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Privacy Policy

​Last Updated: 31 July 2025

​ICO Registration Number: ZB765756

 

1. Our Commitment to Your Privacy

This Privacy Policy explains how we collect, use, store, and protect your personal information when you visit our website, use our services, or interact with us. We are committed to protecting your privacy and ensuring transparency about our data processing practices.

We are registered with the Information Commissioner's Office (ICO) as a Data Controller and comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. We do not sell, rent, or trade your personal information to third parties for marketing purposes.

2. Who We Are

David Baxter Environmental Ltd is an environmental consultancy committed to improving the environment by creating deals to finance nature's recovery. We provide expert environmental advice, develop innovative web-based solutions, and help organisations deliver finance for nature improvement.

  • Company Name: David Baxter Environmental Ltd

  • Company Registration Number: 15362839

  • VAT Registration Number: 483360973

  • Registered Office: 71-75 Shelton Street, Covent Garden, London, WC2H 9JQ

  • Correspondence Address: 1 Sunflower Cottages, Woodborough, Pewsey, Wiltshire, SN9 5PG

  • ICO Registration Number: ZB765756

Contact Information:

2.1 Our Environmental Mission

David Baxter Environmental Ltd exists to improve the environment by creating deals to finance nature's recovery. This mission drives our commitment to ethical business practices, including responsible data handling.

2.2 Professional Standards

As environmental consultants, we:

  • Maintain high professional and ethical standards

  • Protect confidential client information

  • Ensure data security supports environmental project success

  • Build trust through transparent and responsible practices

2.3 Data as a Tool for Environmental Good

We use data and technology to:

  • Support environmental decision-making

  • Create innovative solutions for nature recovery

  • Enable clients to achieve sustainability goals

  • Demonstrate environmental impact and value

3. INFORMATION WE COLLECT

3.1 Information You Provide Directly

Contact Forms and Enquiries:

  • Name and contact details

  • Company or organization information

  • Project details and requirements

  • Communication preferences

Service Requests:

  • Project specifications and requirements

  • Location and site information

  • Budget and timeline information

3.2 Information We Collect Automatically

  • Cookies and similar technologies (see our Cookie Policy)

  • Website performance and error data

3.3 Information from Third Parties

We may receive information about you from:

  • Professional networks and industry contacts

  • Client referrals and recommendations

  • Public directories and professional databases

4. HOW WE USE YOUR INFORMATION

4.1 Providing Our Services

Environmental Consultancy:

  • Responding to your enquiries and providing quotes

  • Delivering environmental consulting services

  • Project management and communication

  • Preparing reports and recommendations

IT Services:

  • Creating bespoke web mapping using ArcGIS Online

  • Developing environmental data visualization tools

  • Developing online applications hosted via Firebase

  • Providing technical support and maintenance

  • User training and documentation

4.2 Business Operations

Client Relationship Management:

  • Maintaining accurate client records

  • Managing contracts and project documentation

  • Processing payments and invoicing

  • Providing customer support

Legal and Regulatory Compliance:

  • Meeting legal and regulatory obligations

  • Maintaining professional standards

  • Health and safety record keeping

  • Financial record keeping for tax purposes

4.3 Marketing and Communication

With Your Consent:

  • Sharing case studies

  • Promoting relevant services and capabilities

Website Improvement:

  • Analyzing website performance and user experience

  • Improving website functionality and design

  • Ensuring website security and reliability

5. LEGAL BASIS FOR PROCESSING

We balance our legitimate interests against your privacy rights and only process data where our interests don't override your fundamental rights.

We process your personal data based on the following legal grounds:

Contract Performance (Article 6(1)(b)):

  • Delivering consulting services you've requested

  • Managing client relationships and projects

  • Processing payments and fulfilling contracts

Legitimate Interests (Article 6(1)(f)):

  • Business development and networking

  • Website analytics and improvement

  • Marketing to existing and potential clients

  • Maintaining professional relationships

Legal Obligation (Article 6(1)(c)):

  • Compliance with tax and financial regulations

  • Health and safety record keeping

  • Professional regulatory requirements

Consent (Article 6(1)(a)):

  • Email marketing where consent is required

  • Non-essential website cookies

  • Optional data collection activities

6. SHARING YOUR INFORMATION

6.1 Service Providers

We may share your information with trusted service providers who help us operate our business:

Technology Providers:

  • Google LLC: Workspace services, cloud hosting

  • Wix.com: Website hosting, analytics and functionality

  • Brevo: Email marketing services (with your consent)

  • FreeAgent: Accounting and financial services

  • Esri Inc.: ArcGIS Online mapping services

Professional Services:

  • Legal advisors and professional consultants

  • Accountants and financial advisors

  • IT support and security services

All service providers are bound by appropriate data processing agreements and security measures.

6.2 Legal Requirements

We may disclose your information where required by law to:

  • Regulatory authorities and government agencies

  • Law enforcement agencies

  • Courts and legal proceedings

  • Professional regulatory bodies

6.3 Business Transfers

In the event of a business sale, merger, or acquisition, your information may be transferred to new owners, subject to the same privacy protections. We do not sell, rent, or trade your personal information to third parties for marketing purposes.

