PRIVACY-NOTICE

IDENTITY AND CONTACT DETAILS

Kerri Channell trading as Brambleolai.

6 Colebrook, Ottershaw, Surrey, KT16 0JU (visits by appointment only)

admin@brambleolai.co.uk

07749011510

www.brambleolai.co.uk

If you have any privacy specific concerns please contact Kerri: admin@brambleolai.co.uk

HOW WE COLLECT YOUR PERSONAL DATA, WHAT PERSONAL DATA WE COLLECT, WHY WE GET IT, AND HOW LONG WE RETAIN IT

When you visit our website

Our site (www.brambleolai.co.uk) uses cookies to give you the best browsing experience. We do not process this data beyond the cookies function on the site (the site cannot currently be used without the use of cookies) and we do not retain any data as a result of cookies. Please see our Cookie Page for a list of cookies used on this site. IF YOU DO NOT ACCEPT THE USE OF COOKIES YOU MUST DISCONTINUE USE OF THIS SITE IMMEDIATELY AND YOU MAY NEED TO REVIEW YOU BROWSER COOKIE SETTINGS TO REMOVE ANY UNWANTED COOKIES.

We use WordPress to create our site and we use a service provided by Jetpack to collect anonymous information about users’ activity on our site – for example the number of users viewing pages on the site – to help us research and improve the sight’s effectiveness. We do not make any attempt to find out the identities of those visiting our website. We do not process, or retain, any non-identifying data about visitors to our site outside of the website database. To find out more about how Jetpack collects, processes, and retains this data please see their site for information: https://jetpack.com/support/wordpress-com-stats/#privacy. WordPress and Jetpack are both run by Automattic – for more information on how Automattic use personal data please see their site: https://automattic.com/privacy-notice/

Our legal basis for collecting data on our site is our legitimate interests.

When you contact us using the contact form

We use WordPress to create our site and we use a contact form provided by Jetpack to collect data. When you contact us using the contact form on our site – the data is stored in the database of our site and is emailed directly to the owner of the site (Kerri Channell). This email will include the submitter’s IP address, timestamp, name, email address, and data entered on the form. We only use this data for customer service reasons or for reasons you have instructed us to use it – e.g. to respond to your message, or fulfil an order – and not for marketing purposes. Where the data was processed for customer service/correspondence we will only retain the data for as long as necessary to resolve the enquiry or until the enquiry is deemed no longer valid. Where the data was processed for contractual reasons we will retain the data for 6 years after the contract is complete or deemed void – we may then anonymise the data (remove any personal identifying data) and retain it indefinitely for business improvement/development purposes. To find out more about how Jetpack collects, processes, and retains this data please see their site for information: https://jetpack.com/support/contact-form/#privacy. WordPress and Jetpack are both run by Automattic – for more information on how Automattic use personal data please see their site: https://automattic.com/privacy-notice/

Our legal basis for collecting, processing, and retaining data from contact via our contact form is our legitimate interests and contract purposes.

When you contact us via email, text, or phone

We only collect and process the data you knowingly provide us – such as your name, email address, phone/mobile number, and message/opinion – when you correspond with us via email, text, or phone. We only use this data for customer service reasons or for reasons you have instructed us to use it – e.g. to respond to your message, or fulfil an order – and not for marketing purposes. Where the data was processed for customer service/correspondence we will only retain the data for as long as necessary to resolve the enquiry or until the enquiry is deemed no longer valid. Where the data was processed for contractual reasons we will retain the data for 6 years after the contract is complete or deemed void – we may then anonymise the data (remove any personal identifying data) and retain it indefinitely for business improvement/development purposes.

When you contact us via email, text, or phone – it is reasonable for you to expect us to use your information for an intended obvious purpose and therefore we may not actively explain our privacy policy to you. It is instead up to you to look for our privacy notice on our website (www.brambleolai.co.uk/privacy-notice).

Our legal basis for collecting, processing, and retaining data from email, text, and phone correspondence is our legitimate interests and contract purposes.

When you contact or connect with us via social media or Skype

We use social media sites and apps, and Skype, to connect with our customers and audience. When you connect (i.e. comment, like or react) with us via social media we do not process or retain your data outside of the social media site/app but your data may be stored indefinitely within the site/app. When you contact us via social media direct messaging or Skype we only collect and process the data you knowingly provide us – such as your name, email address, phone/mobile number, and message/opinion. We only use this data for customer service reasons or for reasons you have instructed us to use it – e.g. to respond to your message, or fulfil an order – and not for marketing purposes. Where the data was processed for customer service/correspondence we will only retain the data for as long as necessary to resolve the enquiry or until the enquiry is deemed no longer valid. Where the data was processed for contractual reasons we will retain the data for 6 years after the contract is complete or deemed void – we may then anonymise the data (remove any personal identifying data) and retain it indefinitely for business improvement/development purposes. You should check your personal privacy settings and the privacy policies of any social media sites/apps you connect or contact us via for more information on how they collect, process, and retain your data.

