Data protection privacy notice (Sales and Purchasing)

This notice explains what personal data (information) we hold about you, how we collect it, and how we use and may share information about you with any third parties. We are required to notify you of this information under data protection legislation.

 

Who collects the information
New Forest Ice Cream Ltd (‘Company’) is a ‘data controller’ and gathers and uses certain information about you and/or your company.

 

Customer Information

This is collected by our sales representatives and anyone else with sales responsibilities including directors, the General Manager, telesales and customer service staff, the Transport Manager, our Graphic Designer, Accounts staff and drivers.

 

Purchasing and Services Data
This is collected by our Director of Sales and Purchase, the Director and Head of Production, our Graphics Designer and Accounts staff.

 

Other Data

CCTV data is recorded and viewed by those members of staff who have access to the system and our outside provider and maintenance company.

 

Data protection principles

We will comply with the data protection principles when gathering and using personal information in a transparent and fair way and we have a lawful basis for processing your information.

 

About the information we collect and hold

 

What information

We may collect the following information about you and/or your business:

  • Your name, contact details (e.g. business address, home address, home and mobile phone numbers and email address and those of your staff and associates where applicable;
  • Details of your bank or building society;
  • CCTV data regarding your whereabouts onsite, should you visit our premises;
  • Details of your use of business-related social media, such as LinkedIn;
  • Your use of our social media platforms; and
  • Details in references about you that we give to others.

Some of the categories above may not apply to you depending on your association with the Company.

How we collect the information
We may collect this information from you face to face or by CCTV and access control systems, communications systems, remote access systems, email and instant messaging systems, intranet and Internet facilities, telephones, voicemail and mobile phone records.

 

Why we collect the information and how we use it

We will typically collect and use this information for the following purposes:

  • for the performance of a contract with you, or to take steps to enter into a contract;
  • for compliance with a legal obligation to record personal data accurately to account for and show evidence to the Government via HMRC and our accountants and Bank and;
  • for the purposes of our legitimate interests or those of a third party, but only if these are not overridden by your interests, rights or freedoms.

We seek to ensure that our information collection and processing is always proportionate. We will notify you of any material changes to information we collect or to the purposes for which we collect and process it.

 

How we may share the information

We may also need to share some of the above categories of personal information with other parties, such as external contractors and our professional advisers. Usually, information will be anonymised but this may not always be possible. The recipient of the information will be bound by confidentiality obligations. We may also be required to share some personal information as required to comply with the law. Information about our suppliers may be passed to our accountants and customer data may be passed to our credit check agency, our debt collection agencies and to our Bank.

 

Where information may be held

Information may be held at our offices, and third party agencies, service providers, representatives and agents as described above. We have security measures in place to seek to ensure that there is appropriate security for information we hold as detailed in our office GDPR privacy notice, which we may be able to discuss with you on request depending on the information we hold.

 

How long we keep your information

We keep your information in paper format for an obligatory six years and according to HMRC and general accountancy practices and otherwise for no longer than is necessary for the purposes for which the personal information is processed.

 

Your rights to correct and access your information and to ask for it to be erased

Please contact our Data Protection Officer (DPO) if (in accordance with applicable law) you would like to correct or request access to information that we hold relating to you or if you have any questions about this notice. You also have the right to ask our Data Protection Officer for some but not all of the information we hold and process, to be erased (the ‘right to be forgotten’) in certain circumstances. Our DPO will provide you with further information about the right to be forgotten, if you ask for it.

 

Keeping your personal information secure

We have appropriate security measures in place to prevent personal information from being accidentally lost, or used or accessed in an unauthorised way. We limit access to your personal information to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.

We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.

 

How to complain

We hope that our Data Protection Officer can resolve any query or concern you raise about our use of your information. If not, contact the Information Commissioner at ico.org.uk/concerns/ or telephone: 0303 123 1113 for further information about your rights and how to make a formal complaint.

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