In compliance with UK data protection regulations, this privacy policy explains what personal information The Millbrook Garden Company Ltd will collect from you when you visit our website, garden centres or are a recipient of our services.

The Millbrook Garden Company Ltd is committed to ensuring that your data and privacy is protected. Should we ask you to provide certain information by which you can be identified when interacting with us, you can be assured that it will only be used in accordance with this privacy statement.

The Millbrook Garden Company Ltd may change this policy from time to time by updating this page. You should check this page periodically to ensure that you are happy with any changes. This policy was last updated in November 2025.

Personal Data Collected

Millbrook may collect personal information which we receive when:

• you use our website or our online shop
• you visit on of our centres and or make a purchase
• you are a recipient of our services
• join our loyalty programme or use the TMF App
• you book or attend an event
• you enter one of our prize draws
• you make a general enquiry or contact us
• you apply for a role with Millbrook

We may collect the following types of information:

• your name, address, email address, telephone number(s) and other contact details
• information required to provide you with a service (e.g. national insurance number, bank details, tax information etc), and details of our services that you have used
• your company’s name, your position in the company; the company’s address, company’s email address and telephone number
• your payment information such as credit or debit card details and bank account details
• information about your online purchases (for example, what you have bought, when and where you bought it and how you paid for it)
• technical details such as your IP address and network stats when using our website
• electronic still & video footage via CCTV including biometric facial recognition and car registration recognition.

For more detailed information on the following services please scroll down:

• The Millbrook family (our Loyalty card programme)
• Applying for a Job
• CCTV

Special Categories of Data:

We collect special category data (biometric data such as facial recognition) using CCTVs cameras provided by FaceWatch. For more details on CCTV and the use of FaceWatch cameras please scroll down to CCTVs

Special categories of particularly sensitive personal information require higher levels of protection. We need to have further justification for collecting, storing and using this type of personal information and we do this with either your consent or as permitted by UK data protection legislation.

 

Why do we collect this information? (Our Legal Basis)

The personal data that is used is limited to the information we need and is processed mainly using the legal basis to perform the tasks or services we have agreed with you or as needed for legal requirements.

We collect your personal information to:

• Provide you with services that you may request from us such as completing delivery of purchases, attending an event, applying for a job or for our Loyalty scheme
• To provide a secure and safe environment at our garden centres
• Provide a personalised service to you when you visit our websites – this could include customising the content and/or layout of our website and webpages
• For our legitimate interests in making you aware of areas that may be of interest to you or to let you know about other products and services offered by Millbrook
• To meet any legal requirements

Keeping your information safe and secure 

We are committed to ensuring that your personal information is secure and protecting it from being inappropriately or accidentally accessed, used, shared or destroyed, and against it being lost.

We limit access to your personal information to those employees and other third parties who have a business need to know. They will only process your personal information on our instructions and they are subject to a duty of confidentiality

In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online or in hardcopy.

 

Sharing you data with third parties 

Access to your personal information is only allowed when required by law or is required as part of fulfilling our service obligations. Where we make use of third-party service providers to help us fulfil our services, the third party is required to take appropriate security measures to protect your personal information in line with our policies. We do not allow our third-party service providers to use your personal data for their own purposes and we only permit them to process your personal data for specified purposes and in accordance with our instructions.

We use third party providers to:

• administer any purchases in our garden centres
• administer our staff and volunteer records
• help us manage and host our Loyalty scheme
• host and administer our website
• for our IT security and systems
• for legal advice and guidance in matters related to care, data protection and employees

If you would like to know more specific details about where we share your data or the third parties, we use in each area of our organisation please contact us at: info@millbrookgc.co.uk 

 

International Data Transfers

We are a UK based Garden centre and we store and process personal data only in the UK or EEA.

In some instances, it may become necessary that your data may be exported to as well as stored and processed in countries outside of the country in which you reside, including, without limitation the United States for example in Cloud services provision.

For data subjects residing in the UK or EEA, this means that your personal information may be exported, stored, and processed outside of the UK or EEA. Whenever we transfer your personal data out of the UK or EEA, we ensure a similar degree of data privacy and protection is afforded to it by ensuring at least one of the following safeguards is implemented:

• we will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data by the UK and European Commission; including the EU-US Data Privacy Framework as approved under the UK - US Data Bridge: or
• where we use service providers who are not in territories approved by the UK or EU commission, we will look to implement additional safeguards such as a detailed review of security measures and the use Standard Contractual Clauses (SCCs) approved by the UK and or European Commission

 

How long do we keep personal information?

