Privacy Policy

This Privacy Policy is for:

HILLIER COMMERCIAL TREES, a division of Hillier Nurseries Ltd


Introduction

Hillier Nurseries Ltd have been growing and selling quality plants since 1864 and we continue to strive to supply plants, trees, gardening accessories and services of the highest calibre to all our customers. Our mission is to inspire the creation of green living spaces for now and the future. We believe it is important for you to know what information we collect and how we treat the information you share with us.

1. What this privacy policy covers

This Privacy Policy explains the personal data Hillier Commercial Trees collects about you and how it is used. Personal data relates to a living individual who can be identified from that data. “Personal information” or “personal data” includes your name, physical address, e-mail address(es), telephone numbers and other similar information that you provide to us or that we collect from other sources. Our use of your personal data is regulated under the UK GDPR and Data Protection Act 2018. Personal data of yours which we processed before 1 January 2021 was regulated under the EU GDPR. We are the data controller under these laws.

Hillier Commercial Trees promises to respect any personal data you share with us and keep it safe. We aim to be clear when we collect your data and not do anything you wouldn’t reasonably expect.

If you have any queries regarding this privacy policy please contact the Data Protection Team, Hillier Nurseries, Ampfield House, Ampfield, Romsey, SO51 9PA or email treesales@hillier.co.uk  

2. Where and how we collect your information

Information you give us

We will use your personal data in the following circumstances:

  • Where we need to perform the contract we are about to enter into or have entered into with you.
  • Where it is necessary for our legitimate business interests (or those of a third party) and your interests and fundamental rights do not override those interests.
  • Where we have your express consent.

For example, when you request a quote, make a purchase with us or book on to any of our open days, we will ask you for your personal information in order to for us to process your quotes, purchase orders, and book you on to an event, to be able to deliver an item, or send your invoice. This information is likely to include contact information, payment information, or marketing preferences.

Information collected automatically through our website.

In this privacy policy, where we mention websites we are referring to the Hillier website www.hillier.co.uk (and subdomains thereof). Each time you visit our website we will automatically collect the following information:

  • technical information, including your operating system, the browser you use, time zone setting, browser plug in types and versions, your log in information and the internet protocol address used to connect your computer to the internet (Device Information);
  • details of your use of our website including traffic data, the resources you use, where you have clicked through to our website from that of a third party, the domain name of the connecting website, page response times, download errors, length of your visit, page interaction information and browsing behaviour (Log Information);

Some online identifiers (such as static IP addresses) are personal information.

We collect Device Information so that we can ensure adequate technical support for our website and ensure it is functioning properly on all operating systems/browsers. We want to ensure the content of our website is being presented to you in the most appropriate way to ensure it is easy to use/navigate. We also need this information in order to allow you to participate in interactive features on the website where you choose to do so.

We collect Log Information so that we can better understand how our website is used and improve its functionality/content. We want to provide you with a customised service.

Your Device Information and Log Information will be combined with that of our other users and reported in statistical form. It will not be possible to identify you from this aggregated information.

Cookies

To enhance your experience on our website and social media platforms we use ‘cookies’. A cookie is a small file of letters and numbers that we store on your browser or device if you agree.

Read our Cookies Policy here.

Google Analytics

Google Analytics is used on our website to help us understand how visitors use and engage with our website. This is so we can make improvements to our web services and your online experience. The Google Analytics tracking tool uses cookies to collect information and report website usage statistics. Individuals are not identified during this process, to Google or to Hillier. Information generated by the cookie about your use of the Hillier website will be transmitted and stored by Google on servers in the United States. Google’s privacy policy, in regards to Google Analytics, can be found here: www.google.com/analytics/learn/privacy.html You can opt-out of Google Analytics tracking by installing the Google Analytics Opt-out Browser Add-on: https://tools.google.com/dlpage/gaoptout/ These activities are in our legitimate business interests.

Other Websites

Our digital channels may contain links to other sites on the Web. The information practices of those websites are not covered by this privacy policy. Although we are committed to protecting your personal data, we cannot control and do not accept any responsibility or liability for the privacy practices or content of such other websites. We encourage you to read the privacy statements of each and every website that collects personal information. You are solely responsible for maintaining the secrecy of your passwords and other account information.

3. What data do we collect and how is it used?

The type of personal data we collect depends on the purpose of collecting the information.

3.1 Quote requests and Sales Orders

If you request a quote or place an order, we may collect the following personal data: Company/Organisation name, personal name, email address, address, and postcode.

We will use this data for the following reasons:

  • Provide you with the services you have requested
  • Keep a record of your marketing and communication preferences with us
  • To enable us to deliver more relevant content to you, through communications 

We process this data in order to perform our contract with you and offer you information about our products and services as part of our legitimate business interests.

