Privacy Policy

1. What is Personal Information?

“Personal Information” or “Personal Data” refers to any information that identifies you or can be used to identify you. This includes details such as your name, postal address, email address, telephone number, and any other information that can be linked to you as an identifiable individual.

2. Who Controls Your Personal Information?

Turf Tank is the “Controller” of the personal data collected through our Site and for the purposes described in this Privacy Policy. This means we decide how and why your personal data is used, and we are responsible for ensuring that it is handled lawfully, fairly, and securely in accordance with the UK GDPR and the Data Protection Act 2018.

We may appoint trusted third parties to process personal data on our behalf. When we do so, they act as “Processors” and are required to handle your data only in line with our instructions and with the same level of protection.

3.  Collection of Your Personal Information

We collect personal data when you visit our Website, complete a form, contact us, or otherwise provide information to us.

We may collect the following information in the circumstances below:

(a) When you request a quote
We may collect your first name, last name, email address, telephone number, country, organisation name, and any other information you choose to provide.

(b) When you contact us
If you email or call us with an enquiry, we may collect information such as your name, email address, telephone number, country, and any other information you choose to share.

(c) When you book a virtual demo
We may collect your first name, last name, email address, telephone number, country, organisation name, and any other information you choose to provide.

(d) When you apply for a job
We may collect your first name, last name, email address, telephone number, postal address, country, city, and your CV or other application materials, which may include employment history, education details, and a photograph. We use a third-party service provider, BambooHR, to manage recruitment. You can find more information in BambooHR’s privacy policy.

(e) When you book a call or meeting through HubSpot
We may collect your first name, last name, email address, telephone number, country, organisation name, and other information you provide. This information is collected and stored using HubSpot. You can find more information in HubSpot’s privacy policy.

Please avoid sharing sensitive personal data such as financial information, national identification numbers, health details, or information about religious or political beliefs unless we specifically ask for it and provide a secure method for submitting it.

(f) Mobile and messaging information
We will not share mobile numbers or messaging information with third parties for their own marketing purposes. Any SMS or messaging communications will comply with the Privacy and Electronic Communications Regulations (PECR).

(g) Publicly available sources and B2B data
For business-to-business outreach, we may collect personal data from publicly available sources such as company websites or LinkedIn, or from reputable third-party business databases. This may include your name, job title, business email address, telephone number (if publicly available), company name and address, and other publicly available business profile information. We use third-party service providers such as HubSpot and Instantly for this purpose.

4. Information Collected Automatically

When you visit our Site, our servers may automatically record information that your device sends to us. This may include your IP address, browser type, the dates and times of access, pages viewed, and other technical information. This information does not directly identify you on its own, but it may be possible to identify you when combined with other data. We do not use this information to identify you. We use it to monitor the performance of our Site, improve functionality, and better understand how visitors use our services.

Each time you access the Site, we may collect information about how you use it, such as the time of access, pages visited, features used, search queries, and any system errors. We use this information to maintain and improve the Site.

Like many websites, we use cookies and similar technologies to collect certain information. Cookies are small text files that are stored on your device when you visit the Site. We use cookies to enable key features, understand how visitors interact with the Site, and analyse traffic patterns on an aggregated basis.

You can set your browser to refuse cookies or to alert you when cookies are being placed. If you choose to disable cookies, some features of the Site may not function properly or may become unavailable.

Where required by the Privacy and Electronic Communications Regulations (PECR), we will request your consent before placing non-essential cookies on your device.

5. Information Use and Processing

We use your personal data only for the purposes described in this Privacy Policy. In particular, we may use your information to:

• Contact you when you make an enquiry
• Provide our services, products, and new features
• Process job applications
• Carry out research to improve the user experience
• Personalise the Site for you
• Protect our legal rights and enforce our policies
• Respond to your questions and provide support
• Invite you to events
• Communicate with you in a business context

We may also use your information in ways that are reasonably connected to the purpose for which it was originally provided.

