Privacy Policy

Greenacres Services Sussex Limited T/A Greenserve
Website: www.greenservegm.com
Last updated: January 2026

Greenacres Services Sussex Limited trading as Greenserve (“we”, “us”, or “our”) is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, store, share, and protect your personal data when you interact with us, use our website, or access our client portal.

1. Who We Are

Greenacres Services Sussex Limited T/A Greenserve is a UK-based company providing grounds maintenance and related services.

For the purposes of UK data protection law, we are the data controller responsible for your personal data.

2. Information We Collect

We may collect and process the following personal information:

• Identity Information: Name, company name (if applicable)
• Contact Information: Email address, telephone number, postal address
• Enquiry Information: Information you provide when contacting us
• Service & Contract Information: Details required to quote for, deliver, and manage services
• Client Portal Information: Information required to access and use the client portal
• Website Usage Data: IP address, browser type, device information, pages visited, and similar technical data collected via cookies and analytics tools

We do not knowingly collect personal data from children.

3. How We Collect Your Information

We collect personal data when you:

• Contact us via our website, email, telephone, or post
• Request a quotation or use our services
• Access or use our client portal
• Visit and browse our website (via cookies and similar technologies)

4. How We Use Your Information

We use your personal data to:

• Respond to enquiries and provide quotations
• Deliver, manage, and administer our services
• Communicate regarding appointments, work, invoices, or service updates
• Provide access to and operate the client portal
• Improve our website, systems, and customer experience
• Meet legal, regulatory, and contractual obligations

5. Lawful Basis for Processing

We process personal data under the following lawful bases:

• Consent – where you have given clear permission
• Contract – where processing is necessary to fulfil a contract or quotation
• Legal Obligation – where required by law
• Legitimate Interests – to operate and improve our business, where this does not override your rights

6. Cookies and Website Technologies

Our website uses cookies and similar technologies to ensure it functions correctly and to improve user experience.

Types of Cookies We Use

• Strictly Necessary Cookies: Required for basic website functionality
• Analytics / Performance Cookies: Help us understand how visitors use our website (data is collected in an anonymised form)
• Functionality Cookies: Remember user preferences where applicable

You can manage or disable cookies through your browser settings. Please note that disabling cookies may affect website functionality.

7. Client Portal, CRM & Third-Party Cookies

We use BigChange, a secure UK-based customer relationship management (CRM) system, to manage customer information, job scheduling, communication, and to provide access to our client portal.

When you access the client portal (either via our website or a secure link), cookies and similar technologies may be set by BigChange, not by us.

These cookies may be used for:

• Secure login and authentication
• Session management
• Platform functionality
• Performance and usage monitoring

BigChange acts as a data processor on our behalf and processes personal data in accordance with UK data protection law and its own privacy and security policies. We do not control the cookies or technologies used within the BigChange platform.

Further information is available in BigChange’s own Privacy and Cookie Policies at www.bigchange.com.

8. How We Share Your Information

We do not sell your personal data.

We may share your information with:

• Trusted contractors or service providers where necessary to deliver services
• Professional advisers such as accountants
• Technology providers such as BigChange
• Legal or regulatory authorities where required by law

All third parties are required to keep your data secure and process it lawfully.

9. How We Store and Protect Your Data

We implement appropriate technical and organisational measures to protect personal data, including:

• Secure systems and software
• Password-protected devices
• Restricted access to personal information

We retain personal data only for as long as necessary to fulfil the purposes outlined in this policy or to meet legal requirements.

10. Your Data Protection Rights

You have the right to:

• Access your personal data
• Request correction of inaccurate data
• Request erasure of your data (where applicable)
• Object to or restrict processing
• Request data portability
• Withdraw consent at any time

To exercise these rights, please contact us using the details below.

11. Contact Details

If you have any questions about this Privacy Policy or how we handle your data, please contact:

Greenacres Services Sussex Limited T/A Greenserve
Email: info@greenservegm.com

Telephone: 0800 7555 775
Website: www.greenservegm.com

12. Complaints

If you are not satisfied with how we handle your personal data, you have the right to complain to the Information Commissioner’s Office (ICO):

Website: www.ico.org.uk