When you contact or connect with us via social media or Skype – it is reasonable for you to expect us to use your information for an intended obvious purpose and therefore we may not actively explain our privacy policy to you. It is instead up to you to look for our privacy notice on our website (www.brambleolai.co.uk/privacy-notice).

Our legal basis for collecting, processing, and retaining data from social media correspondence is our legitimate interests and contract purposes.

When you place an order

We use order forms and financial records (such as invoices) to collect, process, and retain your personal data – such as name, address, email address, phone number, and order details – when you place an order with us. We only use this data for reasons you have instructed us to use it and for reasons you would reasonably expect in order to fulfil and complete your order and transaction – and not for marketing purposes. Where the data was processed for contractual reasons we will retain the data for 6 years after the contract is complete or deemed void – we may then anonymise the data (remove any personal identifying data) and retain it indefinitely for business improvement/development purposes. Where the data was processed for transactional reasons and financial records we will retain the data for 6 years after the tax year of the transaction – we may then anonymise the data (remove any personal identifying data) and retain it indefinitely for business improvement/development purposes.

There may be times when you need to give us another person’s personal data – such as the name of a Venue contact or a delivery address other than your own. It would be disproportionate for us to verify this data or inform the subject of our privacy policy and therefore you must ensure you have their permission to give us their information – it is then reasonable for them to expect us to use their information for an intended obvious purpose and up to them to look for our privacy notice on our website (www.brambleolai.co.uk/privacy-notice).

Our legal basis for collecting, processing, and retaining data when you place an order with us is our legitimate interests and contract purposes. We also have a legal obligation to collect, process, and retain data for transactional reasons and financial records.

When your order is delivered by us

We use delivery notes and important information sheets to collect, process, and retain your personal data – such as your name, signature, and order details – when we deliver your order. We only use this data for reasons you would reasonably expect in order to fulfil and complete your delivery and to give you important information we are legally required to tell you (such as allergen information). We will retain this data for 6 years after the contract is complete or deemed void – we may then anonymise the data (remove any personal identifying data) and retain it indefinitely for business improvement/development purposes.

Our legal basis for collecting, processing, and retaining data when we delivery your order is our legitimate interests and contract purposes.

When your order is delivered by post

We use a Royal Mail tracked service to deliver some orders (our sample boxes) via post. The Royal Mail collects personal data such as the recipients name and signature. Please see their website for more information on how they collect, process and retain your data. We then have access to the data via the Royal Mail website (https://www.royalmail.com/privacy-notice/). We only use this data to keep a record of delivery. We may retain this data for 6 years after the contract is complete or deemed void – we may then anonymise the data (remove any personal identifying data) and retain it indefinitely for business improvement/development purposes.

Our legal basis for collecting, processing, and retaining data when your order is delivered by post is our legitimate interests and contract purposes.

When you cancel an order

We use cancellation forms and records to collect, process, and retain data – such as name, address, and signature – when you cancel an order. We only use this data to keep a record of cancellation – and not for marketing purposes. We will retain this data for 6 years after the cancellation information has been received – we may then anonymise the data (remove any personal identifying data) and retain it indefinitely for business improvement/development purposes.

Our legal basis for collecting, processing, and retaining data when you cancel an order with us is our legitimate interests and contract purposes. We also have a legal obligation to collect, process, and retain data for transactional reasons and financial records.

When you give us a testimonial

We collect testimonial data – such as name, initials, and opinion/testimonial – via email or post in order to promote our business and give references to potential clients. We only ever process, share (on our website and social media), and/or retain your testimonial when you give us explicit and active consent to do so. We keep a record of this consent. We may retain this data indefinitely. You can withdraw your consent at any time by contacting Kerri: admin@brambleolai.co.uk

Our legal basis for collecting, processing, sharing, and retaining data in relation to your testimonials is your consent.

When you make a complaint to us

We collect, process and retain your data – such as name, address, and opinion/complaint – via email, post, phone, text, or social media contact, when you make a complaint. We only use this data to keep a record of your complaint. We will retain this data for 6 years after the complaint has been received – we may then anonymise the data (remove any personal identifying data) and retain it indefinitely for business improvement/development purposes.

Our legal basis for collecting, processing, and retaining data in relation to your complaint is our legitimate interests.

YOUR DATA PROTECTION RIGHTS

The GDPR give individuals rights in regards to their data. You do not have to pay a charge for exercising your rights and in most cases we cannot charge a fee for a request – unless the request is manifestly unfounded or excessive. We must also respond within one month – unless the request is complex or we have received a number of requests from the you and then we may be able to extend the time to respond but we must inform you of this within one month of receiving the request. We may also be able to refuse your request where it is manifestly unfounded or excessive.

Your right to be informed

We use this privacy notice to give you clear and concise information about what we do with your personal data. We also use ‘just-in-time notices’ where appropriate (such as on our contact form and delivery note).

