Version 1.3, updated 24/5/2018
Who are we?
We are Squires Kitchen Sugarcraft Ltd. Our address is 3 Waverley Lane, Farnham, Surrey, GU9 8BB. You can contact us by post at the above address, by email at firstname.lastname@example.org or by telephone on 01252 260 260.
We are not required to have a data protection officer, so any enquiries about our use of your personal data should be addressed to the contact details above.
How we use your information
When you use our website
When you submit an enquiry via our website
When you submit an enquiry via our website, we ask you for your name and email address.
We use this information to respond to your query, including providing you with any requested information about our products and services. We may also email you several times after your enquiry in order to follow up on your interest and ensure that we have answered it to your satisfaction. We will do this based on our legitimate interest in providing accurate information prior to a sale.
Your enquiry is stored and processed within our internal email system and may be stored within our CRM system. This information is processed by our trade and wholesale team along to manage your enquiry. Your email may be shared within our organisation.
We do not use the information you provide to make any automated decisions that might affect you.
We keep enquiry emails for two years, after which they are securely archived and kept for seven years, when we delete them. CRM records are kept for three years after the last contact with you.
When you submit an application to become a stockist
When you submit an application to become a stockist, we ask you for your name, email address, contact telephone numbers, trading name, business type, registered business number, VAT number, website, age of organisation and company address. We also ask specific information related to the type of business you operate. We ask you whether you would like to apply for credit as part of your application, and if requested we ask for a proposed credit limit and trading references.
We require this information in order to process your application, set up your account and deliver your products or services and fulfil our contract with you.
Your information submitted is stored on our website, our internal ERP system, on our backup servers and on our cloud based backup servers, all of which are based within the European Union. We do not request your credit card information as part of our stockist application process. If your application is approved, we may share your company name, address, company number, VAT number, credit level, account balance and transaction history with the financial institutions that we work with and with our BRC auditors.
We use the information you provide to make any automated decisions that might affect you. Based on predetermined criteria, we use the information you provide to calculate the discount level and the credit terms that we offer to you.
We keep the information that you provide for an indefinite period, as we may need to contact you to fulfil food safety requirements and our obligations under BRC.
When you purchase a product from our website
When you purchase products from our stockist website, we require you to log in to your account. At the point of placing your order, depending on your chosen payment method we may ask you for your credit card information. We also record your IP (Internet Protocol) address, which is the address of your computer on the Internet.
We will use your information to verify your credit card details for your purchase, process your order and to send you your products. We will also send you a receipt via email and we may use your telephone number to contact you regarding your purchase.
We require this information in order to process your payment, deliver your products or services and fulfil our contract with you. We record your IP address in order to show that the correct tax was applied to the sale, which we are required to do by law.
Your information is stored on our website and on our cloud backup server, both of which are based within the European Union. Transaction information is shared with our internal office systems and transmitted through a secure encrypted connection. Your credit card details are passed to a third-party payment processor which is based in the UK. We do not retain your credit card information. We adhere to all the requirements of the Payment Card Industry Data Security Standard (PCI DSS) in protecting customer card details.
We may use the transaction data that is generated in an aggregated format to make automated purchase suggestions to you when you browse the website or when we discuss your account with you.
We keep your order information for an indefinite period, as we may need to contact you to fulfil food safety requirements and our obligations under BRC.
Your rights as a data subject
By law, you can ask us what information we hold about you, and you can ask us to correct it if it is inaccurate. If we have asked for your consent to process your personal data, you may withdraw that consent at any time.
If we are processing your personal data for reasons of consent or to fulfil a contract, you can ask us to give you a copy of the information in a machine-readable format so that you can transfer it to another provider.
If we are processing your personal data for reasons of consent or legitimate interest, you can request that your data be erased.
You have the right to ask us to stop using your information for a period of time if you believe we are not doing so lawfully.
Finally, in some circumstances you can ask us not to reach decisions affecting you using automated processing or profiling.
To submit a request regarding your personal data by email, post or telephone, please use the contact information provided above in the Who Are We section of this policy.
Your right to complain
If you have a complaint about our use of your information, we would prefer you to contact us directly in the first instance so that we can address your complaint. However, you can also contact the Information Commissioner’s Office via their website at www.ico.org.uk/concerns or write to them at:
Information Commissioner's Office
We will update the version number and date of this document each time it is changed.