1.1 We understand that the privacy and security of your personal information is extremely important. This policy sets out what we may do with your information and what we do to keep it secure. It also explains where and how we collect your personal information, what we do with it and your rights regarding any personal information we hold about you.
1.2 This policy applies to you if you order products or services in our physical shop, over the phone, or online. This policy has been adopted by all of our branches and other subsidiaries.
1.3 CJ WildBird Foods Ltd and its Branches and subsidiaries comply with the General Data Protection Regulation (EU) 2016 (GDPR) and the UK Data Protection Act 1998 and any subsequent UK Data Protection Acts or revisions.
2 Why we collect personal information:
2.1 The information we gather from you is primarily used to fulfil your order but it can also help us to improve our website, products, services and processes (we always welcome feedback), to keep you informed about our products and any offers, or to let you know what's going on in your garden (for example via our email newsletter). It helps us to maintain the security of our service to you and to enable third parties to perform functions on our behalf (for example, our courier needs to know where to deliver your order).
3 The type of information we collect:
3.1 We only collect, process and retain as much personal information as we need to fulfil the sales contract, or to maintain other services you have asked us for. This could include:
3.1.1 Personal information that you agree to give us such as your name, address, telephone number, email address and payment card details. We never keep your payment card details after the sales contract is concluded.
3.1.2 Information about the Services that we provide to you (e.g. products or services we have sold or provided you, when and where, what you paid, the way you use our products and Services, and so on).
3.1.3 Your user name and your chosen password for your account login (We store your chosen password in a format that is designed to recognise you when you log in to your account but we cannot physically view or retrieve your password).
3.1.4 Your IP address and web browser capabilities.
3.1.5 How you use our services. For example, we try to identify which of our apps you use and when and how you use them.
3.1.6 Should the recipient of your order be someone other than yourself (a gift for instance), we'll also process their name and address so that we can deliver that order. However, we will not keep that information, as we do not have permission to use it for any other reason than to fulfil your order.
3.1.7 If you subscribe to our email newsletter your name and email address will be used to personalise and deliver it.
4 Authorising us to use your personal data:
4.1 During the checkout stage, you will be given the choice to open an account with us, or to check out as a guest. In both cases we will ask you for your personal data (Name, Address, Email and telephone number). If you opt to open an account you will also need to supply a password and then our database will remember you the next time you ‘sign in’ online and you will not have to re-enter the majority of your personal details.
4.2 Prior to checkout, you will be asked to agree to our Terms and Conditions. This will be a simple process of you ticking a clearly described ‘Opt-In’ box, which indicates you have read, understood and agree to our Terms and Conditions. You must agree to our Terms and Conditions for us to enter into a contract with you and fulfil your order. If you decide not to tick this box, you will not be able to complete the checkout stage, regardless of whether you have opted to checkout as an account customer or as a guest customer. Your agreement of our Terms and Conditions, allows us to process your payment, and to give your address details to our courier, so they can deliver your order. If you check out as a guest customer, your agreement to our Terms and Conditions does not give us the authority to retain and process your personal data once the contract is completed and apart from any legal requirements for us to keep your data once the order is fulfilled, we will erase all of your personal data from our marketing database.
4.3 In the checkout process we will give you further options (‘Opt-In’) to authorise us to process your personal data from a marketing perspective e.g. special offers, catalogues, related information etc. If you choose not to tick these boxes, we will erase all of your personal data from our marketing database once your order is fulfilled and you will not be contacted. However, if you have opened an account with us, your details will be remembered at your next visit to our webshop, so you do not have to re-input them.
4.4 The UK law currently requires us to keep sales data on file for a fixed period of time (currently 7 years from date of invoice). After this time has elapsed, we will erase all details relating to the sale.
5 Telephone Calls:
5.1 Phone calls you make to us may be recorded for training and monitoring purposes but we will always inform you before we do this. You have the right to ask us not to record your phone call.
6 Email communications:
6.1 To help us to keep our emails focused and relevant we may receive a notification whenever you open one of our emails.
6.2 We do not send random marketing emails to personal email addresses (spam).
7 How we use your information:
7.1 We are committed to protecting your privacy and will only use the information that we collect about you lawfully. We will share your personal data with 3rd parties who are part of our contractual process with you. We will never sell, or make available, your details to any third party for its own use.
7.2.1 Payment gateways e.g. Ingenico.
7.2.2 Couriers: as well as your name and address, your phone number will be printed on the parcel label so that you can be contacted should there be any problems with the delivery of your order and to ensure that your goods get to you as quickly as possible.
