Privacy Policy

Effective date: 16 June 2026

1. Introduction and company information

This Privacy Policy explains how Greenfield Harvest Solutions Ltd collects, uses, stores, shares, and protects personal data when you interact with us, including when you visit our website, contact us, request our services, or otherwise engage with our business.

Greenfield Harvest Solutions Ltd is the data controller for the personal data described in this Privacy Policy, unless we notify you otherwise.

Company details:

• Company name: Greenfield Harvest Solutions Ltd
• Address: 12 High Street, Alconbury, Huntingdon PE28 4DW, UK
• Email: [email protected]
• Phone: +44 1480 842 719

We are committed to protecting your privacy and handling your personal data in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other applicable UK privacy and electronic communications laws.

2. Data collection and processing

We may collect and process the following categories of personal data:

• Identity data: name, title, job role, employer, and similar identifiers.
• Contact data: address, email address, telephone number, and other communication details.
• Business and account data: information relating to enquiries, quotations, contracts, service preferences, and correspondence.
• Transaction data: payment details, billing information, and records of purchases or services provided.
• Technical data: IP address, browser type, device identifiers, operating system, and website usage data.
• Usage data: information about how you use our website, forms, and communications.
• Marketing and communication data: your preferences in receiving marketing from us and your communication preferences.
• Special category data: we do not intentionally collect special category data unless it is necessary and lawful to do so, for example where you voluntarily provide health-related information relevant to site access, safety, or service delivery.

We collect personal data in the following ways:

• directly from you when you contact us, submit forms, request quotations, or enter into a contract with us;
• through our website and digital services, including cookies and similar technologies;
• from third parties such as business partners, suppliers, payment providers, or publicly available sources where lawful;
• from records generated during the provision of our agricultural services, including delivery, site visits, and customer support.

As an agriculture business, we may process information relating to farm operations, land access, delivery logistics, service scheduling, and operational contacts necessary to provide our services safely and efficiently.

3. Purpose of data processing

We process personal data for the following purposes:

• to respond to enquiries and provide quotations;
• to enter into and perform contracts;
• to deliver agricultural products and services;
• to manage customer and supplier relationships;
• to process payments, invoices, and accounting records;
• to maintain business records and internal administration;
• to improve our website, services, and customer experience;
• to send service-related communications;
• to send marketing communications where permitted by law and where you have not opted out;
• to comply with legal and regulatory obligations;
• to protect our business, staff, customers, and property, including fraud prevention and security monitoring;
• to establish, exercise, or defend legal claims.

4. Legal basis for processing

We will only process your personal data where we have a lawful basis to do so under UK GDPR. Depending on the context, our legal bases may include:

• Consent: where you have given clear consent for a specific purpose, such as certain marketing communications or optional cookies.
• Contract: where processing is necessary to perform a contract with you or to take steps at your request before entering into a contract.
• Legal obligation: where processing is necessary to comply with legal or regulatory requirements, including tax, accounting, health and safety, and record-keeping obligations.
• Legitimate interests: where processing is necessary for our legitimate business interests and those interests are not overridden by your rights and freedoms, such as managing our business, preventing fraud, securing our systems, and improving our services.
• Vital interests: where processing is necessary to protect someone’s life in an emergency.
• Public task: where applicable, if processing is necessary for a task carried out in the public interest or under official authority.

Where we process special category data, we will only do so where an additional condition under UK GDPR applies, such as explicit consent, legal claims, employment and social protection law, or substantial public interest, as relevant.

5. Data sharing and third parties

We may share personal data with trusted third parties where necessary for the purposes described in this Privacy Policy. These may include:

• IT and hosting providers;
• website analytics and cookie service providers;
• payment processors and banking partners;
• accountants, auditors, legal advisers, and insurers;
• delivery partners, logistics providers, and subcontractors;
• agricultural suppliers and service providers;
• government bodies, regulators, law enforcement, and courts where required by law;
• professional advisers and business support providers.

We require third parties to handle personal data securely and in accordance with applicable data protection laws. They are only permitted to process personal data on our instructions or where they act as independent controllers under their own legal obligations.

6. Data transfer to third countries

Some of our service providers may process personal data outside the UK. Where this occurs, we will ensure that appropriate safeguards are in place to protect your data, such as:

• an adequacy regulation or adequacy decision recognised by the UK;
• the UK International Data Transfer Agreement (IDTA);
• the UK Addendum to the EU Standard Contractual Clauses; or
• other lawful transfer mechanisms permitted under UK data protection law.

Where required, we will also assess whether additional technical or organisational measures are needed to protect your personal data.

7. Storage duration

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including for satisfying legal, accounting, reporting, and contractual requirements.

The retention period depends on the type of data and the purpose for which it is processed. In general:

• customer and supplier records are retained for the duration of the relationship and for a period afterwards to manage claims and comply with legal obligations;
• financial and tax records are retained for the period required by law;
• marketing data is retained until you withdraw consent or object, or until it is no longer needed;
• website and technical logs are retained for a limited period for security, analytics, and operational purposes.

When personal data is no longer required, we will securely delete, anonymise, or archive it in accordance with our retention practices.

8. User rights

Under UK data protection law, you may have the following rights in relation to your personal data:

• Right of access: to request a copy of the personal data we hold about you.
• Right to rectification: to request correction of inaccurate or incomplete data.
• Right to erasure: to request deletion of your personal data in certain circumstances.
• Right to restriction: to request that we limit the processing of your personal data in certain circumstances.
• Right to data portability: to receive certain personal data in a structured, commonly used, machine-readable format and to request its transfer to another controller where technically feasible.
• Right to object: to object to processing based on legitimate interests or for direct marketing purposes.

These rights are not absolute and may be subject to legal exceptions. If you wish to exercise any of these rights, please contact us using the details provided below.

9. Withdrawal of consent

Where we rely on your consent to process personal data, you have the right to withdraw that consent at any time. Withdrawal of consent will not affect the lawfulness of processing carried out before the withdrawal.

If you withdraw consent, we may no longer be able to provide certain services or communications where consent is necessary. You can withdraw consent by contacting us at [email protected] or by using any unsubscribe or preference-management option provided in our communications.

10. Right to complain

If you have concerns about how we handle your personal data, please contact us first so that we can try to resolve the issue.

You also have the right to lodge a complaint with the UK supervisory authority, the Information Commissioner’s Office (ICO):

• Website: https://ico.org.uk
• Telephone: 0303 123 1113
• Address: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF, UK

We would appreciate the chance to deal with your concerns before you approach the ICO, but you are not required to do so.

11. Data security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, destruction, alteration, or disclosure. These measures may include:

• access controls and role-based permissions;
• password protection and multi-factor authentication where appropriate;
• secure storage and encryption where suitable;
• staff training on data protection and confidentiality;
• regular review of systems, procedures, and security practices;
• physical security measures for paper records and premises.

While we take reasonable steps to protect your data, no system can be guaranteed to be completely secure. If we become aware of a personal data breach that is likely to result in a risk to your rights and freedoms, we will act in accordance with applicable legal requirements.

12. Contact information

If you have any questions about this Privacy Policy or wish to exercise your rights, please contact:

• Greenfield Harvest Solutions Ltd
• Address: 12 High Street, Alconbury, Huntingdon PE28 4DW, UK
• Email: [email protected]
• Phone: +44 1480 842 719

We may need to verify your identity before responding to certain requests to ensure your personal data is protected.

13. Changes to privacy policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or operational needs. Any updated version will be posted on our website with a revised effective date.

We encourage you to review this Privacy Policy periodically to stay informed about how Greenfield Harvest Solutions Ltd processes personal data.