7. INTERNATIONAL TRANSFERS

We primarily process data within the UK. Where international transfers are necessary for our service providers:

  • Google Services: Data may be processed globally under Google's privacy safeguards and UK GDPR compliance measures

  • Other Providers: We ensure adequate protection through:

  • European Commission adequacy decisions

  • Standard Contractual Clauses

  • Other appropriate safeguards under UK GDPR

We regularly review transfer mechanisms to ensure continued protection of your data.

8. DATA RETENTION

We retain your personal data only as long as necessary for the purposes outlined in this policy or where required by law, regulation, or professional standards.

If we collect your data for the purposes of marketing and communication, we will actively request renewal of your consent for these purposes every 2 years.

Your exercise of relevant rights set out in Section 9 will override our retention policy.

9. YOUR RIGHTS

Under UK GDPR, you have the following rights regarding your personal data:

9.1 Right of Access

Request a copy of the personal data we hold about you, including:

  • What data we process

  • Why we process it

  • Who we share it with

  • How long we keep it

9.2 Right to Rectification

Ask us to correct any inaccurate or incomplete personal data.

9.3 Right to Erasure

Request deletion of your personal data where:

  • It's no longer necessary for the original purpose

  • You withdraw consent (where processing is based on consent)

  • You object to processing and there are no overriding legitimate grounds

  • We've processed your data unlawfully

9.4 Right to Restrict Processing

Ask us to limit how we use your data while we investigate concerns about accuracy or our right to use it.

9.5 Right to Data Portability

Receive your personal data in a structured, machine-readable format for transfer to another service provider.

9.6 Right to Object

Object to processing based on legitimate interests, including:

  • Direct marketing (absolute right)

  • Processing for legitimate interests (where your rights override our interests)

9.7 Rights Related to Automated Decision-Making

Protection from decisions based solely on automated processing that significantly affect you.

We don't currently use automated decision-making, but will inform you if this changes.

10. EXERCISING YOUR RIGHTS

To exercise any of your rights:

Contact Us:

 Email: info@ baxterenvironmental.co.uk

 Post: David Baxter Environmental Ltd, 1 Sunflower Cottages, Woodborough, Pewsey, Wiltshire, SN9 5PG

Subject Line: "Data Protection Request"

What We Will Need:

  • Clear description of the right you want to exercise

  • Proof of identity (to protect your data from unauthorized access)

  • Specific information about the data you're asking about (if applicable)

Response Time:

  • We'll acknowledge your request within 72 hours

  • We'll respond fully within 1 month (extendable to 3 months for complex requests)

  • We'll explain any delays and keep you updated

No Cost:

 Exercising your rights is free of charge

We may charge a reasonable fee for excessive or repetitive requests

11. DATA SECURITY

We implement an internal Data Security and Privacy Process (available on request) to protect your personal data. Key features include:

11.1 Technical Measures

  • Encryption of data in transit and at rest

  • Multi-factor authentication for system access

  • Regular security updates and patches

  • Automated backup and recovery systems

  • Network security and firewall protection

11.2 Operational Measures

  • Staff training on data protection and security

  • Access controls and role-based permissions

  • Regular security assessments and audits

  • Incident response and breach notification procedures

  • Secure disposal of data and equipment

12. COOKIES AND WEBSITE TECHNOLOGIES

Our website uses cookies and similar technologies to improve functionality and analyze usage. For detailed information about our use of cookies, including how to manage your preferences, please see our separate Cookie Policy.

13. CHILDREN'S PRIVACY

Our website and services are not directed at children under 16. We do not knowingly collect personal information from children under 16 without parental consent.

If we become aware that we have collected personal data from a child under 16 without proper consent, we will delete that information promptly.

If you're a parent or guardian and believe your child has provided us with personal information, please contact us immediately.

14. THIRD-PARTY WEBSITES

Our website may contain links to other websites, social media platforms, or third-party services. This Privacy Policy only applies to our website and services.

We are not responsible for the privacy practices of third-party websites. We encourage you to read the privacy policies of any websites you visit.

15. CHANGES TO THIS PRIVACY POLICY

We may update this Privacy Policy periodically to reflect changes in our practices, technology, legal requirements, or business operations.

15.1 How We Notify You:

  • Significant Changes: We'll prominently post notices on our website and may email registered users

  • Minor Changes: Updated policy posted on website with new "Last Updated" date

  • Legal Requirements: Additional notification methods may be used where required by law

  • Continued Use: Your continued use of our website and services after changes become effective constitutes acceptance of the updated policy.

We recommend reviewing this policy periodically to stay informed about how we protect your information.

16. COMPLAINTS AND CONCERNS

We take data protection seriously and want to address any concerns you may have.

16.1 Contact Us First

If you have concerns about how we handle your personal data:

We'll investigate and respond promptly.

16.2 Information Commissioner's Office (ICO)

If you're not satisfied with our response, you can lodge a complaint with the UK data protection authority:

  • Information Commissioner's Office (ICO)Website: ico.org.uk

  • Phone: 0303 123 1113

  • Address: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

You have the right to complain to the ICO at any time, but we'd appreciate the opportunity to address your concerns first.

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