Our legal bases for processing your personal data
We process your personal data only when we have a lawful basis to do so under the UK GDPR. These include:

Legitimate interests
We may process your personal data where it is necessary for our legitimate interests, and where these interests are not overridden by your rights. Our legitimate interests include:

• Developing, testing, and improving our Site and products
• Confirming your eligibility to use our Site
• Providing technical support and maintaining the security of the Site
• Verifying the identity of users and preventing unauthorised access or fraud
• Preventing breaches of our terms and policies and addressing harmful or unlawful activity

Consent
We may process your personal data where you have given us your consent, for example when you agree to receive marketing communications. You may withdraw your consent at any time by contacting us at info@turftank.com.

Contract
We may process your data when it is necessary to enter into or perform a contract with you.

Legal obligation
We may process your personal data where required to comply with applicable laws.

Improving our services
We continuously work to improve our Site and add new functionality. These developments may involve similar uses of your data to those described in this section. We regularly review our data processing practices and will update this Policy if any changes are made.

Marketing communications
We may send you information that we believe may be useful or relevant to you. You can opt out of receiving marketing communications at any time by following the instructions in the message or by contacting us at info@turftank.com.

6. How Do We Share Information?

We do not sell or trade your personal data. We only share your information in the ways described in this Privacy Policy or when you have given us your consent.

Service providers
We may engage trusted third-party service providers to perform services on our behalf. This may include website hosting, maintenance, data analytics, communication services, recruitment support, and other operational functions. These service providers may have access to your personal data only to the extent necessary to perform their tasks and are not permitted to use it for any other purpose. They are required to handle your data securely and in accordance with the UK GDPR.

Legal requirements and protection of rights
We may disclose your personal data where we believe it is necessary to:

• Comply with legal obligations or regulatory requirements
• Respond to lawful requests from public authorities or law enforcement
• Protect our rights, property, or the rights of others
• Protect the safety of any person
• Detect, prevent, or address fraud, security issues, or unlawful activity

Any disclosure of this kind will be made only where it is lawful and proportionate.

Business transfers
If we undergo a business transaction such as a merger, acquisition, reorganisation, or sale of assets, your personal data may be transferred to the new owner as part of that process. The receiving party will be required to continue using your personal data in a manner consistent with this Privacy Policy and the UK GDPR. If the Policy changes as a result, we will notify you where legally required.

International transfers
If we transfer your personal data outside the United Kingdom, we will ensure that appropriate safeguards are in place. This may include UK adequacy regulations, standard contractual clauses approved for use in the UK, or other recognised safeguards that ensure your data is protected.

7. Third Parties

We may share your personal data with third parties only where it is lawful to do so and only for the purposes described in this Privacy Policy.

We may share your information with trusted service providers who assist us with functions such as website hosting, server maintenance, database storage, email management, customer relationship management, recruitment services, analytics, and other operational support. These service providers may access your personal data only to the extent necessary to perform their services and must handle it securely and in accordance with the UK GDPR.

We do not share your personal data with third parties for their own independent marketing purposes unless you have given us your explicit consent. We do not sell or rent personal data to third parties.

Where we work with partners or affiliates in the context of delivering our services or improving user experience, we ensure that appropriate data protection agreements are in place and that these parties handle your information responsibly.

8. Children’s Information

Our Site is not intended for use by children, and we do not knowingly collect personal data from anyone under the age of 18.

If you are a parent or guardian and believe that your child has provided personal data to us without your consent, please contact us at info@turftank.com. We will review the request and delete the information where appropriate.

If you are under 18, please do not submit any personal data on our Site. We encourage parents and guardians to monitor their children’s online activity and help ensure that they do not provide personal information without permission.

We do not target our services or marketing to children.

9. Information Security

We maintain appropriate administrative, technical, and physical safeguards to protect the personal data collected through our Site against loss, misuse, unauthorised access, disclosure, alteration, or destruction. These measures include industry-standard security practices designed to keep your data secure.

While we take steps to protect your information, no method of transmission over the internet or method of electronic storage is entirely secure. We therefore cannot guarantee absolute security. Any information you transmit to us is sent at your own risk.

