This policy sets out the basis on which any personal information we collect from you, or that you provide to us. We advise you to read the following policy in order to understand how we use your information, where we store your information, and how we protect your information.
When processing your information, we must comply with the principles of good practice outlined below. These ensure that your personal information must be:
- Processed lawfully, fairly and in a transparent manner
- Processed for specified, explicit and legitimate purposes
- Relevant and limited to what is necessary
- Accurate and kept up-to-date
- Processed in a manner than ensures appropriate security
We may collect, use, store and transfer different kinds of personal information about you, such as:
- Identity Data, such as your name and title
- Account Identity Data, such as your email address and your password,
- Contact Data, such as your billing address, delivery address, email address and telephone numbers,
- Marketing Data, such as your preferences in receiving marketing from us and our third parties, and your communication preferences.
- Financial Data, such as bank account and payment card details,
- Transaction Data, including details about payments to and from you, and other details of products you purchase from us,
- Technical Data, including IP addresses, your log-in data, browser type and version, time-zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access our Fleming Agri Products Website,
- Profile Data, including purchases or orders made by you
Information relating to your racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, health, criminal convictions, sex life or sexual orientation, or certain types of genetic or biometric data is known as ‘special category’ data.
We may obtain personal information by directly interacting with you, such as:
- Placing orders for products via our website,
- Creating an account on our website,
- Participating in discussion boards or other social media functions on our website,
- Browsing our website while logged into your Fleming Agri Products Dealer log in area,
- Entering a competition, promotion or survey organised by us, or otherwise providing us with feedback,
- Subscribing to our publications, or otherwise requesting marketing material to be sent to you, or corresponding with us by phone, email, and letters or otherwise.
We may obtain personal information via automated technology when you interact with our website by using cookies, server logs and other similar technologies.
We may also collect personal information about you from third parties or publicly-available sources, such as:
- Analytics providers (for example, Google)
- Credit reference and fraud prevention agencies
- Providers of technical, payment and delivery services
- Companies House, LinkedIn and the electoral register
We will only use your personal information when the law allows us to. Most commonly, we will use your personal information in the following circumstances:
- You have given us consent.
- We need to perform a contract we are about to enter into, or have entered into, with you,
- Where it is necessary for our or a third party’s legitimate interests, and your interests and rights do not override those interests.
- Where we need to comply with a legal or regulatory obligation.
- We do not use ‘special category’ information.
We may use your personal information for a number of different purposes. For each purpose, we are required to confirm the ‘legal basis’ that allows us to use your information, as follows:
- Purposes for which we will use the information you give to us
- To register you as a new customer
- To process your order and, if accepted, to deliver the products to you
- To manage your queries or complaints
- To collect and recover money owed to us
- To enable you to participate in a prize draw, competition or complete a survey
- To create customer profile types that are used to help identify new customers from other sources. These profiles DO NOT contain personal data.
- The legal basis that allows us to use your information as It will be necessary for our legitimate business interests, and to monitor the performance of the contract between you and us
If you are unable to provide us with your Information
It is a contractual requirement for you to provide us with certain information, namely your name, delivery address, phone number and email address. During the ordering process you could be required to provide payment information to our chosen payment service provider. We do not hold a record of any of your bank or credit/payment card details. Failure to provide us with the necessary information required to complete a sale could result in the cancellation of your order.
We may share your personal data with trusted third parties. For example, the trusted haulage and shipping partners used to deliver your orders or IT Consultants used to keep our systems running.
This is the policy we apply to those organisations to keep your data safe and protect your privacy:
- We provide only the information they need to perform their specific services.
- We require all third parties to respect the security of your personal information and to treat it in accordance with the law.
- We do not allow our third-party service providers to use your personal information for their own purposes and only permit them to process your personal information for specified purposes and in accordance with our instructions.
- If we stop using their services, any of your data held by them will either be deleted or rendered anonymous.
- Third parties we work with are:
- Email Services
- Mailing Services
- Payment Services
- Social Media
- Regulatory Bodies
- Law Enforcement
- IT Services
We may also disclose your information to third parties to whom we may choose to sell, transfer, or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal information in the same way as set out in this policy. Should this be the case, we will contact you to inform you of any changes.
All information you provide to us is stored on our secure servers in the United Kingdom, or within the EU.
We will take all steps reasonably necessary to ensure that your data is treated securely, including a formal review of the security provisions of 3rd party Data Controllers we use, including taking the following safeguards:
- Our IT Services deploy security and monitoring tools that restrict access and alert us to any unauthorised behaviour on our network and systems.
- We comply with the Payment Card Industry Data Security Standards in relation to debit/credit card payments made on our website.
- Building entries. Our premises and those of the 3rd parties we use are access controlled and monitored always, with on-site security and CCTV.
- Secure lockable Offices. Desks and cupboards are kept locked if they hold confidential information of any kind.
- Methods of disposal of printed hardcopies. Paper documents are disposed of by shredding in a manner that ensures confidentiality.
- We maintain strictly controlled access to systems and data based on the authorised roles of staff.
- We ensure our employees are trained in the importance of data security.
- Overseas transfers. Whenever we transfer your personal information outside the United Kingdom, we ensure a similar degree of protection is afforded to it by ensuring that we apply appropriate safeguards.
Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal information, we cannot guarantee the security of your data transmitted to our website; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.
We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.
The length of time that we will store your data will depend on the ‘legal basis’ for why we are using that data, as follows:
- We will use/store your data for as long as it is necessary for the performance of the contract between you and us. You can, at any time request us to stop using your information/data.
You have various legal rights in relation to the information you give us, or which we collect about you, as follows:
- You have a right to access the information we hold about you free-of-charge, together with various information about why and how we are using your information, to whom we may have disclosed that information, from where we originally obtained the information and for how long we will use your information.
- You have the right to ask us to make any changes to any information we hold about you deem to be inaccurate or incomplete.
- You have the right to ask us to erase the information we hold about you (the ‘right to be forgotten’). Please note that this right can only be exercised in certain circumstances and, if you ask us to erase your information and we are unable to do so, we will explain why not.
- You have the right to ask us to stop using your information where: (i) the information we hold about you is inaccurate; (ii) we are unlawfully using your information; (iii) we no longer need to use the information; or (iv) we do not have a legitimate reason to use the information. Please note that we may continue to store your information, or use your information for the purpose of legal proceedings or for protecting the rights of any other person.
- You have the right to ask us to transmit the information we hold about you to another person or company in a structured, commonly-used and machine-readable format. Please note that this right can only be exercised in certain circumstances and, if you ask us to transmit your information and we are unable to do so, we will explain why not.
- Where we use/store your information because it is necessary for our legitimate business interests, you have the right to object to us using/storing your information. We will stop using/storing your information unless we can demonstrate why we believe we have a legitimate business interest which overrides your interests, rights and freedoms.
- You have the right to withdraw your consent at any time.
- You have the right to object to us using/storing your information for direct marketing purposes. You can unsubscribe at any time.
You can request us to stop sending you marketing communications by taking the following steps:
- Using the unsubscribe link in our emails.
- Writing to the address at the top of this policy.
- Emailing us at: firstname.lastname@example.org
- Phoning us.
Talk to us
Questions, comments and requests regarding this policy are welcomed and can be addressed to our Management Team by writing to the address at the top of this policy, or by emailing us at email@example.com.