7.2.3 Review agencies e.g. Reevoo – they will only have access to part of your name and email address. You are not obliged to respond to them and your details will be deleted from their system.
9.1 You should be aware that, unless it is encrypted, any information sent over the Internet (including by email) is not necessarily secure and can be routed through servers held in a number of different countries, which are not under our control. For your security, when entering personal details online, you should always look for web pages that use SSL for encryption (they start with the prefix https:// in the address bar) and your web browser should display a padlock icon in the address bar.
10 Access and inaccuracies:
10.1 We aim to ensure that the information we hold about you will be accurate and up-to-date. If you wish to check or update your details (for example in case of change of address); please call us on Freephone 0800 731 2820. We will require your unique customer number to assist us in this process. You can also contact us to check the information held in our back-office systems
11 Your rights regarding your personal information:
11.1 Note: Before providing personal information to you or another person legally acting on your behalf, we will ask for reasonable proof of identity and/or sufficient information about your interactions with us so we can confirm your identity and right to access your personal information. We will never supply your personal information to anyone claiming to have legal right of access, unless the request is supported by an in-date ‘Power of Attorney’, Court Order or other act of legal enforcement. This service is free of charge. However, we reserve the right to make a reasonable charge should the request be repetitive, unfounded or excessive.
12 Your right to be informed:
12.1 We will always provide you with unambiguous information on how we intend to use your personal information. We will explain clearly why we are asking for it and how it will be used.
12.2 You will always have the option to agree to this, for example by physically clicking on a box, clearly placed at the end of the explanation. This is known as ‘opting in’, as against ‘opting out’ where you are required to remove a tick or cross from a box.
12.3 If you do not opt in, we will delete your data once your order has been fulfilled (with the exception of what we have a legal requirement to keep) and you will not be contacted again following order fulfillment.
12.4 Should you contact us by telephone to place an order, all options will be explained to you.
13 Your right of access:
13.1 You have the right to obtain from us:
13.1.1 Confirmation that we are holding your data and for what purposes we are processing it.
13.1.2 The personal information that we hold about you.
14 Your right to rectification:
14.1 If any of the personal information we hold about you is inaccurate or out of date, please call us on Freephone 0800 731 2820. We will require your unique customer number to assist us in this process. In such cases, we will amend it for you once we have confirmed your request is correct and lawful.
14.2 Where we have had your permission to share your details with third parties, we will request on your behalf that they rectify your details accordingly.
14.3 When you ask us to change or rectify any of your personal information, we will respond to your request within one month. If the request is complex, we may take an extra 2 months to comply with your request.
14.4 Should we be unable to comply with your request for rectification, we will contact you in writing, explaining why. We will also inform you of your right to complain to the relevant supervisory authority.
15 Your right to erasure:
15.1 You have a right to have your personal information erased from our databases and stop us from processing your data.
15.2 Where there have been financial transactions between us, we have a legal requirement to retain records of sales that we have made to you. This data includes your personal details. It is only held in a secure environment for a statutory period of time. Once this period has elapsed, we will delete these records.
16 Your right to restrict processing:
16.1 You have the right to ‘block’ or restrict the processing of your personal information.
16.2 Simply inform us which parts of your personal information we should not process.
17 Your right to data portability:
17.1 You have the right to transfer your personal information to a 3rd party.
17.2 On your explicit written instructions, we will provide to you, or a 3rd party, all or part of your personal information we have on record.
17.3 We reserve the right to charge a small administration fee for this service.
17.4 So that other organisation can use this data, we will provide it in a structured, commonly used and machine-readable form. Machine readable means that the information will be structured so that software can extract specific elements of the data.
17.5 When you ask us to transfer your personal information, we will respond to your request within one month. If the request is complex, we may take an extra 2 months to comply with your request.
17.6 Should we be unable to comply with your request for transfer, we will contact you in writing, explaining why. We will also inform you of your right to complain to the relevant supervisory authority.
18 Your right to object:
18.1 You have the right to object at any time to us processing your personal information for direct marketing purposes
18.2 Should you object, we will cease to process your personal information for all marketing purposes immediately
Our data controller information, registered with the Information Commissioner's Office in the UK, is:
CJ WildBird Foods Ltd
(ICO) Data Protection Registration Number: Z5474575
Company Registration Number: 2101581 England
UK VAT Registration Number: 467846493
Updated: May 2018