3.2 Event Participants

If you book onto an Open Day or Event with Hillier Commercial Trees, we may collect the following data: Company/Organisation name, personal name, email address, phone number, and dietary requirements (if applicable).

We will use this data for the following reasons:

  • To confirm your booking, either by email or by phone
  • To update you with any information about the event that you have booked
  • To ask for your feedback, post event

We process this data in order to perform our contract with you or as part of our legitimate business interests.

3.3 Deliveries

If you arrange a delivery for products from Hillier Commercial Trees, we will collect the following personal data: name, phone number, email address delivery address, delivery postcode

We will use this data for the following reasons:

  • To arrange delivery of purchased goods
  • To pass delivery details to the specified supplier to arrange delivery
  • The supplier will share delivery details with their specified couriers to ensure delivery

We process this data in order to perform our contract with you.

3.4 Enquiries and Complaints

When you send us an enquiry or complaint we will share this information and details with relevant parties to be able to resolve your enquiry.

It is in our legitimate business interests to collect this information.

3.5 Data collection for other reasons

limited to:  photography, accident forms, and CCTV imagery for the purposes of crime prevention and public safety / videos and phone call logging to ensure that we continually improve our services and allow us to deal with complaints.

It is in our legitimate business interests to collect this information.

If you would like more information about these specific reasons, please contact treesales@hillier.co.uk. Details for how long we keep the personal information that is collected and processed by Hillier Commercial Trees can be found in our retention policy.  If you would like a copy of our retention policy please email treesales@hillier.co.uk

Images and photography
When you are visiting our nurseries or attending an event your photograph may be taken if you have given your consent. If you consent to having your photo taken and used for marketing or PR purposes we will hold your name and image on file for future re-use. We will ask you to fill out a Consent and Release Form to allow us to use your image for such purposes.

Email/text/telephone marketing
If you are a sole trader we will only contact you by email or text message if you have consented to this (unless there is a legitimate reason to contact you). Consenting to Hillier Commercial Trees emails or opting in to email communications, means you have granted us permission to use your email address to send you email marketing communication. You may choose to opt out of such communications at any time – more information about opting out is in section 3.8

3.6 Direct marketing

Postal marketing
If you have provided us with your postal address we may contact you by post if you have consented for us to do so. We may also contact you by post if we have a legitimate reason to contact you.  Consenting to Hillier Commercial Trees postal marketing means you have granted us permission to use your address to send you marketing communications.

3.7 Third Parties

Hillier Commercial Trees will not sell your data and we will not share your data for third party marketing purposes. In some circumstances we may need to share your details with a third party for order processing and delivery of goods.

This could be to process your personal details or it could be to send you emails via a marketing communications platform such as Salesforce or Mailchimp. We have a legitimate business interest to undertake these activities.

If we would like to use any information that you have provided to us for marketing purposes, we will always ask for your consent to do so.  For example, if we display testimonials of satisfied customers on our website or advertising materials. With your consent, we may post your first name alongside the quote.

3. 8 Your choice:

If you are a sole trader you always have a choice as to whether you want to receive communications about our products and services, and how you receive them. You can opt out of this when we collect your details or at a later time. 

If you want to change your preferences, or opt out of communications, you can do so by contacting treesales@hillier.co.uk at any time. You can also opt out of the email marketing by clicking the unsubscribe link at the bottom of any email from us

If you choose not to be contacted by us we will never send you personalised marketing communications.  We will only keep any necessary details on a ‘suppression list’ to ensure you aren’t contacted.

3.9 Lawful basis for processing your personal data

In some situations we will collect and process your personal data using the legitimate interest legal processing basis. 

This means we’ll process your data as it is part of a contract which you have entered into. For example:

  • Quotes and orders – to provided pricing information and goods to fulfil our contract.
  • Events – if you have booked an event with us, then we will need to contact you to ensure we can provide the relevant services under the booking agreement with you.

In most circumstances however, we will rely on your consent when we use your personal data. An example of this would be when we request your consent to receive marketing emails from Hillier Commercial Trees.

3.10 Retention

We hold your personal data and information for only as long as necessary for the purpose needed.

Details for how long we keep the personal information that is collected and processed by Hillier Commercial Trees can be found in our retention policy.  If you would like a copy of our retention policy please email treesales@hillier.co.uk

3.11 Under 16s

On any rare occasion that we may have to collect and manage data of under 16’s, for example school visits where photos are taken, or work experience. We will always require a consent form to be completed. We will always manage this data in a way which is appropriate to the age of the child and will only keep this data for the purpose in which it was collected. We will always seek consent from parents or guardians of the child.

