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Privacy Policy

Purpose

When you shop with Merkland Feeds & Country Store, you trust us with your information. This Privacy Policy explains what information we collect and how we use it. Merkland Feeds & Country Store is committed to protecting your information and complying with the data protection laws of the United Kingdom. This Privacy Policy explains how we use any information we collect to administer your account and provide the products and services you have requested from us.

Information About Us

Merkland Feeds & Country Store, Merkland Farm, Kirkoswald, Maybole, Ayrshire, KA19 8HP

VAT number: 659 1080 28

What Does This Notice Cover?

This Privacy Information explains how we use your personal data: how it is collected, how it is held, and how it is processed. It also explains your rights under the law relating to your personal data.

What is Personal Data?

Personal data is defined by the General Data Protection Regulation (EU Regulation 2016/679) (the “GDPR”) as ‘any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier’.

Personal data is, in simpler terms, any information about you that enables you to be identified. Personal data covers obvious information such as your name and contact details, but it also covers less obvious information such as identification numbers, electronic location data, and other online identifiers.

The personal data that we use is set out in Part 5, below.

What Are My Rights?

Under the GDPR, you have the following rights, which we will always work to uphold:

  1. The right to be informed about our collection and use of your personal data. This Privacy Notice should tell you everything you need to know, but you can always contact us to find out more or to ask any questions using the details in Part 11.
  2. The right to access the personal data we hold about you. Part 10 will tell you how to do this.
  3. The right to have your personal data rectified if any of your personal data held by us is inaccurate or incomplete. Please contact us using the details in Part 11 to find out more.
  4. The right to be forgotten, i.e. the right to ask us to delete or otherwise dispose of any of your personal data that we have. Please contact us using the details in Part 11 to find out more.
  5. The right to restrict (i.e. prevent) the processing of your personal data.
  6. The right to object to us using your personal data for a particular purpose or purposes.
  7. The right to data portability. This means that, if you have provided personal data to us directly, we are using it with your consent or for the performance of a contract, and that data is processed using automated means, you can ask us for a copy of that personal data to re-use with another service or business in many cases.
  8. Rights relating to automated decision-making and profiling. We do not use your personal data in this way. (Part 6 explains more about how we use your personal data.)

For more information about our use of your personal data or exercising your rights as outlined above, please contact us using the details provided in Part 11.

Further information about your rights can also be obtained from the Information Commissioner’s Office or your local Citizens Advice Bureau.

If you have any cause for complaint about our use of your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office.

What Personal Data Do You Collect?

We may collect some or all of the following personal data this may vary according to your relationship with us:

  • Name
  • Address
  • Delivery Address
  • Email address
  • Telephone number
  • Business name
  • Payment information
  • VAT Number

Your personal data may be obtained from the following third party:

  •  IP Address, Cookies
  • Name
  • Address
  • Payment details

How Do You Use My Personal Data?

Under the GDPR, we must always have a lawful basis for using personal data. This may be because the data is necessary for our performance of a contract with you, because you have consented to our use of your personal data, or because it is in our legitimate business interests to use it. Your personal data may be used for one of the following:

  • Providing and managing your account.
  • Supplying our products & services to you. Your personal details are required in order for us to enter into a contract with you.
  • Personalising and tailoring our products & services for you.
  • To keep track of sales and account history.
  • Communicating with you. This may include responding to emails, calls or contact via social media from you.
  • Supplying you with information by email AND/OR post that you have opted-in to (you may unsubscribe or opt-out at any time by contacting us via the details provided in Part 11.

With your permission and/or where permitted by law, we may also use your personal data for marketing purposes, which may include contacting you by email OR post OR phone with information, news, and offers on our products AND/OR services. You will not be sent any unlawful marketing or spam. We will always work to fully protect your rights and comply with our obligations under the GDPR and the Privacy and Electronic Communications (EC Directive) Regulations 2003, and you will always have the opportunity to opt-out.

How Long Will You Keep My Personal Data?

We will not keep your personal data for any longer than is necessary in light of the reason(s) for which it was first collected. Your personal data will therefore be kept for the following periods:

  • Active employees, customers & suppliers for duration of relationship
  • Inactive employees, customers & suppliers 7 years
  • Financials 7 years

How and Where Do You Store or Transfer My Personal Data?

We will only store or transfer your personal data in the UK. This means that it will be fully protected under the GDPR.

The security of your personal data is essential to us, and to protect your data, we take a number of important measures, including the following:

  • Databases are kept on a secure network
  • Limited access to the database
  • Server is in secure location
  • Back-up in secure location
  • Password protected
  • Antivirus protection
  • Windows firewall

Do You Share My Personal Data?

We will not share any of your personal data with any third parties for any purposes, subject to one important exception.

In some limited circumstances, we may be legally required to share certain personal data, which might include yours, should you default on payment of invoices due,  or if we are involved in legal proceedings or complying with legal obligations, a court order, or the instructions of a government authority.

We may sometimes contract with the following third parties to supply services to you on our behalf. These may include payment processing, delivery, and marketing. In some cases, those third parties may require access to some or all of your personal data that we hold.