We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. The length of time is determined by operational and legal considerations.

For more detailed information on the following services please scroll down:

• The Millbrook family (our Loyalty card programme)
• Applying for a Job
• CCTV

 

Marketing

We may send to you details of in store details of special promotions or events that we feel may be of interest to you but most of our activity is only for members of our loyalty programme.

If you have joined The Millbrook Family we will send you special promotional information or gifts or vouchers.

You have a right at any time to stop us from contacting you for marketing purposes and can opt out by writing to us at millbrookfamily@millbrookgc.co.uk.

 

How We use Cookies

Cookies are small files of letters or numbers downloaded onto a device when users access websites. They are widely used in order to make websites work, or work more efficiently, as well as to provide service information to the owners of the site.

For more details on the cookies we use please visit Cookies Policy

 

Links to other websites

Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.

 

Controlling your personal information (Your Rights)

It is important that the personal information we hold about you is accurate and current. Please keep us informed if your personal information changes during your working relationship with us.

Under certain circumstances, you have rights under UK Data Protection Act 2018 in relation to your personal information. You may have the right to:

• be informed of how we will use your data as provided by this Policy
• access the information held about you. Your right of access can be exercised in accordance with data protection law;
• object to us processing or ask us to restrict the processing of your personal information for any of the purposes listed in this Policy, at any time
• ask us to update and correct any out-of-date or incorrect personal information that we hold about you free of charge
• ask us to erase or delete your personal information (in certain circumstances). We will do our best to respond to such requests, but these are subject to certain limitations such as legal requirements
• Request a transfer of your personal information (again in certain circumstances).

If you wish to exercise any of the above rights or to review, verify, correct or question anything detailed in this policy or are unhappy with any aspect of how we use your data please contact us:

 

The Millbrook Garden Company Ltd, Staplehurst Road, Marden, Tonbridge, Kent, TN12 9BT

or Email to info@millbrookgc.co.uk.

 

We will respond to your request promptly and look to resolve any query within 30 days and free of charge. However, we reserve the right to refuse or charge an administrative fee for the furthering of any of the above requests if they are done so in a frivolous, vexatious or excessive manner. We will always notify you if such a charge is being applied.

 

Complaints

You have the right to make a complaint at any time and we appreciate the chance to deal with your concerns in the first instance. To register a complaint please email us at

The Millbrook Garden Company Ltd, Staplehurst Road, Marden, Tonbridge, Kent, TN12 9BT

or Email to info@millbrookgc.co.uk.

If you are unsatisfied by our reply then you have the right to lodge a complaint to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues. You can contact the Information Commissioner’s Office by telephone on 0303 123 1113, or by using the live chat service which is available through the Information Commissioner’s website www.ico.org.uk.

 

Joining the Millbrook family

This is our loyalty card membership programme where we make offers available to our customers and offer additional personal benefits, rewards and surprises if you are a loyal visitor and regular purchaser at one of our stores.

What information we require

In order to join, you will complete a registration form requesting personal detail including, name, address, email address, phone number, month of birth, gender, interests and shopping preferences.

 

How we will collect information

To join the Millbrook family we will ask you for information at our till-points or on our App, or previously we may have asked you to complete either a paper form, or an electronic form.

Once you have joined the Millbrook family, you may choose to amend your personal details or preferences using an online form https://www.millbrookgc.co.uk/membership/amend-your-details or on our App.

 

How we will use information

We may use the information listed above in the following ways:

• to send promotional emails or postal mailings about new products, special offers or other information which we think you may find interesting
• to track purchases and redemptions of any promotional vouchers
• to profile our customers based on what purchases they make, in which stores and how much is spent with us
• occasionally we may share the data with external analytic experts to look at trends which is done using anonymised techniques, so no personal information is shared.

 

Who will have access to the data

Data will only be accessible by selected Millbrook employees and trusted data processors and only with people who actually need to see or use the data. We do not, and will never, sell or share your personal information with other third parties.

 

For the administration of the Loyalty scheme we use the services of a 3^rd party Corby & Fellas.

 

How long do we keep your data

Your data will be used for the lifetime of your continued use or benefit from the loyalty scheme.

Should you stop using our services we will look to contact and remind you after 30 months of inactivity to advise that we still hold your data. If there remains no interaction after this your file and data will be deleted after 3 years.

