data - like many site operators we collect information that your browse sends whenever you visit our site (‘log data’). The log data may include information such as your computer’s internet Protocol (“IP” address), browser type, browser version, the pages of our site that you visited, the time and data of your visit, the time spent on pages and other statistics. 

• Payment - If you choose a direct payment gateway to complete your purchase, then wix stores your credit card data. It is encrypted through the Payment Card Industry Data Security Standard (PCI-DSS). Your purchase transaction information is stored only as long as is necessary to complete your purchase transaction. After that is complete, your purchase transaction information is deleted. 

  • All direct payment gateways adhere to the standards set by PCI-DSS as managed by the PCI Security Standards Council, which is included Visa, MasterCard, American Express and Discover. 

  • For more information view Wix’s Terms of Service https://www.wix.com/about/terms-of-use and privacy policy https://www.wix.com/about/privacy 

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We use the information that you have given us in order to enhance our service and notify you about changes to our service. Ensuring that the content from our site is presented in the most effective manner for you and for your device.

Some information may be shared with www.wix.com and any of Wix’s Third Party Providers for the running of our site. 

Where you have indicated to us that you are happy for us to do so, we may also use this information to:

• Provide you with information about other services we offer that are similar to those that you have already enquired about or receive from us; and

• Provide you, or permit selected third parties to provide you, with information about goods or services we feel may interest you. If you are an existing customer, we will only contact you by electronic means (e-mail or SMS) with information about goods and services similar to those which were the subject of a previous sale or negotiations of a sale to you. If you are a new customer, and where we permit selected third parties to use your data, we (or they) will contact you by electronic means only if you have consented to this. If you do not want us to use your data in this way, or to pass your details on to third parties for marketing purposes, please leave the relevant box blank situated on the form on which we collect your data.

 

How we store your personal information 

Your information is securely stored. 

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Your name and email address are stored with our provider, wix.com. View Wix’s privacy policy for more information. We will manage your name and email addresses within our account. We will dispose of any bookings and information after 7 years. 

 

Disclosure of your information

You agree that we can share your personal information with:

• Our suppliers and subcontractors for the performance of any contract we enter into with them to allow us to provide services to you, and only where they are under a duty to deal with your personal data in accordance with the law; 

• Anonymously, with analytics and search engine providers that assist us in the improvement and optimisation of our site or business.

 

We will disclose your personal information to third parties:

• In the event that we sell or buy any business or assets, in which case we may disclose your personal data to the prospective seller or buyer of such business or assets;

• If we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply our terms of use or terms and conditions of supply of services and other agreements; or to protect the rights, property, or our safety, the safety of our customers, or others. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction

 

 

Your data protection rights

Under data protection law, you have rights including:

• Your right of access - You have the right to ask us for copies of your personal information. 

• Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete. 

• Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances. 

• Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances. 

• Your right to object to processing - You have the the right to object to the processing of your personal information in certain circumstances.

• 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, in certain circumstances.

• You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

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Please contact us at info@grassrootsrentals.co.uk if you wish to make a request.

 

Data retention

We will not store your data for any longer than is necessary. If you are a user of our services, then your information will be held for as long as you continue to use our services.

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If you cease to use our services, your personal data will be anonymised for statistical purposes shortly after you stop using our services.

 

Changes to our privacy policy

Any changes we may make to our privacy policy in the future will be posted on this page and, where appropriate, notified to you by email. Please check back frequently to see any updates or changes to our privacy policy.

 

How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us at info@grassrootsrentals.co.uk

You can also complain to the ICO if you are unhappy with how we have used your data.

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The ICO’s address:            

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

 

Helpline number: 0303 123 1113

ICO website: https://www.ico.org.uk

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21/11/2022