Your right of access

You have the right to ask us for confirmation we are processing your personal data, a copy of your personal data, and other supplementary information. There may be times when we cannot give you all the information we process about you – for example when the information also contains another individual’s personal data.

Your right to rectification

We have to take reasonable steps to ensure the personal data we process is accurate and complete (for the purpose of processing). You have the right to have inaccurate personal data rectified if you think it is inaccurate and you may also be able to have incomplete personal data completed. If you believe any of the personal data we have about you is inaccurate or incomplete – please contact Kerri as soon as possible: admin@brambleolai.co.uk

Your right to erasure

In certain circumstances you have the right to ask us to erase your personal data, this is also called the ‘right to be forgotten’. You have the right to ask us to erase your personal data where: it is no longer necessary for the purpose we originally collected or processed it for; we are relying on your consent as our legal basis and you withdraw your consent; you object to the processing of your data and we are relying on legitimate interests as our legal basis but there is no overriding legitimate interest to continue the processing; we are processing your personal data for direct marketing purposes and you object to the processing; we have processed the personal data unlawfully; we legally have to erase it; or we have processed your personal data to offer information to a child. We can refuse to erase your data where: retaining your data is necessary for freedom of expression and information; we are legally obliged to keep hold of your data; it is necessary for reasons of public health; it is necessary for establishing, exercising or defending legal claims; erasing your data would negatively impact scientific or historical research, or archiving in the public interest.

Your right to restriction of processing

In certain circumstances you have the right to ask us to restrict the processing of your information if you are concerned about the accuracy of the data or how it is being used. If necessary, you can also stop us deleting your data. This means you can limit the way we use your data and this is an alternative to requesting we erase your data. You have the right to ask us to temporarily restrict the processing of your data where: we are looking into a challenge you have made to the accuracy of your data, or an objection you have made to the use of your data. You have the right to as us to restrict the use of your data rather than delete it where: we processed your data unlawfully but you do not want it deleted, or we no longer need your data but you want us to keep it in order to establish, exercise or defend legal claims. We can only use restricted data where: we have your consent to do so; the data is needed for legal claims; it protects another person’s rights; or for reasons of important public interest. We may also decide to lift the restriction once we have investigated your complain but we should inform you beforehand.

Your right to object to processing

You have the right to object to us processing your data for: a task carried out in the public interest; our legitimate interests; scientific or historical research, or statistical purposes; or direct marketing. We can refuse to comply with your objection if we can prove we have a strong reason to continue processing your data that overrides your objection, or prove it is for a legal claim.

Your right to data portability

Where our legal basis for processing your data is consent or contract, and where you have provided us with the data and it is held electronically – you have the right to receive your personal data and store it for further personal use. You also have the right to request we transfer the data to another data controller. We must provided the data in a structured, commonly used and machine readable format.

Your right not to be subject to automated decision-making including profiling

We do not carry out any automated decision-making including profiling.

Please contact Kerri: admin@brambleolai.co.uk or 6 Colebrook, Ottershaw, Surrey, KT16 0JU if you wish to make a request in regards to one or more of your rights.

SHARING YOUR INFORMATION

We do not share your data with any other organisation or individual – other than those you would reasonably expect for us to fulfil or complete you order, transaction or delivery (such as your venue contact or the Royal Mail), or for legal reasons (such as when legally requested to do so by a legal authority, or to support legal claims against/for us).

YOUR RIGHT TO COMPLAIN

If you have questions or concerns in regards to the way we collect, process, or retain your personal data please contact Kerri: admin@brambleolai.co.uk or 6 Colebrook, Ottershaw, Surrey, KT16 0JU

If we are unable to resolve your question or concern and you are still dissatisfied you can make a complaint about the way we process your information to the UK supervisory authority – the ICO. See their website for more information: https://ico.org.uk/make-a-complaint/

CHANGES TO THIS PRIVACY NOTICE

We review our privacy notice regularly to ensure it is still relevant and up to date. We will only change this privacy notice where absolutely necessary. If we change any part of this privacy notice in a way that would change the way we collect, process, or retain your data beyond what you would reasonably expect then we will inform you as soon as possible – usually via the means we collected your data – unless this would be disproportionate to the impact the change would have on you.

LINKS TO OTHER WEBSITES

Where we provide links to websites of other businesses and individuals this privacy notice does not cover how they processes your personal information. You should read the privacy notices on the other websites you visit.

CHILDREN’S INFORMATION

We don’t target children with our website, social media, or services in general and won’t knowingly enter into any transaction and/or contract with anyone under 18 years of age. If you are under 18, you must get your parent or guardian’s consent before using our website, connecting with us on social media, contacting us via any means, or using our services in general.

HOW WE PROTECT YOUR DATA

We take reasonable measures to ensure the security of any and all information we have about you, including paper files and backup storage. We use password protected email, website databases, computers, and mobile devices. We also use two-factor authentication to access our website back end.

Please note – sending information via the internet is not completely secure and we are not responsible for the security of data you give us via the internet. Any data you send us is at your own risk.

This Privacy Notice was last updated May 2018

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