 

Your Rights

• You have the right at any time to request for your data to be deleted.
• You are welcome to request a copy of your membership or records to amended or deleted at any time.
• To exercise your rights please email us at millbrookfamily@millbrookgc.co.uk, or by calling us on 01622 832 299.

 

 

Applying for a Job

As part of our recruitment process we collect, process and store personal information about you from your application form and any accompanying covering letter and CV. This is collected for the Performance of contract or to meet necessary legal obligations.

All applications for a vacant position are completed by submitting your personal information to us using a 3^rd party provider DocuWare. In applying for a position you are accepting that Millbrook will process your personal data in accordance with this policy.

What information we require:

• An application for an advertised position or on a speculative basis, you will be asked to provide certain information:
  • name, address, email address and telephone number
  • employment history, salary levels, education and professional qualifications
  • the type of employment you are seeking and salary expectations
  • whether you have any criminal convictions other than those defined as “spent” under the Rehabilitation of Offenders Act 1974
  • your right to live and work in the UK

The provision of your Job Application data is voluntary, however, if you choose not to provide all of the information requested our ability to consider you as a candidate may be limited.

 

How we will collect information

Directly from you when you apply to a Millbrook job advert or are making a general enquiry about roles.

You will be required to complete an application form, you may also choose to provide additional information on an accompanying letter of your CV.

 

How we will use information

The data you provide will be used to assess and progress your application for employment with us, assessing your suitability for the role, to communicate with you, and if you are successful, activities to complete your successful induction into your role with Millbrook.

 

Who will have access to the data

During the recruitment process, or for employee records, only selected employees of Millbrook will have access to your data. These are members of the management team to whom you would report or who would have responsibility for you, selected team members who have been trained in our recruitment process who will attend interviews in a note taking capacity and HR Professionals.

The information that is captured by submitting an application is undertaken using a 3^rd party provider DocuWare. Your data is not otherwise shared externally. Any access to your data will be limited to what is required to successfully carry out the recruitment process.

 

How long will we keep information

If you are successful in your application the data you provide on your Job Application will be retained on your HR file, in line with our Data Retention Policy and Employee Privacy Policy; details of which will be made available to you when you become an employee.

Should you be unsuccessful in your application, we will retain your information for up to six months in order to advise you of further career opportunities we may have or should you latterly enquire or apply for another position

Your information will be stored securely and subsequently destroyed in a safe manner.

 

Your Rights

Unsuccessful applicants are welcome to ask us to remove their data at any time by emailing us at recruitment@millbrookgc.co.uk, or calling us on 01622 832 299.

 

 

CCTVs

The Millbrook Garden Company Ltd make use of CCTV cameras, APNRs cameras and Facewatch facial recognition technology based on our legitimate interests of crime prevention and detection of unlawful acts including theft and violence against our staff and customers, providing a safe and secure environment for our customers and colleagues.

 

How we will collect information

Our cameras are continuous and run automatically

• For general CCTV located within our garden centres only standard images are captured
• For ANPRs cameras are located in the centre car park and will capture images and details of your car registration when you visit or exit the site
• FaceWatch cameras are located only in the entrances of your garden centres; these use facial recognition technology

 

How we will use information

Images captured using these cameras is used Soley for crime prevention and providing a safe and secure environment for our customers and colleagues.

The FaceWatch cameras use facial recognition technology and AI technology to scan visitors at our centre entrances. The camera images are used by FaceWatch to scan to the data captured to watchlists to identify any known or suspected offenders which are notified to the Millbrook security team to help prevent crime or any incidents. These cameras will not be used for any other purpose so are not further processing for the majority of our customers and visitors.

 

Who will have access to the data

Data will only be accessible by selected Millbrook employees and trusted data processors and only with people who actually need to see or use the data.

The FaceWatch cameras are owned and operated by FaceWatch; further details of their processing can be found in store or at https://www.facewatch.co.uk/privacy/

 

How long do we keep your data

• Your data will be overwritten on CCTV and ANPRs cameras at least every 30 days
• Images from Facewatch cameras are held for 7 days by Millbrook
• Facewatch will delete any non-matched images immediately

 

Your Rights
You have the right at any time to object or request for your data captured using to be deleted. In most cases the data is only retained for a limited time, but should you wish to exercise your rights please email us at millbrookfamily@millbrookgc.co.uk, or by calling us on 01622 832 299