Privacy Policy
It is important that you read this Privacy Policy (together with any other Privacy Policy or fair processing notice we may provide on specific occasions when we are collecting or processing personal data about you) so that you are fully aware of how and why we are using your data.
Information about us
We are GiftTrees Partners Ltd, located at Piccadilly Business Centre Unit C, Aldow Enterprise Park Blackett Street Manchester M12 6AE, registered in England under company number 08887943. You can contact us by writing to us at this address or by sending us an email to partners@gifttrees.com.
What does this Privacy Policy cover?
This Privacy Policy explains how we use your personal data: how it is collected, how it is held, and how it is processed. It also explains your rights under the law relating to your personal data.
What is personal data?
Personal data is defined by the UK GDPR and the Data Protection Act 2018 (together, “the Data Protection Legislation”) as ‘any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier’.
Personal data is, in simpler terms, any information about you that enables you to be identified. Personal data covers obvious information such as your name and contact details, but it also covers less obvious information such as electronic location data and other online identifiers.
How we collect your personal data:
We may collect and hold some or all of your personal data from the following sources:
- Customers signing up to use our product
- Customers signing up for a free trial of our product
- The forms on our Sustainably Run Meeting and Carbon Friendly Dining websites, Sustainably Run Meetings and Carbon Friendly Dining are brand names of GiftTrees Partners Limited. GiftTrees Partners Limited will be the data controller for any personal data collected via the websites.
- Correspondence received by email, telephone or post
- Invitations for Sustainably Run Meetings (only the email addresses and names of the meeting attendees are collected)
- Individuals who opt to buy a GiftTree when making purchases from a company that uses our GiftTrees products
- Staff who are invited to sign up to our software by employers that use our products
- Restaurant staff who undertake our Front of House Certification training when their employer signs up to GiftTrees and Carbon Friendly Dining Restaurants
- User feedback surveys
- LinkedIn profile data
- Automated technologies or interactions. As you interact with any of our website(s), we may automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, server logs and other similar technologies. We may also receive Technical Data about you if you visit other websites employing our cookies. “Technical Data” may include internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, device ID and other technology on the devices you use to access this website. Please see our cookie policy for further details.
We do not knowingly collect any ‘special category’ or ‘sensitive’ personal data, personal data relating to children or data relating to criminal convictions and/or offenses.
The purposes for which we process your personal data
The table below states all the purposes for which we process your personal data, the categories of personal data we collect about you and our lawful bases for processing your data. All our processing is based on the lawful basis of legitimate interests or consent.
GiftTrees Products
Purpose of processing | Type of Data Processed | Lawful basis for processing |
To sign you up to our product and administer your GiftTrees account | Name, job title, company, email address, mobile number and Bank details. | It is within our legitimate interests to process this personal data in order to provide you with the services you have requested. |
To provide you with a free trial of our product where this is offered. | Name, job title, company, email address and mobile number | It is within our legitimate interests to process this personal data in order to set you up with a free trial of our product. |
To organise Sustainably Run Meetings | Meeting attendees’ email addresses and name (if known). | It is within our legitimate interests to process meeting attendees’ personal data in order to provide our Sustainably Run Meetings service and arrange to plant trees on each attendees’ behalf. |
To promote services to Sustainably Run Meeting attendees which we believe may be of interest to them. | Meeting attendees’ email addresses and names. | We will only send marketing to meeting attendees if they have given us consent to do so. |
To obtain your feedback on our service where you have filled in one of our survey forms. | Your name, email address and survey responses | It is within our legitimate interests to obtain feedback about our services to help us understand how we might improve our products. |
| Name, job title and email address | It is within our legitimate interests to ensure that GiftTrees and Carbon Friendly Dining Restaurants Customers receive adequate training on how to use or product. |
To enable us to plant a tree on behalf of GiftTrees and Carbon Friendly Dining Restaurant patrons | Patron’s name, email address, bill value and date and time of restaurant visit | It is within our legitimate interests to process this data in order to provide our GiftTrees and Carbon Friendly Dining Restaurant’s service and arrange to plant trees on patrons’ behalf. |
To enable us to plant a tree on behalf of consumers who have made a purchase with an online retailer who uses the GiftTrees Ecommerce plugin | Name, company worked for, bank account details | It is within our legitimate interests to process this information in order to provide our GiftTrees Ecommerce service and arrange to plant trees on consumers’ behalf. |
To enable us to plant a tree on behalf of someone who purchases a product or service via a GiftTrees Bespoke product. | The personal data we collect will depend on the purposes for which the bespoke product is designed so it is not possible to provide a definitive list here. However, we will provide users with tailor-made privacy notices for each of the individual bespoke products we produce if required. | It is within our legitimate interests to process this information in order to provide a bespoke service and arrange to plant trees on users’ behalf. |
Purpose of processing | Type of Data Processed | Lawful basis for processing |
To identify new business contacts on LinkedIn. We process this personal data in order to plant a tree on your behalf, provide you with an official tree planting certificate and to keep in touch with you and promote our services which we believe will provide value to your company. | The personal information we collect from LinkedIn profiles includes Name, job title, company, location, LinkedIn profile URL, email address, mobile number, links to other social profiles, website, birth day and month name, job title, email address, mobile number, location and date of birth (we only use your d.o.b to send e-birthday cards). | It is within our legitimate interests to make new business contacts and market our products to other companies which we believe will find our products will provide value, so we can develop and grow our organisation. |
To identify and potential new influencers on LinkedIn. We process this data to canvas your opinions on a range of CSR related subjects and to keep in touch with you and promote our services which we believe are of interest to your company. | The personal information we collect from LinkedIn profiles includes name, job title, company, location, LinkedIn profile URL, email address, mobile number, social media profiles, website, birthday and month (we only use your d.o.b to send e-birthday cards). | It is within our legitimate interests to create informative and educational content, make new business contacts and market our products to other companies which we believe our products will provide value, so we can develop and grow our organisation. |
If you wish to remove all personal data collected via LinkedIn and other sources, please email Support@GiftTrees.com stating your LinkedIn profile URL.
