Privacy Policy

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Effective Date: 24/09/2025

Encompass Ag Ltd ("we", "us", "our") is committed to protecting your personal data. This Privacy Policy explains how we collect, use, and protect your information in accordance with the UK General Data Protection Regulation (UK GDPR) and Data Protection Act 2018.

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By using our services or visiting our website, you agree to the terms of this Privacy Policy.

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Who We Are

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Encompass Ag Ltd is a UK-based agricultural consultancy business providing environmental advice, compliance support, grant application assistance, and other farm consultancy services.

Registered Business Address:
21A High Street Stilton Peterborough 
Email: Richard@encompassag.co.uk

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We are the Data Controller for the purposes of data protection law.

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What Personal Data We Collect

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

• Name and contact details (e.g. phone number, email address)

• Business name and address

• Farm or land information (e.g. maps, assessments, scheme details)

• Financial information (where relevant for scheme or grant applications)

• Any other information you provide to us during consultancy services or correspondence

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How We Collect Your Data

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We collect data in the following ways:

• Directly from you via phone, email, or in-person meetings

• Through contact forms on our website

• During site visits and consultations

• From publicly available sources or third parties (e.g. RPA, assurance schemes) if authorised by you

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Why We Collect Your Data

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We process your personal data for the following purposes:

• To deliver farm consultancy services

• To prepare environmental assessments, grant applications, and compliance reports

• To respond to enquiries or provide customer support

• To maintain accurate business and financial records

• To comply with legal or regulatory obligations

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Lawful Basis for Processing

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Under the UK GDPR, the lawful bases we rely on for processing your data include:

• Contract – processing is necessary for the performance of a contract with you

• Consent – where you have given us clear permission to process your data

• Legal obligation – to comply with the law (e.g. HMRC, environmental regulations)

• Legitimate interests – where it is necessary for our business purposes and does not override your rights

You can withdraw consent at any time by contacting us at the details above.

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Sharing Your Information

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We only share your data when necessary, and only with:

• Regulatory bodies (e.g. Rural Payments Agency, Environment Agency) when required

• Subcontractors or partners (e.g. mapping or testing services) under strict confidentiality

• Accountants or legal professionals for business operations

• Website or IT service providers (with appropriate data protection measures in place)

We do not sell or rent your data to third parties.

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Data Storage and Security

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We take appropriate security measures to protect your data, including:

• Secure storage (password-protected systems, encrypted files)

• Access controls (only authorised personnel)

• Data backup and recovery processes

Your data is stored in the UK or within the EEA. We do not transfer your data outside these areas unless adequate safeguards are in place.

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How Long We Keep Your Data

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We only retain your data for as long as necessary to:

• Fulfil the purposes we collected it for

• Comply with legal and tax requirements (usually 6–7 years for financial records)

• Maintain relevant project history if you are an ongoing client

After this period, your data will be securely deleted or anonymised.

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Your Data Protection Rights

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Under data protection law, you have the right to:

• Access the personal data we hold about you

• Request correction of inaccurate or incomplete data

• Request deletion of your data ("right to be forgotten")

• Object to or restrict certain types of processing

• Data portability – request a copy of your data in a common format

• Withdraw consent at any time

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To exercise any of these rights, contact us using the details above.

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) if you believe your data is not being handled correctly:

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Website: www.ico.org.uk
Phone: 0303 123 1113

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Changes to This Policy

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We may update this Privacy Policy from time to time. The latest version will always be available on our website and we encourage you to review it periodically.

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Questions?

If you have any questions about this Privacy Policy or how we handle your data, please contact:

Email: richard@encompassag.co.uk

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