Privacy Notice.

Assessor Information & Signature Submission Portal

This Privacy Notice explains how Green Gnomes Ltd collects, uses, stores and protects personal information provided by assessors and subcontractors through this portal.

The portal is used to collect information required to establish and administer assessor and subcontractor arrangements, prepare agreement documents, process payments, support authorised assessment and quality assurance activities, and obtain signatures on relevant documents.

Green Gnomes Ltd processes personal information in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other applicable data protection legislation.

Who Is Responsible For Your Information?

Data Controller:
Green Gnomes Ltd
1-9 Buxhall Business Park
Buxhall
Suffolk
IP14 3BW

Green Gnomes Ltd is the data controller responsible for the personal information collected and processed through this portal.

If you have questions about how we use your personal information, please contact Green Gnomes Ltd using the contact details provided to you.

Information We Collect

Depending on your relationship with Green Gnomes Ltd and the requirements of your assessor or subcontractor agreement, we may collect:

Your full name.
Email address and telephone number.
Residential or business address.
Assessor or subcontractor information.
Business or organisation details.
Trading name(s).
Business information required to prepare and administer your agreement.
Your handwritten or electronic signature.
The unique signing token associated with your assessor profile.
The date and time of submission.
Information relating to the agreement or document being signed.

Bank & Payment Information

Where you are paid by Green Gnomes Ltd for assessment or subcontracted services, the portal may collect information required to make payments, including:

Name of the account holder.
Sort code.
Bank account number.
Other payment information reasonably necessary to make payments.

Your bank details are collected for the purposes of administering payments and maintaining appropriate financial and contractual records.

We do not collect online banking passwords, card PINs or other banking authentication credentials through this portal.

Technical & Security Information

We may also collect technical information necessary to operate and secure the portal, including:

IP address.
Browser type and version.
Device and operating system information.
Access and activity logs.
Authentication and security information.

How We Use Your Information

Green Gnomes Ltd uses your information for legitimate and specified purposes, including to:

Establish and administer your relationship with Green Gnomes Ltd as a self-employed assessor or subcontractor.
Prepare, populate and issue assessor and subcontractor agreements.
Verify information supplied by you.
Obtain and apply your signature to agreements and other authorised documents.
Process payments for services provided to Green Gnomes Ltd.
Maintain accurate financial, contractual and business records.
Support assessment and quality assurance activities.
Communicate with you about your agreement, assessment activities and payments.
Maintain the security of our systems and prevent unauthorised access or misuse.
Comply with legal, regulatory, accounting and contractual requirements.
Establish, exercise or defend legal claims where necessary.

Our Lawful Bases For Processing

Under the UK GDPR, Green Gnomes Ltd must have a lawful basis for collecting and using your personal information. Depending on the purpose, we rely primarily on the following lawful bases.

Contract – Article 6(1)(b)

We rely on the contractual lawful basis where processing your information is necessary to enter into, administer or perform your agreement with Green Gnomes Ltd.

This includes processing information required to:

Prepare and complete your assessor or subcontractor agreement.
Identify you as the person providing services.
Administer your contractual relationship.
Process payment details and make payments for services provided.
Obtain and maintain records of your signed agreement.

This may include your name, contact details, trading name, business information, bank account number, sort code and signature.

Legal Obligation – Article 6(1)(c)

We may process your personal information where this is necessary for Green Gnomes Ltd to comply with a legal obligation, including obligations relating to tax, accounting, financial record keeping, regulatory requirements and legal reporting.

Legitimate Interests – Article 6(1)(f)

We may also process personal information where this is necessary for our legitimate business interests and those interests are not overridden by your rights and freedoms.

Our legitimate interests may include:

Managing our assessor and subcontractor network.
Maintaining accurate business and contractual records.
Operating our assessment and quality assurance processes.
Protecting our systems and information.
Preventing fraud, misuse or unauthorised access.
Maintaining appropriate audit trails.
Managing disputes and contractual matters.
Establishing, exercising or defending legal claims.

Where we rely on legitimate interests, we will consider whether the processing is necessary and proportionate and whether your interests or fundamental rights override our interests.

Why We Need Your Information

Some information collected through this portal is necessary for us to establish and administer your contractual relationship with Green Gnomes Ltd.

For example, we may need your:

Name and contact details to identify and communicate with you.
Trading or business information to prepare your agreement.
Bank account number and sort code to make payments.
Signature to execute or evidence your agreement.

Where information is necessary for these purposes, failure to provide it may mean that we are unable to enter into or administer the relevant agreement, process payments, or complete the signing process.

Where We Obtain Your Information

We normally collect information directly from you when you complete this portal or communicate with us about your assessor or subcontractor relationship.

