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Privacy Notice

We ask that you read this privacy notice carefully as it contains important information on who we are, how and why we collect, store, use and share personal information, your rights in relation to your personal information and on how to contact us and supervisory authorities in the event you have a complaint.

Who we are

“We” refers to Country Grounds Maintenance Limited, The CGM Group (East Anglia) Limited, The Downham Country Garden Store Limited and/or Glover Agricultural Contractors Limited.

We collect, use and are responsible for certain personal information about you. When we do so we are regulated under the General Data Protection Regulation which applies across the European Union (including in the United Kingdom) and we are responsible as ‘controller’ of that personal information for the purposes of those laws.

Data protection principle

We will comply with the data protection principles when gathering and using personal information, as set our in our data protection policy.

The personal information we collect and use

Information collected by us

In the course of the management of our customer and supplier contracts and to allow us to comply with our obligations under those contracts, we collect the following personal information:

  • Your name, address, email and general contact details;
  • Invoices, statements, bank account details (where appropriate).

How we collect the information

We may collect this information from you directly; generated during the course of our working relationship, or through a tendering portal.

Who we share your personal information with

We routinely share your personal data, notably your name and address with our legal advisors and insurance provider. This data sharing enables us to manage our customer and supplier contracts with you and to comply with our legal and insurance obligations.

We will share personal information with law enforcement or other authorities if required by applicable law.

We will not share your personal information with any other third party unless required to provide our services to you or unless you provide us with your explicit consent to do so.

How long your personal information will be kept

We will hold your personal data in accordance with our Records Management Policy which should be read in connection with this Policy.

Reasons we can collect and use your personal information

We will typically collect and use this information for the following purposes:

  • For the performance of a contract with you, or to take steps to enter into a contract;
  • To allow us to provide quotations and correspondence to you as ongoing or potential customers and suppliers;
  • To allow us to manage your customer and supplier accounts and finances;
  • For compliance with our legal obligations; and
  • For the purposes of our legitimate interests or those of a third party, but only if these are not overridden by your interests, rights or freedoms.

Transfer of your information out of the EEA

We may transfer your personal information to countries located outside the European Economic Area (EEA). Such countries do not have the same data protection laws as the United Kingdom and EEA. Any transfer of your personal information will be subject to suitable safeguards as permitted under the General Data Protection Regulation that are designed to help safeguard your privacy rights and give you remedies in the unlikely event of a misuse of your personal information.

Your rights

Under the General Data Protection Regulation you have a number of important rights free of charge. In summary, those include rights to:

  • fair processing of information and transparency over how we use your use personal information
  • access to your personal information and to certain other supplementary information that this Privacy Notice is already designed to address
  • require us to correct any mistakes in your information which we hold
  • require the erasure of personal information concerning you in certain situations
  • receive the personal information concerning you which you have provided to us, in a structured, commonly used and machine-readable format and have the right to transmit those data to a third party in certain situations
  • object at any time to processing of personal information concerning you for direct marketing
  • object to decisions being taken by automated means which produce legal effects concerning you or similarly significantly affect you
  • object in certain other situations to our continued processing of your personal information
  • otherwise restrict our processing of your personal information in certain circumstances


For further information on each of those rights, including the circumstances in which they apply, see the Guidance from the UK Information Commissioner’s Office (ICO) on individuals rights under the General Data Protection Regulation.

If you would like to exercise any of those rights, please:

  • email, call or write to us or our Data Protection Officer;
  • let us have enough information to identify you;
  • let us have proof of your identity and address (a copy of your driving licence or passport and a recent utility or credit card bill); and
  • let us know the information to which your request relates

Keeping your personal information secure

We have appropriate security measures in place to prevent personal information from being accidentally lost, or used or accessed in an unauthorised way. We limit access to your personal information to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.

We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.

How to complain

We hope that our Data Protection Officer can resolve any query or concern you raise about our use of your information.

Changes to this privacy notice

This privacy notice was published on 14th May 2018. We may change this privacy notice from time to time, when we do we will inform you via email.

How to contact us

Please contact our Data Protection Officer if you have any questions about this privacy notice or the information we hold about you.

If you wish to contact our Data Protection Officer, please send an email to julie@cgmltd.co.uk or to Reed House, Karoo Close, Bexwell Industrial Estate, Downham Market, Norfolk, PE38 9GA or call 01366 388738.