Privacy Policy

1. Who we are

Greenstraineco ("we", "us", or "our") is an independent workplace ergonomics advisory practice based at St James Cres, Edinburgh EH1 3AD, United Kingdom. We are the controller responsible for the personal data described in this policy. For any privacy matter you can reach us using the details in the contact section below.

This policy applies to the website at the domain greenstraineco.world and to any enquiry you send us through it. It does not apply to third-party websites that we may link to, which operate under their own policies.

2. What personal data we collect

We keep data collection deliberately limited. Depending on how you interact with us, we may handle the following categories of information:

Contact details you provide. When you complete our enquiry form, we collect your name, email address, and the content of your message.
Communications. If you email or call us, we retain the correspondence so we can respond and keep an accurate record of our exchange.
Technical and usage data. With your consent for analytics cookies, we may collect information such as approximate location, device type, browser, and the pages you view, in an aggregated form.
Cookie preferences. We store the choices you make in our cookie banner so that we can respect them on future visits.

We do not intentionally collect special category data, and we ask that you do not include sensitive personal information, such as health details, in your messages to us.

3. Why we use your data

We process personal data only for clear, limited purposes:

To respond to your enquiry and provide the general information you have requested.
To arrange and deliver advisory sessions where you choose to proceed.
To maintain accurate records of our communications and any agreements.
To understand, in aggregate, how the website is used so that we can improve it.
To meet legal, accounting, and regulatory obligations that apply to us.

We do not use your details for automated decision-making that produces legal or similarly significant effects, and we do not sell your personal data to anyone.

4. Our lawful basis for processing

Under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, we rely on the following lawful bases:

Consent — when you submit the enquiry form and tick the consent box, and when you enable optional cookies. You may withdraw consent at any time.
Legitimate interests — to respond to messages you send us and to keep our website secure and functioning, balanced against your rights and freedoms.
Legal obligation — where we must retain certain records to comply with applicable law.
Performance of a contract — where you engage our advisory services and processing is necessary to deliver them.

We treat your data as confidential and share it only where necessary:

With trusted service providers who help us operate, such as website hosting or email providers, acting under written instructions as our processors.
With professional advisers, such as accountants or legal counsel, where reasonably required.
With public authorities or regulators where we are legally required to do so.

Where a provider processes data outside the United Kingdom, we take steps to ensure an appropriate level of protection, for example through recognised safeguards such as standard contractual clauses.

6. How long we keep it

We retain personal data only for as long as it is needed for the purpose it was collected, after which it is securely deleted or anonymised. As a general guide:

Enquiry messages that do not lead to engagement are kept for up to twelve months.
Records relating to advisory work are kept for up to six years to meet legal and accounting requirements.
Aggregated analytics data is retained in line with the settings of the tools we use.
Cookie preference records are kept for up to twelve months before we ask you again.

7. How we protect your data

We maintain appropriate technical and organisational measures to guard against unauthorised access, loss, or misuse. These include encryption of data in transit using HTTPS, access controls that limit who can view personal data, regular review of our suppliers, and staff awareness of confidentiality. While no online service can be guaranteed to be entirely free from risk, we take the protection of your information seriously and review our measures regularly.

8. Your rights

Under data protection law you have rights over your personal data, including the right to:

Be informed about how your data is used, as set out in this policy.
Request access to the personal data we hold about you.
Ask us to correct inaccurate or incomplete data.
Request erasure of your data in certain circumstances.
Restrict or object to certain processing.
Request portability of data you have provided to us.
Withdraw consent at any time where processing is based on consent.

To exercise any of these rights, please contact us using the details below. We will respond within one month. If you are not satisfied, you have the right to lodge a complaint with the Information Commissioner's Office (ICO), the United Kingdom's supervisory authority for data protection.

9. Cookies

This website uses a small number of cookies. Strictly necessary cookies keep the site working and cannot be switched off. Optional analytics and marketing cookies are used only with your consent, which you give through our cookie banner. For full detail, please see our Cookie Policy.

10. Changes to this policy

We may update this policy from time to time to reflect changes in our practices or the law. When we make material changes, we will update the date shown at the top of this page. We encourage you to review this policy periodically so that you stay informed about how we handle your data.

11. How to contact us

If you have any questions about this policy or wish to exercise your rights, please reach out:

Address: St James Cres, Edinburgh EH1 3AD, United Kingdom
Telephone: +44 131 290 1111
Email: admin@greenstraineco.world

You can also use our contact page to send a message.