We use secure technologies, including SSL encryption, to help protect information during transmission. We also carry out due diligence when selecting third-party service providers that process personal data on our behalf.

Your personal data may be processed and stored on servers located in the United Kingdom, the European Economic Area (EEA), or other countries. Where personal data is transferred outside the UK, we ensure that appropriate safeguards are in place, such as adequacy regulations or UK-approved standard contractual clauses, to ensure your information remains protected in accordance with the UK GDPR.

10. How Long We Keep Your Information

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, to provide our products and services, and to meet our legal and regulatory obligations.

Retention periods vary depending on the type of data, the nature of your interaction with us, and applicable legal requirements. We regularly review the information we hold and delete or anonymise it when it is no longer needed.

If you use our Site or services, we will retain most of your personal data for as long as your account or relationship with us is active. After it ends, we may retain your information for a further period where reasonably necessary to comply with legal obligations, resolve disputes, enforce our agreements, or protect our legitimate interests. In many cases, this period will be up to six years, which is a common statutory limitation period in the United Kingdom.

• We may keep certain information for longer where:
• We are required to do so by law
• We need to maintain records to demonstrate compliance with legal or regulatory obligations
• There is an ongoing issue, claim, or dispute that requires us to preserve the relevant information

Where possible, we will anonymise or pseudonymise personal data so that it can no longer be linked to you.

If you request erasure of your personal data, we will delete your information unless we are permitted or required to retain it for legal reasons. You can contact us at info@turftank.com for more details about retention periods or to exercise your rights.

If we transfer or store your personal data outside the United Kingdom, we will ensure that appropriate safeguards are in place to protect it, as described earlier in this Policy.

11. Your Legal Rights

Under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, you have several rights regarding your personal data. You can exercise these rights at any time by contacting us at info@turftank.com. We may ask you to verify your identity before responding.

Your rights include:
Right to be informed
You have the right to be told how we collect and use your personal data. We provide this information in this Privacy Policy.

Right of access
You may request a copy of the personal data we hold about you.

Right to rectification
If any personal data we hold about you is inaccurate or incomplete, you may request that it be corrected.

Right to erasure
In certain circumstances, you may request that we delete your personal data, for example where it is no longer needed for the purpose for which it was collected or where you withdraw your consent.

Right to restrict processing
You may request that we restrict the processing of your personal data in certain situations, such as where you contest the accuracy of the data.

Right to object
You may object to our processing of your personal data where we rely on legitimate interests as our legal basis. We will stop processing unless we have compelling reasons to continue.

Right to data portability
You may request that we provide your personal data in a structured, commonly used, and machine-readable format so that you can transfer it to another service provider.

Rights relating to automated decision-making and profiling
You have the right not to be subject to decisions based solely on automated processing where those decisions have legal or significant effects. We do not use automated decision-making at Turf Tank.

Marketing rights
You can opt out of receiving marketing emails at any time by contacting us or using the unsubscribe link in our messages.

Complaints
If you are unhappy with how we handle your personal data, you have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO):
https://www.ico.org.uk

International transfers
Your personal data may be transferred outside the United Kingdom. When we do this, we use appropriate safeguards such as adequacy regulations or standard contractual clauses to ensure that your data remains protected.

12. Updating Your Information

If you would like to update or correct the personal data we hold about you, please contact us at info@turftank.com.

You may also request that we delete your personal data at any time. When we receive such a request, we will take reasonable steps to delete the information from our systems unless we need to retain it for legal or regulatory reasons or for the purposes described in this Privacy Policy. In some cases, deletion may involve anonymising the data so that it can no longer be linked to you.

If you have any questions about this Privacy Policy or are unhappy with how we handle your information, you may contact us at info@turftank.com.

We may update this Privacy Policy from time to time. Any changes will be posted on this page, and we may also notify you by email where appropriate. By continuing to use the Site after any updates take effect, you agree to the revised Privacy Policy.

13. How to Get in Touch with Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our handling of your personal data, you can contact us at:
info@turftank.com

We will do our best to respond promptly.