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GDPR Policy (Public)

Privacy & Data Protection Policy (GDPR)

Last Updated: 01/01/2026

1. Introduction

Welcome to Geko Grit ("we", "our", or "us"). We are committed to protecting the privacy and security of your personal information. This policy explains how we collect, use, and safeguard your data when you use our winter risk management services or visit our website (www.geko-grit.com).

As a business providing winter maintenance and legal defence support, we understand the critical nature of the data we hold—particularly regarding site safety records and client communications. We adhere strictly to the UK General Data Protection Regulation (UK GDPR).

2. Who We Are (Data Controller)

Company Name: Geko Grit

Location: North East England (Newcastle, Sunderland, Durham, and surrounding areas)

Phone: 0808 198 2836

Email: gareth@geko-grit.com

Registered Address: Sandy Lane, Newcastle upon Tyne. NE13 5HE

For any data protection inquiries, please contact us using the details above.

3. The Data We Collect

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

Identity Data: Names of business owners, site managers, and key contacts.
Contact Data: Billing addresses, site addresses, email addresses, and telephone numbers (including 24/7 emergency contact numbers).
Transaction Data: Details of payments and the specific winter services you have purchased from us.
Operational Data: Records of site visits, gritting logs, weather reports specific to your location, and photographic evidence of service delivery.

Note: While often business-related, this becomes personal data if it identifies an individual’s location or movements (e.g., a sole trader operating from home).

Technical Data: IP address, browser type, and usage data when you visit our website.

4. How and Why We Use Your Data

Under the UK GDPR, we must have a valid legal basis for using your data. We rely on the following:

Purpose / Activity

Type of Data

Legal Basis for Processing

To register you as a new customer

Identity, Contact

Performance of a Contract

To deliver winter services (Gritting, Snow Clearance, Risk Audits)

Identity, Contact, Operational

Performance of a Contract

To provide evidence for Legal Defence (Protecting you against litigation)

Operational, Contact, Identity

Legitimate Interests (Necessary to defend against legal claims regarding site safety and duty of care)

To process payments

Contact, Financial

Performance of a Contract

To notify you of weather warnings

Contact

Performance of a Contract (Service delivery) or Legitimate Interests (Safety)

To improve our website/services

Technical, Usage

Legitimate Interests (To keep our website updated and relevant)

5. Data Retention: Why We Keep Records

Unlike many businesses that delete data strictly after a contract ends, Geko Grit retains service data for a longer period due to the nature of liability claims.

Service & Gritting Logs: We retain all operational data (dates/times of gritting, weather reports, site photos) for a minimum of 6 years from the end of the winter season.

Reasoning: Personal injury claims (e.g., slips on ice) can be brought up to 3 years after an incident, and contract claims up to 6 years. To fulfil our promise of "Legal Defence" and protection from litigation, we must preserve this evidence to prove we fulfilled our duty of care.

Client Contact Info: Retained for the duration of our relationship + 6 years for tax/accounting purposes.

6. Sharing Your Data

We do not sell your data. We may share your data with:

Subcontractors: Trusted winter maintenance partners who assist in covering specific North East areas during extreme weather (strictly for service delivery).
Professional Advisers: Lawyers, insurers, and accountants, particularly if we are assisting you in defending a liability claim.
Government Bodies: HMRC or regulators if required by law.

7. Data Security

We have put in place robust security measures to prevent your personal data from being accidentally lost, used, or accessed in an unauthorized way. This includes secure digital storage of all gritting logs and "Compliance Audit" reports.

8. Your Legal Rights

Under the UK GDPR, you have rights including:

Request access to your personal data (a "Subject Access Request").
Request correction of your data.
Request erasure of your data (Note: We may deny this request regarding gritting logs if they are required for potential legal defence, as allowed under GDPR Article 17(3)(e)).
Object to processing (e.g., for marketing purposes).

To exercise any of these rights, please contact us at [Insert Email Address].

9. Third-Party Links

Our website may include links to third-party websites (e.g., Met Office, YouTube). We do not control these third-party websites and are not responsible for their privacy statements.