Andersons Eastern Ltd are committed to protecting and respecting your privacy and the security of your personal information.
This policy sets out the basis on which any personal data we collect from you, or that you provide to us, will be used by us.
For the purpose of the General Data Protection Regulation, the data controller is Andersons Eastern Limited of East Barton Barns, Great Barton, Bury St Edmunds, IP31 2QY.
2. Information we collect from you
We will collect and process the following data about you:
- Information you give us. This is information about you including your business, your employees and other businesses with whom you trade that you give us during our engagement by corresponding with us by phone, e-mail or otherwise. The information you give us may include names, addresses, e-mail addresses and phone numbers, gender, financial and bank account information and other personal details relating to your affairs and circumstances including your employees.
- Information we receive from other sources. We work closely with third parties (including, for example professional advisers, Bankers, or others who you deal with in day to day trading).
3. How we make use of the information
We will only use your personal information when the law allows us to. Most commonly, we will use your personal information in the following circumstances:
- Where we need to deliver the service we have agreed to carry out for you.
- Where we need to comply with a legal obligation.
- Where it is necessary for our legitimate interests (or those of a third parties) provided your interests and fundamental rights do not override those interests.
We may also use your personal information in the following situations, which are likely to be rare:
- Where we need to protect your interests (or someone else’s interests).
- Where it is needed in the public interest or for official purposes.
We need all the categories of the information set out above to allow us to perform our contract with you and to enable us to comply with legal obligations. The situations in which we will process your personal information are listed below:
Information you give to us
We will use this information to carry out our obligations arising from the service we have agreed to deliver to you and notify you about changes to our services.
Information we collect about you
We will use this information to administer our site and for internal operations, including troubleshooting, data analysis, testing, research, statistical and survey purposes.
Information we receive from other sources
We will combine this information with information you give to us and information we collect about you. We will use this information and the combined information for the purposes set out above (depending on the types of information we receive).
Some of the above grounds for processing will overlap and there may be several grounds which justify our use of your personal information.
If you fail to provide personal information
If you fail to provide certain information when requested, we may not be able to deliver our services, or we may be prevented from complying with our legal obligations.
Change of purpose
We will only use your personal information for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your personal information for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.
Please note that we may process your personal information without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
4. Sharing your information with third parties
We may have to share your data with third parties, including other professional advisers, third-party service providers and other related entities. We require third parties to respect the security of your data and to treat it in accordance with the law. We may transfer your personal information outside the EU. If we do, you can expect a similar degree of protection in respect of your personal information.
You agree that we have the right to share your personal information with selected third parties including professional advisers, business partners, suppliers and sub-contractors, but only for the performance of any contract we enter into with you;
All our third-party service providers and other related entities are required to take appropriate security measures to protect your personal information in line with our policies. We do not allow our third-party service providers to use your personal data for their own purposes. We only permit them to process your personal data for specified purposes and in accordance with our instructions.
We will also disclose your personal information to third parties if we are under a duty to disclose or share your personal data in order to comply with any legal obligation or terms and conditions and other agreements, or to protect the rights, property, or safety of Andersons Eastern Limited, our clients, or others. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction.
5. Where we store your personal data
All information you provide to us is stored on our secure servers, computers and file sharing software. Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, by password protecting files where possible, we cannot guarantee the security of your data transmitted by email to us; any transmission is at your own risk. Once we have received your information, we will take all reasonable precautions to ensure this information remains secure.
6. Transferring information outside the EEA
We will not transfer the personal information we collect about you outside the EEA.
7. Data Security
We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal information to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal information on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.
8. How long we retain your personal data
We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.
In some circumstances we may anonymise your personal information so that it can no longer be associated with you, in which case we may use such information without further notice to you.
9. Your rights of access, correction, erasure and restriction
- Your duty to inform us of changes
It is important that the personal information we hold about you is accurate and current. Please keep us informed if your personal information changes at any point in the future.
- Your rights in connection with personal information
Under certain circumstances, by law you have the right to:
Request access to your personal information (commonly known as a “data subject access request”) This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.
Request correction of the personal information that we hold about you This enables you to have any incomplete or inaccurate information we hold about you corrected.
Request erasure of your personal information This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below).
Object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes.
Request the restriction of processing of your personal information This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.
Request the transfer of your personal information to another party
If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal information to another party, please contact our Data Privacy Manager in writing.
- No fee usually required
You will not have to pay a fee to access your personal information (or to exercise any of the other rights). However, we may charge a reasonable fee if your request for access is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.
- What we may need from you
We may need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights). This is another appropriate security measure to ensure that personal information is not disclosed to any person who has no right to receive it.
- Right to withdraw consent
In the limited circumstances where you may have provided your consent to the collection, processing and transfer of your personal information for a specific purpose, you have the right to withdraw your consent for that specific processing at any time. To withdraw your consent, please contact our Data Privacy Manager. Once we have received notification that you have withdrawn your consent, we will no longer process your information for the purpose or purposes you originally agreed to, unless we have another legitimate basis for doing so in law.
- Other websites
Our site may, from time to time, contain links to and from other websites. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.
10. Data Privacy Manager
We have appointed a Data Privacy Manager (Nick Blake) to oversee compliance with this Privacy Notice. If you have any questions about this Privacy Notice or how we handle your personal information, please contact the Data Privacy Manager.
You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues.
Andersons Eastern Ltd is registered with the Information Commissioners Office. Further information regarding this registration can be found on the ICO website under registration number Z2598112