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New Privacy Policy

 

ASPATRIA FARMERS LIMITED – PRIVACY POLICY (01/05/2018)

Aspatria Farmers Limited respects your privacy and is committed to protecting your personal data. This privacy notice will inform you as to how we look after your personal data and tell you about your privacy rights and how the law protects you.

Purpose of this privacy notice This privacy notice aims to give you information on how Aspatria Farmers Limited collects and processes your personal data including any data you may provide when opening a trade account or the purchase of our products.

Not all the information that we hold and use is personal information, so it won’t be covered by the new privacy notice:

For sole traders and unincorporated partnerships, most information we hold will be personal.

For limited companies or incorporated partnerships, the privacy notice only covers information that relates to you and other key people.

Use of information about your company will still be covered by your product terms.

Changes to the privacy notice and your duty to inform us of changes The data protection law in the UK will change on 25 May 2018. Although this privacy notice sets out most of your rights under the new laws, we may not yet be able to respond to some of your requests (for example, a request for the transfer of your personal data) until May 2018 as we are still working towards getting our systems ready for some of these 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.  The data we collect about you

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data). We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:

  • Identity Data includes first name, last name, username or similar identifier, title, date of birth.
  • Contact Data includes billing address, delivery address, email address and telephone numbers.
  • Financial Data includes bank account and payment card details used to pay for products and account payments
  • Transaction Data includes details about payments to and from you and other details of products and services you have purchased from us.
  • Profile Data -purchases or orders made by you
  • Usage Data includes information about how you use our products and services.
  • Marketing and Communications Data includes your preferences in receiving marketing from us and your communication preferences.

If you fail to provide personal data Where we need to collect personal data by law, or under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with goods or services). In this case, we may have to cancel a product or service you have with us but we will notify you if this is the case at the time.

 How is your personal data collected?

We use different methods to collect data from and about you including through:

  • Direct interactions. You may give us your Identity, Contact and Financial Data by filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:
    • purchase our products or services;
    • create an account
    • request marketing to be sent to you

.

    • Third parties or publicly available sources. We may receive personal data about you from various third parties and public sources as set out below:
      • Contact, Financial and Transaction Data from providers of technical, payment and delivery services
  • Identity and Contact Data from publicly availably sources such as Companies House
  •  

 

How we use your personal data

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

  • Where we need to perform the contract we are about to enter into or have entered into with you.
  • Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
  • Where we need to comply with a legal or regulatory obligation.

Purposes for which we will use your personal data Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the table below.

Purpose/Activity Type of data Lawful basis for processing including basis of legitimate interest
To register you as a new customer
  • a) Identity
  • b) Contact
    Performance of a contract with you
To process and deliver your order including:

  • a) Manage payments, fees and charges
  • b) Collect and recover money owed to us
  • a) Identity
  • b) Contact
  • c) Financial
  • d) Transaction
  • e) Marketing and Communications
  • a) Performance of a contract with you
  • b) Necessary for our legitimate interests (to recover debts due to us)
To manage our relationship with you which will include:

  • a) Notifying you about changes to our terms or privacy policy
  • b) Asking you to leave a review or take a survey
  • a) Identity
  • b) Contact
  • c) Profile
  • d) Marketing and Communications
  • a) Performance of a contract with you
  • b) Necessary to comply with a legal obligation
  • c) Necessary for our legitimate interests (to keep our records updated and to study how customers use our products/services)
To enable you to partake in a prize draw, competition or complete a survey
  • a) Identity
  • b) Contact
  • c) Profile
  • d) Usage
  • e) Marketing and Communications
  • a) Performance of a contract with you
  • b) Necessary for our legitimate interests (to study how customers use our products/services, to develop them and grow our business)
To make suggestions and recommendations to you about goods or services that may be of interest to you
  • a) Identity
  • b) Contact
  • c) Technical
  • d) Usage
  • e) Profile
Necessary for our legitimate interests (to develop our products/services and grow our business)

 