3.12 Job application data

All Hillier vacancies are advertised on our website though we do not collect or store any of your details on our website.  When you click on the link you are being transferred to our third party supplier.  Please refer to their privacy policy on their pages for further details of data protection and how your personal details are processed.

Once the recruitment and selection process has commenced and a recruitment decision has been made personal information will be retained for a period of 6 months from the date that the outcome was communicated to the applicant.

Information relating to successful candidates will be transferred to their employment record.  This will be limited to that information necessary for the working relationship and where applicable that required by law.

It is in our legitimate business interests to collect this information.

4. How do we keep your personal data secure?

To protect the personal data you provide us with we always ensure that we have the necessary controls in place, implementing suitable physical or electronic security alongside organisational training. Regular audits are carried out to identify who has access to data so that we can ensure that your information is only accessed by trained staff who have a legitimate reason to access it. 

Information storage and security

The data that we collect from you may be transferred to, and stored at, a destination outside the European Economic Area (EEA). It may also be processed by staff operating outside the EEA who work for us or for one of our suppliers. Such staff maybe engaged in, among other things, the provision of support services. By submitting your personal data, you agree to this transfer, storing or processing.

When we use external companies to process your personal data on behalf of Hillier Commercial Trees thorough checks are carried out on any companies we work with. Contracts are in place with each of these companies to ensure that they process your information in line with our expectations and the General Data Protection Regulation.  


Transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our channels; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.

We may disclose your Personal Information to any member of our group, which means our ultimate holding company and its subsidiaries (if applicable), as defined in section 1159 of the UK Companies Act 2006. We will only share your Personal Information outside of our group with (a) your consent; (b) as required by law; (c) in the event that we sell or buy any business or assets; (d) if all or substantially all of our assets are acquired by a third party; or (e) to protect customers or the public, with companies that help Hillier fulfil its obligations with you, and then only with partners who share Hillier’s commitment to protecting your online privacy.

Sometimes we use external companies to process your personal data on behalf of Hillier Commercial Trees. We carry out thorough checks on any companies we work with and have a contract in place with each of these companies to ensure that they process your information in line with our expectations and the General Data Protection Regulation.

4.1 Your credit and debit card information

When making payments every effort is made to maintain customer confidentiality. This means ensuring the security of your credit or debit card details and other personal information.

We also ensure our systems and processes comply with PCI DSS, the worldwide Payment Card Industry Data Security Standard. The PCI DSS was set up to help businesses process card payments securely and reduce card fraud. This is achieved through tight controls of storage, transmission and processing of data, it is intended to safeguard sensitive cardholder data. For online payments Hillier Commercial Trees use 3D secure authentication, which is an additional fraud prevention scheme.

5. Your right to your personal information

We recognise that the personal information we hold about you belongs to you and it is right that you have control over that personal information. We have detailed below a summary of your legal rights. You can:

  • ask us to have access to, and for a copy of, the personal information we hold about you;
  • request that we amend or delete your personal information;
  • ask us to stop processing your personal information altogether or in a certain way;
  • change your mind about how you have agreed we can use your personal information. If you have given us consent to use your personal information in a specific way you can withdraw it. This means that we will stop processing your personal information in the way you have objected to from the date that your permission is withdrawn;
  • issue a complaint to the appropriate authority – see ico.org.uk for more information;
  • request that we transfer your personal information to another provider (this is known as data portability);
  • object to any automatic processing we conduct.

If you would like to exercise any of these rights, or discuss them in more detail, please contact us at Data Protection Team, Hillier Nurseries, Ampfield House, Ampfield, Romsey SO51 9PA or email sar@hillier.co.uk. We will then send you a form to complete and send back to us by post. We will also require you to provide two forms of identification. Once we have received your information request and your identification we will respond within 30 days.

6. Modifications to this privacy policy

We may revise this Privacy Policy from time to time. You are responsible for checking this policy when you visit our digital channels to review the current policy. We will use information in accordance with the privacy policy under which the information was collected. If we make any significant changes to the way we collect and process your personal information we will make this clear on the Hillier.co.uk website, or by contacting you directly. This policy was last updated: 25 May 2018.

7. Raising Queries or Concerns

Questions, comments and requests regarding this privacy policy are welcomed and should be addressed to treesales@hillier.co.uk or by post to Hillier Commercial Trees, Hillier Nurseries Ltd, Ampfield House, Ampfield, Romsey, Hampshire SO51 9PA. If you are not satisfied with the response you receive from us for any reason then you may wish to contact the Information Commissioner’s Office via https://ico.org.uk/.

Hillier Nurseries Ltd are on the ICO Data Protection Register Registration Number: ZA162542

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