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Privacy Policy

This privacy policy explains how Green Jay Group Limited, trading as Green Jay / Green Jay Group (referred to as “Green Jay”, “we”, “us” or “our”), collects and uses personal information when you visit www.greenjaygroup.co.uk, contact us or make an enquiry about our services.

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We are the data controller for the personal information described in this policy.

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1. How to contact us

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If you have any questions about this policy or how we use your personal information, contact:

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Green Jay Group Limited

20 Ivy Grove, Bath, BA21AP
Email: victoria@greenjaygroup.co.uk

Company number: 17351745.

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2. The information we collect

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Depending on how you use the website or contact us, we may collect:

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  • your name, email address, telephone number, job title and organisation;

  • information you provide in a contact form, email, discovery-call booking or other message;

  • details about the service you are interested in;

  • your communication and marketing preferences;

  • technical information, such as your IP address, browser type, device information and how you use the website; and

  • any other personal information you choose to give us.

 

Please avoid sending sensitive personal information through the website unless it is necessary. If you later become a client, we may need to collect further information to provide coaching, consultancy or HR services. Where appropriate, this will be explained separately as part of our client relationship.

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3. How we collect your information

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We collect personal information:

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  • directly from you, for example when you complete a form, book a call, email us or speak with us;

  • automatically through cookies and similar technologies when you use the website; and

  • occasionally from your organisation, a mutual contact, a referral partner or a publicly available professional source, such as a company website or LinkedIn.

 

If someone else introduces you to us, we will normally tell you where we obtained your details when we first contact you.

 

4. How and why we use your information

 

We only use personal information where we have a lawful basis to do so.

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Responding to enquiries and arranging discovery calls - Our legitimate interests in responding to people who contact us; or taking steps at your request before entering into a contract

Providing information about our services and discussing possible work - Taking steps at your request before entering into a contract; or our legitimate interests in developing and operating our business

Providing services where an enquiry becomes a client relationship - Performing a contract with you; or our legitimate interests in delivering services to an organisation you represent

Managing our records, website, security and administration - Our legitimate interests in running our business securely and effectively; and, where relevant, compliance with a legal obligation

Understanding how visitors use the website and improving it - Your consent, where non-essential analytics or similar cookies are used

Sending email marketing or updates - Your consent where required; in limited business-to-business circumstances, our legitimate interests, subject to your right to object and the electronic marketing rules

Establishing, exercising or defending legal claims - Our legitimate interests in protecting our business and legal rights

Where we rely on legitimate interests, we consider whether our interests are necessary and balanced against your rights and reasonable expectations.

We do not use your personal information to make solely automated decisions that have legal or similarly significant effects on you.

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5. Marketing

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We may send you news or information about our services if you have asked to receive it or if we are otherwise permitted to do so by law.

You can unsubscribe at any time by using the link in a marketing email or by contacting us at victoria@greenjaygroup.co.uk. 

You have an absolute right to object to the use of your personal information for direct marketing. If you object, we will stop using your information for that purpose.

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6. Cookies and website analytics

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Our website may use cookies and similar technologies. Some are necessary for the website to work. Others, such as analytics or advertising technologies, are optional and should only be used with your consent where consent is required.

You can manage your choices through the cookie banner or settings on the website. Withdrawing consent will not affect the lawfulness of anything done before you withdrew it.

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7. Who we share information with

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We may share personal information where necessary with trusted suppliers that help us run the website and business, such as:

  • our website hosting and website-platform provider;

  • email, calendar, video-call and cloud-storage providers;

  • contact-form, scheduling, analytics and marketing providers;

  • professional advisers, including our accountant, insurer, IT support and legal advisers; and

  • regulators, courts, law-enforcement bodies or other authorities where required by law.

 

At the time of publication, key providers may include Wix for the website , Calendly for meeting booking and Google Workspace for email and business administration. Add any other services used by the website, such as a scheduling system, newsletter platform, payment provider, analytics tool or embedded social-media service.

We require service providers to protect personal information and use it only for the services they provide to us. We do not sell your personal information.

 

8. International transfers

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Some of our service providers may store or process personal information outside the UK. Where personal information is transferred internationally, we take steps designed to ensure it is protected in accordance with UK data-protection law. These may include relying on UK adequacy regulations or approved contractual safeguards, together with any additional measures that are appropriate.

You can contact us if you would like more information about the safeguards used for a particular transfer.

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9. How long we keep information

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We keep personal information only for as long as it is reasonably needed for the purpose for which it was collected, including legal, regulatory, tax, accounting, insurance and reporting requirements.

As a general guide:

  • routine enquiries that do not become client work are normally kept for up to two years after our last meaningful contact;

  • marketing information is kept until you unsubscribe or object, although we may retain minimal details on a suppression list so that we respect your choice;

  • cookie and analytics information is kept for the period stated in our Cookie Policy or within the relevant provider’s settings; and

  • information connected with client work is kept in line with our client-record retention arrangements and any legal, tax or insurance requirements that apply.

We may keep information for longer where there is an ongoing complaint, dispute or legal claim. We may keep anonymised information that no longer identifies you.

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10. How we protect your information

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We use appropriate organisational and technical measures designed to protect personal information from loss, misuse, unauthorised access, alteration or disclosure. Access is limited to people and service providers who need it for legitimate business purposes.

No internet transmission or storage system is completely secure, but we regularly consider the safeguards appropriate to the nature of the information we hold.

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11. Your rights

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Depending on the circumstances, you may have the right to:

  • ask for access to your personal information;

  • ask us to correct inaccurate or incomplete information;

  • ask us to erase your information;

  • ask us to restrict how we use your information;

  • object to our use of your information;

  • receive certain information in a portable format;

  • withdraw consent at any time where we rely on consent; and

  • complain to the Information Commissioner’s Office.

These rights are not absolute and may not apply in every situation. We may need to ask for information to confirm your identity before responding to a request.

To exercise a right, contact us at victoria@greenjaygroup.co.uk. We will normally respond within one month.

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12. Complaints

Please contact us first if you have concerns, so that we can try to resolve them.

You also have the right to complain to the UK’s data-protection regulator:

Information Commissioner’s Office
Website: ico.org.uk/make-a-complaint
Telephone: 0303 123 1113

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13. Links to other websites

Our website may contain links to websites operated by other organisations. We are not responsible for their privacy practices. Please read their privacy information before providing personal information to them.

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14. Changes to this policy

We may update this policy from time to time. The current version will be published on this page and the “last updated” date will be changed. If we make a significant change to how we use personal information, we will take reasonable steps to bring it to your attention.

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