Marketing We strive to provide you with choices regarding certain personal data uses, particularly around marketing and advertising. We have established the following personal data control mechanisms: Promotional offers & advice from us We may use your Identity, Contact, Technical, Usage and Profile Data to form a view on what we think you may want or need, or what may be of interest to you. This is how we decide which products, services, offers and technical advice may be relevant for you (we call this marketing). You will receive marketing and technical advice communications from us if you have requested information from us or purchased goods or services from us and, in each case, you have not opted out of receiving that marketing. This is in accordance with guidance given by the ICO at https://ico.org.uk/for-organisations/marketing/. Opting out You can ask us to stop sending you marketing messages at any time by following the unsubscribe links on any marketing message sent to you or by contacting us at any time. Where you opt out of receiving these marketing messages, this will not apply to personal data provided to us as a result of a product/service purchase, product/service experience or other transactions. Change of purpose We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us. If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so. Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

Disclosures of your personal data

We may have to share your personal data with the parties set out below for the purposes set out below.

External Haulage Providers & Suppliers – to deliver your order

  • Type of data – Identity, Contact
  • Basis – Performance of a contract with you

Muddyboots – to perform crop management services

  • Type of data – Identity, Contact, Usage, Profile
  • Basis – Performance of a contract with you

World Pay – to process your card payments

  • Type of data – Financial, Contact
  • Basis – Performance of a contract with you

Monpellier – provide external IT support

  • Type of data – Financial, Contact
  • Basis – Legitimate business interests (from time to time we require Monpellier to access our IT systems to provide maintenance and support. As such they have access to all our customer data held within our servers. Monpellier have their own data policies and we have mutually agreed these policies.

Professional advisors (including lawyers, debt collection agencies, bankers, insurers and accountants) – when we ask them to provide us with professional advice we may at times require to provide them with your identity, contact and transactional data.

Auditors – we are required by law to have an audit. As such our auditors have access at times to our records of customers’ identity, contact and transactional data..

Emergency services – in the event that we need to report accidents or incidents or request emergency assistance.

HM Revenue & Customs – RDCO returns

We are required by law to submit a return to HMRC of customers who have bought fuel form ourselves. The data we provide to them is Identity, Contact and Usage

Any government department, public body or other third party where we believe in good faith that the law requires this, in the interests of public health and safety and to protect the rights and safety of our employees and others.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions

Data security

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality

Our security measures include:-

Encryption of data

Mobile devices with access to business data are password protected.

Regular cyber security assessments

Staff data is held in locked cabinets or password protected computer files

Regular staff training

Internal policies in the staff handbook

Customer data is stored within files in our offices and is not left out in areas accessed by the general public.

Data retention

How long will you use my personal data for? We will only retain your personal data 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. To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.
We are required by law to retain data in relation to transactions carried out with ourselves for a period of 6 years, so this data cannot be removed from our files before the expiration of this period.

In some circumstances you can ask us to delete your data.

Your legal rights

Under certain circumstances, you have rights under data protection laws in relation to your personal data.

  • Request access to your personal data. This is 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 your personal data. 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. 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 local 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. You can 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. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information Request restriction of processing 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.
  • Right to withdraw consent You can 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. If you wish to exercise any of the rights set out above, please contact us.

 

What we may need from you We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response. LAWFUL BASIS Legitimate Interest means the interest of our business in conducting and managing our business to enable us to give you the best service/product and the best and most secure experience. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law). You can obtain further information about how we assess our legitimate interests against any potential impact on you in respect of specific activities by contacting us Performance of Contract means processing your data where it is necessary for the performance of a contract to which you are a party or to take steps at your request before entering into such a contract. Comply with a legal or regulatory obligation means processing your personal data where it is necessary for compliance with a legal or regulatory obligation that we are subject to.

 

 

Joining Aspatria Farmers

We always welcome new farmer members and as well as talking to our team please feel free to complete the attached New Members Form and mail it to us with your cheque and we will handle it from there!

Aspatria Farmers | aspatriafarmers.co.uk
Station Works, Aspatria, Cumbria, CA7 3JW
info@aspatriafarmers.co.uk | 01697 320207 | Copyright 2018 Aspatria Farmers Ltd.