We may also receive or verify information from other legitimate sources, including:

Internal Green Gnomes Ltd records.
Information provided during the onboarding process.
Information provided by authorised personnel within Green Gnomes Ltd.
Publicly available business records, where appropriate.
Other organisations where this is necessary and lawful.

Who We Share Your Information With

Access to your personal information is restricted to authorised people who have a legitimate business need to access it.

This may include personnel responsible for:

Assessor and subcontractor management.
Assessment and quality assurance.
Contract administration.
Finance and payment administration.
Compliance.
Information technology and system administration.
Legal or professional advice.

We may also use trusted third-party service providers to operate our systems and provide services on our behalf. These may include providers of Microsoft 365 and SharePoint, electronic document and signing services, IT and hosting services, secure data storage and backup, and accounting or financial administration services.

Where a third party processes personal information on our behalf, Green Gnomes Ltd will put appropriate contractual and security measures in place as required by applicable data protection law.

We may also disclose personal information where required or permitted by law, or where necessary to establish, exercise or defend legal claims.

Microsoft 365 & Data Storage

Information submitted through this portal is stored and processed using secure Microsoft 365 systems, including Microsoft SharePoint and related Microsoft 365 business applications.

Information may also be incorporated into:

Assessor or subcontractor agreements.
Payment and accounting records.
Assessment and quality assurance records.
Business and administrative records.
Audit records.

International Transfers

Some of the technology and service providers used by Green Gnomes Ltd may involve personal information being processed or accessed outside the United Kingdom.

Where this constitutes a restricted transfer under UK data protection law, Green Gnomes Ltd will ensure that the transfer is made using an appropriate lawful mechanism and appropriate safeguards.

These may include UK adequacy regulations or appropriate contractual safeguards, depending on the circumstances.

Data Retention

Green Gnomes Ltd will retain personal information only for as long as it is reasonably necessary for the purposes for which it was collected.

This may include retaining information for:

The duration of your assessor or subcontractor relationship.
The administration and completion of contractual obligations.
Payment and accounting purposes.
Legal and regulatory requirements.
Audit and quality assurance purposes.
Resolving disputes.
Establishing, exercising or defending legal claims.

Different categories of information may be retained for different periods. Where there is no specific statutory or regulatory retention period, Green Gnomes Ltd will determine an appropriate retention period based on the purpose for which the information was collected, our contractual obligations, legitimate business requirements and the need to establish, exercise or defend legal claims.

When personal information is no longer required, it will be securely deleted or otherwise disposed of in accordance with our retention procedures.

Security Measures

Green Gnomes Ltd takes appropriate technical and organisational measures to protect your personal information against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or unauthorised access.

These measures may include:

Encrypted transmission using HTTPS.
Secure Microsoft 365 infrastructure.
Time-limited signing links.
Single-use authentication tokens.
Role-based access controls.
Restricted internal access.
Authentication and security controls.
Audit logging.
Appropriate backup and recovery measures.

Your Data Protection Rights

Under the UK GDPR and Data Protection Act 2018, you may have certain rights in relation to your personal information, depending on the circumstances. These may include:

Right of access – to request a copy of the personal information we hold about you.
Right to rectification – to ask us to correct inaccurate or incomplete information.
Right to erasure – to ask us to delete your personal information where there is no legal or legitimate reason for us to continue processing it.
Right to restriction – to ask us to restrict processing in certain circumstances.
Right to object – to object to processing based on legitimate interests in certain circumstances.
Right to data portability – in certain circumstances, to receive personal information you have provided to us in a structured, commonly used and machine-readable format.

These rights are subject to certain conditions and exemptions under data protection law. For example, we may need to retain information where we have a legal obligation to do so or where it is necessary to establish, exercise or defend legal claims.

You can exercise your rights by contacting Green Gnomes Ltd using the contact details provided to you.

Automated Decision-Making & Profiling

Green Gnomes Ltd does not use the information collected through this portal to make solely automated decisions that produce legal or similarly significant effects on you.

We do not use the portal to carry out automated profiling of assessors or subcontractors for such purposes.

Complaints

If you have concerns about how Green Gnomes Ltd has handled your personal information, please contact us first using the contact details provided to you so that we can investigate and address your concerns.

You also have the right to make a complaint to the Information Commissioner's Office (ICO), the UK's independent supervisory authority for data protection.

Information Commissioner's Office (ICO)
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Information about making a complaint is available from the ICO's website.

Changes To This Privacy Notice

Green Gnomes Ltd may update this Privacy Notice from time to time to reflect changes to our processing activities, legal requirements, technology or business practices.

The latest version will be made available through this portal or otherwise provided to you where appropriate.

Where required, we will notify you of significant changes to how we process your personal information before the relevant processing begins.