Who has access to your personal data?
As at the date of this Privacy Policy, your personal data can be accessed by the following companies.
Who we share your personal data with
- Our IT provider (for IT support purposes only)
- Our Marketing Agency (for system administration only)
- Our Accounts department (for invoicing and ancillary accounting purposes only)
- Our software developers in India and HubSpot agency in Pakistan also have access your personal data but only where this is necessary for administrative purposes or to maintain our website and databases. We have written Standard Contractual Clauses into our contracts with these companies that oblige them to apply adequate safeguards to your personal data.
- We will not share any of your personal data with any third parties for any purposes, subject to the following exceptions:
- we share personal data with payment providers when we need to collect payments from our customers.
- we also share personal data with HubSpot in the USA, who host our marketing database and hold the contact details of our customers, prospective customers, Sustainably Run Meeting attendees and influencers. HubSpot has signed up to Standard Contractual Clauses to ensure that transfers of personal data from the UK to the US are covered by appropriate safeguards
- if we sell, transfer, or merge parts of our business or assets, your personal data may be transferred to a third party. Any new owner of our business may continue to use your personal data in the same way(s) that we have used it, as specified in this Privacy Policy
- in some limited circumstances, we may be legally required to share certain personal data, which might include yours, if we are involved in legal proceedings or complying with legal obligations, a court order, or the instructions of a government authority
- We use Zoho Zia (https://www.zoho.com/zia), a customer relationship management platform that incorporates AI technology. We use Zoho Zia to improve the efficiency, quality, and speed of our business processes. We may process personal data when using Zoho Zia. For more information on data privacy and security of Zoho Zia, please visit Zoho Zia data privacy page here: https://www.zoho.com/en-uk/privacy.html.
Marketing
We may use personal data to advise you of marketing initiatives that we think may be of interest to you. This may include product or service offerings, newsletters, and general information about us. If you wish to opt out from receiving any further marketing and promotional material, you can follow unsubscribe instructions on marketing messages and/or send an email to marketing@gifttrees.com and we will process your request as soon as is practical. [Please refer to our Opt-Out Policy for more details.]
We never disclose personal information to a third party for the purpose of allowing them to direct market their products or services to you, unless you have expressly consented to that disclosure.
Storage and transfer of personal data
We may store some of your personal data:
- in the UK. This means that it will be fully protected under the Data Protection Legislation.
- within the EEA. This means that your personal data will be fully protected under the EU GDPR and/or to equivalent standards by law. Transfers of personal data to the EEA from the UK are permitted without additional safeguards
- in countries outside of the UK. These are known as “third countries”. We will take additional steps in order to ensure that your personal data is treated just as safely and securely as it would be within the UK and under the Data Protection Legislation as follows:
- we will only store or transfer personal data in or to countries that are deemed to provide an adequate level of protection for personal data. For further information about adequacy decisions and adequacy regulations, please refer to the Information Commissioner’s Office, or
- will use specific approved contracts which ensure the same levels of personal data protection that apply under the Data Protection Legislation. For further information, please refer to the Information Commissioner’s Office.
Keeping us informed of changes
It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.
Your Rights
Under the Data Protection Legislation, you have a number of rights, the main one being the right to be informed about our collection and use of your personal data. This Privacy Policy should tell you everything you need to know, but you can always contact us to find out more or to ask any questions.
You have the right to:
- Request access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
- Request correction of personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
- Request erasure of your personal data (also known as “the right to be forgotten"). This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with the law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
- Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes.
- Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data’s accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
- Request the transfer of your personal data to yourself or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
- Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.
More information on how to exercise these rights can be found on the Information Commissioner’s Office’s website or your local Citizens Advice Bureau.
Contact Details of Data Protection Officer
If you have any questions about this Privacy Policy, including any requests to exercise your rights, then you can contact the GiftTrees Data Protection Officer at dpo@evalian.co.uk.
Complaints
If you are unhappy about the manner in which GiftTrees has processed your personal data, then you have a right to complain to the Information Commissioner’s Office. Their contact details are as follows:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
SK9 5AF
Tel: 0303 123 1113
You can also submit a complaint via their online complaints form.
We would, however, greatly appreciate the chance to deal with your concerns first so we would ask that you please contact us in the first instance if you have any complaints.
Changes to this Privacy Policy
We may change this Privacy Policy from time to time. This may be necessary, for example, if the law changes, or if we change our business in a way that affects personal data protection. Any changes will be made available on our website.
This version of our privacy policy was last updated on July 2025.