  • Nisbet Accountancy Services – Crosshouse – Ayrshire,UK
  • Nest Pensions – London, UK
  • Legal Representative – of our choice
  • William Duncan IT Solutions – Ayr, UK
  • Premier EPOS – Merseyside, UK * please see add on below for further information*
  • HMRC – UK

If any of your personal data is required by a third party, as described above, we will take steps to ensure that your personal data is handled safely, securely, and in accordance with your rights, our obligations, and the third party’s obligations under the law, as described above in Part 8.

How Can I Access My Personal Data?

If you want to know what personal data we have about you, you can ask us for details of that personal data and for a copy of it (where any such personal data is held). This is known as a “subject access request”.

All subject access requests should be made in writing and sent to the email or postal addresses shown in Part 11. To make this as easy as possible for you, a Subject Access Request Form is available for you to use. You do not have to use this form, but it is the easiest way to tell us everything we need to know to respond to your request as quickly as possible.

There is not normally any charge for a subject access request. If your request is ‘manifestly unfounded or excessive’ (for example, if you make repetitive requests) a fee may be charged to cover our administrative costs in responding.

We will respond to your subject access request within 28 days of receiving it. Normally, we aim to provide a complete response, including a copy of your personal data within that time. In some cases, however, particularly if your request is more complex, more time may be required up to a maximum of three months from the date we receive your request. You will be kept fully informed of our progress.

How Do I Contact You?

To contact us about anything to do with your personal data and data protection, including to make a subject access request, please use the following details for the attention of Kay Hoggitt:

Changes To This Privacy Notice

We may change this Privacy Notice from time to time. This may be necessary, for example, if the law changes, or if we change our business in a way that affects personal data protection.

Any changes will be made available on our website.

This version was published on 25 May 2018.

* Interaction with 3rd party provider UK Mapping & EPOS Solutions Ltd. (Trading as and henceforth referred to as Premier EPOS) Unit A, 24 Kelvin Road, Wallasey, Merseyside, England, CH44 7JW, +44(0)151 638 0404 with regards to EPOS terminals, and computer-based system that runs any form of the Premier EPOS software and personal data handling.

Last Updated May 24 2018.

For Customers

Premier EPOS interacts with the following personal data from the point of entry into our customer database through the Premier EPOS software:

  • Company Name
  • Full Name
  • Phone Numbers
  • Postal Addresses
  • Email Addresses
  • Date of Birth
  • Customer Grouping
  • General Customer Statistics
  • Customer Transaction History

Premier EPOS’ interaction with the personal data is purely for support purposes, they do not process it for any other purpose and will not contact you using this data, or submit the data to any 3rd party. All data transfers take place through secure channels, and all data is stored safely and securely on hardware within the EU. All necessary precautions have been taken with the software, transfer procedures, and staff training to make sure that all personal data is treated properly with minimal chance of a data breach. In the event of a data breach by Premier EPOS, the ICO and Merkland Feeds & Country Store will be notified within 72 hours so that the affected customers can be informed, and that all necessary procedures can be followed to rectify the situation. By submitting a Subject Access Request you will also receive all data that Premier EPOS has stored about you through the Premier EPOS system within the allotted 1 month time period. In the event of a request for data removal, it falls to Merkland Feeds & Country Store to check whether or not the data is legally required to be kept, and in the event that it is not required Merkland Feeds & Country Store will initiate the data removal process from the Premier EPOS system.

In the case of special category data such as Child data, it is required that Merkland Feeds & Country Store  follows the full lawful process of gaining explicit consent from the individual for that data to be processed, transferred and securely stored using the Premier EPOS system. Non-Compliance to gain consent for the processing of Personal Data is a direct breach of the GDPR and is likely to incur a warning and/or fine. In the case of any special category data, Premier EPOS will take all the necessary requirement to have as little interaction as possible whilst still functioning as a support platform. If Premier EPOS requires to directly process/use any special category data then Merkland Feeds & Country Store is required to act as an intermediary in the process of contacting and gaining consent from the affected individuals, and new consent must be given for Premier EPOS to directly process/use the data before it will do so.

For Staff

Premier EPOS interacts with the following personal data on a purely support related basis through the Premier EPOS software:

  • Company Name
  • Full Name
  • Phone Numbers
  • Postal Addresses
  • Email Address
  • Date of Birth
  • Staff Rank/Position within business
  • Management notes on Staff Member

Special Category Data will not be processed by Premier EPOS, and will only be stored as secure encrypted files for the purpose of software backups in the case of hardware/software failure or a data breach. Merkland Feeds & Country Store is required to gain explicit consent from all staff members that submit special category data for processing through the Premier EPOS system in order to legally comply with the GDPR. All fingerprint data is stored as encrypted binary data and cannot be used to replicate an image of the fingerprint in any form, it is solely accessible by the integrated fingerprint readers on the EPOS terminals. Once this data is removed from Merkland Feeds & Country Store’s database, the process will begin to remove the records from the Premier EPOS secure server so long as the data is not required to be kept for any legally binding reasons.

  • Biometric Fingerprint Data

All Data

Premier EPOS will keep a secure database backup for up to 6 months from point of creation or until enough subsequent backups have been transferred to render the original obsolete. When the 6 month period is reached or the data becomes obsolete, Premier EPOS will follow a predetermined process to remove the data from their systems and servers.

If you wish to request any more information regarding Premier EPOS involvement with your personal data, then please contact support@premierepos.co.uk with a subject line of ‘DPO: <Your Query>, with your query and make sure to reference Merkland Feeds & Country Store as your primary data holder for the process of inquiry.