PRIVACY POLICY
This privacy policy statement sets out how Yester Farm Dairies Limited uses and protects any personal information that you give us whether you are a customer, suppliers, subcontractors or other partner. It also relates to personal data which may be shared with us by a third party on your behalf. Where a third party has shared your data with us, we expect that they have informed you about the processing and sharing of your data. Where you are applying for employment with us, please refer to our Recruitment & Employee Privacy Notice.
We are committed to ensuring that your privacy is protected. Should we ask you to provide certain information by which you can be identified, then you can be assured that it will only be used in accordance with this privacy statement.
We may update and change this policy from time to time and our policy will be available on our website or in hard copy if requested. You should check this page from time to time to ensure that you are happy with any changes. This policy is effective from 7th May 2018.
For the purpose of the Data Protection Legislation and this notice, we are the ‘data controller’. This means that we are responsible for deciding how we hold and use personal data about you.
Personal data is defined as any information relating to an identified or identifiable natural living person - a ‘data subject’.
Who are we?
When we say ‘we’ or ‘us’ or ‘our’, we are generally referring to Yester Farm Dairies Limited, a company registered in Scotland. Company No. SC396162. Registered Office: Kilstrule, Yester Mains, Gifford East Lothian EH41 4JG. We operate in the UK as a manufacturer and supplier of dairy products in the agriculture and food processing sectors and have less than 50 employees.
How do we collect and store your personal data?
We collect your personal data through a number of sources, such as:
When you set up an new account with us
When you contact us by email, telephone, post or social media
When you register with “YourMoo” on our website
When you make any complaints regarding our products or the service you have received
When we contact you to arrange agreements/ or contracts to supply us with goods or services
When you arrange a contract or agree to purchase our products
In the administration of our relationship with you
Through the fulfilment of our contractual obligations
Through CCTV Visual Imaging in areas within our processing, store, production and distribution areas.
We are committed to ensuring that the information we collect, use and store, is appropriate, is not excessive, is accurate and up to date, is not retained for longer than required and does not constitute an invasion of your privacy.
We may process your personal data for the performance of any contract or agreement we have in place with you and for our own legitimate interests, provided that those interests do not override any of your own interests, rights and freedoms which require the protection of personal data. This includes processing for marketing, business development, statistical and management purposes.
We may process your personal data for certain additional purposes with your consent, such as the provision of a newsletter or other marketing material. In these circumstances, where your consent is required for the processing of your personal data, you also have the right to withdraw your consent to processing your personal data. We will record the withdrawal of your consent and no further marketing will be sent to you.
What Personal Data do we collect and process?
The data we hold and process will depend on our relationship with you, along with the services or products we are providing to each other.
Typically, we may hold:
Names, Addresses – personal or business
Email address and telephone contact numbers – personal or business
Business name and nature of business
Bank Account details
Details of the services and products you currently or have previously provided to us
Details of products or services you currently or have previously bought or requested from us
Records of correspondence and communications with you
Records and detail regarding any complaints or enquiries you make to us
Your requests and preferences regarding marketing information and how you would wish to receive this information
Information from other sources, such as publically available information, industry networking information and national industry portals and records
Visual Imaging where you visit or access our premises
Legitimate Interests - How do we use the personal data we hold about you?
Having read and studied the options and the required lawful basis for processing data here at Yester Farm Dairies Ltd we have ascertained that the processing of data is necessary for our legitimate interests or the legitimate interests of a third party unless there is a good reason to protect the individual's personal data which overrides those legitimate interests.
We may collect and store personal data for a number of legitimate business reasons including:
To understand your needs and how they may be met
To fulfil our contractual obligations
To manage our relationship with you
To maintain customer and administration records
To provide changes to our products or service such as price changes
To verify identification where required
To communicate with you by post, email or phone
To deliver products
To effectively manage our distribution, logistics and deliveries including sub-contracting or franchising deliveries to a third party
To process financial transactions, invoicing, check trade references and applications for credit
To investigate and respond to any complaints you may make
To respond to your feedback
To prevent and detect crime, fraud or corruption
To meet legal, regulatory and ethical responsibilities
To visually monitor the safety and security of data subjects and the quality of our manufacturing process
How long will we keep your personal data?
We will only keep your personal data for as long as is necessary to fulfil the purposes for which it was collected.
When we assess the appropriate retention period for your personal data, we will consideration the following:
The requirements of our business and the products and services you provide to us and we supply and distribute to you
Any statutory or legal obligations
The purposes for which we originally collected the personal data
The lawful grounds on which we based our processing
The types of personal data we have collected
The amount and categories of your personal data
If the purpose of processing your personal data could be reasonably fulfilled by any other means
Who will we share your personal data with?
We will only share your personal data with third parties or with other organisations and individuals where:
There is a legal obligation to do so
Where it is requested by a public or regulatory authority – such as police or HMRC
Where we are bound by any code of practice
In the event of a complaint from you
Where it is a requirement in administrating our relationship with you
Where we have a legitimate interest to doing so
Where we require the services of third party service providers – such as specialist consultants, auditors and accountants, banking services, administration, I.T systems maintenance, we may be required to share your data with them in order for them to fulfil the contracts we have in place with them.
Data Security
We are serious about taking the appropriate measures to protect your personal data. We limit access to our buildings to those who require access – using key pad entry codes and other methods. We apply controls and access restrictions in our technology platforms such as passwords for access to hardware and software.
Where passwords are required by you to access secure platforms as part of the service we provide, it is your responsibility to keep these passwords secure.
Through the contracts and security measures we put in place, any third parties that we may share your data with are obliged to keep your details secure and to use this data only to fulfil the service they provide to you on our behalf. When they no longer need your data to fulfil this service, they will dispose of the details in line with our procedures. If we wish to pass your sensitive personal data onto a third party we will only do so once we have obtained your explicit consent or for the fulfilment of a contract we hold with you, unless we are legally required to do otherwise.
Your rights as a ‘data subject’
As a data subject, you have a number of rights including the right to ask us to correct, erase, restrict or object to processing your personal data.
Can I find out what personal data Yester Farm Dairies Limited holds about me?
If you submit a Subject Access Request we can confirm the information held about you and how we process it. If we process your personal data, you can request the following information from us:
Who is the person or organisation that decided how and why to process your data
Where applicable, the contact details of their Data Protection Coordinator
The legal basis for processing and the purpose of the data processing
Where personal data is being processed based on our legitimate interests or the legitimate interests of a third party, we need to be able to confirm what these interests are
Which categories of personal data are collected, stored and processed
Who we share your data with or disclose your data to
If we intend to transfer the personal data to a third country or share with an international organisation, we will confirm how we put measures in place to do so securely. Some countries which meet a minimum standard of data protection have been approved by the EU for sending personal data to. Where this approval is not in place, we will ensure that processing your data is protected by safeguards put in place by law and protected by model clauses and contracts approved by the ICO
Contacting Us and Your Right to Making a Complaint
If you wish to speak to us or question anything in this notice relating to how we collect, store or process your personal data, please email us at info@yesterfarmdairies.co.uk or write to our Data Protection Coordinator at Yester Farm Dairies Ltd, Yester Mains, Gifford East Lothian EH41 4JG.
We hope you don’t need to make a complaint about how we process your personal data or how a complaint has been handled. If you feel you do wish to complain, you have the right to complain through our Data Protection Coordinator as detailed above and the supervisory authority at the contact details below:
UK Data Protection Regulator, The Information Commissioner’s Office (‘ICO’), Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF or email https://ico.org.uk/concerns/
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Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us. You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.
Links to other websites
Our website may contain links to enable you to visit other websites of interest easily. 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.
