Stump Out Tree Care gathers and stores certain information about individuals which are customers of
This policy describes how the data is collected, what data is collected and how it is stored, to meet the
data protection standards and comply with the law.
Data Protection Law
The Data Protection Act 1988 describes how companies including Stump Out Tree Care must collect,
handle and store personal information.
These rules apply regardless of whether data is stored electronically, on paper or on other materials.
To comply with the law, personal information must be collected and used fairly, stored safely and not
Everyone who works for and on behalf of Stump Out Tree Care has responsibility for ensuring data is
collected, stored and handled appropriately.
The only people able to access data covered by this policy should be those who need it for their work.
Staff should keep all data secure by taking sensible precautions.
Passwords used (Eg on the work laptop) are kept secure and never disclosed.
Data will be reviewed and updated, and when no longer required, deleted and disposed of.
What data is collected?
Stump Out Tree Care gathers data in the form of a customer name, home address, email address and
phone number. No further personal details are collected.
How data is collected?
This data is gathered from a contact form on the website, www.stumpout.co.uk, where customers
submit an enquiry form which is delivered to a personal Hotmail account.
Or, from a telephone call from the customer requesting a quote, or from an answerphone message left
on a home or mobile telephone.
Data is held in as few places as necessary with as few data sets as necessary.
Data stored on paper. Details are recorded in a yearly diary where quotes are booked in, and work is
scheduled for a specific date. This data comprises of customer name, address and telephone number.
This diary is only accessed by the company owner and the company administrator. It is taken on-site
daily but is securely locked in the work vehicle.
An invoice for each job is raised and stored on a secure laptop, along with a paper copy held in a secure
cabinet. Paper copies are held for 7 years to meet audit requirements, then destroyed and disposed of
in a secure way.
Emails are sent between Stump Out and customers and actioned from either a
laptop or a mobile phone. Both devices are secured with a non-disclosed lock screen password.
For each completed job, an invoice is raised containing the customer’s name and address and held on a
laptop to meet with audit requirements.
Emails and telephone numbers can be accessed from the business owner’s mobile phone. This device is
password protected, locked within the work vehicle when on site and accessed by solely the business
All electronic systems, services and equipment used for storing data meet acceptable security standards.
Data is used to contact a customer about their work requirements. By either email communication, a
telephone call or a home/site visit.
Data is never passed onto a third party or any person not employed by Stump Out. Data is not held in a
database. Data is not used for any marketing purposes, and it is not held in any form of a distribution
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Essential cookies. These are cookies that are required for the operation of our website. They include, for example, cookies that enable you to log into secure areas of our website, and to use online forms.
Analytical cookies. These are persistent cookies that allow us to recognise and count the number of visitors and to see how visitors move around our website when they are using it. This helps us to improve the way our website works, for example, by ensuring that users are finding what they are looking for easily.
Marketing cookies. These are persistent cookies that are used to recognise you when you return to our website. This enables us to personalise our content for you, greet you by name and remember your preferences. These cookies also record your visit to our website, the pages you have visited and the links you have followed. We will use this information to make our website, the advertising displayed on it and communications sent more relevant to your interests.
Names, addresses and a telephone number are occasionally passed to a contractor of Stump Out if they
are carrying out the works on site under the guidance of the business owner. Details are destroyed after
the works are complete. An individual handling data in this way must ensure it is handled and processed
in line with this policy and data protection principles.