We respect your rights as outlined by the ICO: the right to be informed, the right of access, the right to rectification, the right to erasure, the right to restrict processing, the right to data portability, the right to object, and rights relating to automated decision making. We only collect and process data which is necessary, for example, to process an order and delivery, to follow up a query, or if you have subscribed to our mailing list. We endeavour to ensure any information we hold is accurate and is processed securely, and we do not store personal data for longer than we need to. Please continue reading our policy to understand how we respect your privacy and rights.
Using anY CONTACT forms on this site
When you fill in a contact form on this website, the information you submit gets sent directly to our inbox and is not stored on the site.
We use a security app (Google reCaptcha) to prevent us getting spam sent through the forms. This app is categorised as preventing unsolicited ‘marketing’ and you will therefore need to accept the marketing cookies in order to submit a contact form.
Mailing list sign-up and the contact forms: We may ask you for email AND phone number. We do this because if you mistype your email address, we can then contact you by phone/text. This is especially important for us to resolve any issues.
How will we use and store your information given to us through contact forms on this site: We do not share your information with any third parties.
We receive your information in our email inbox, which is stored in our email programme, and which we can access on our computers and our phones. We use this information to contact you when answering any queries we receive from you or perhaps when we are organising deliveries.
We will delete information from our email inbox within a reasonable time once any queries have been resolved/ deliveries completed.
All our devices are password protected.
Online shopping personal infomation use and storage
We need you name, address, phone number and email address to process orders and deliveries. We do not share any of those person details with any third parties. If you do not provide this information, we are not be able to process your order.
These details are submitted through the site, using a third party shopping software called WooCommerce. Your data is never sent to this third party and stays only on the site for a limited time until your order is fulfilled, at which point it is deleted. Your order information is also sent to our inbox to notify us that we have received your order. For our financial records, we keep this information for 7 years.
Card payments are processed though Trust Payments. Please see their privacy notice for how they manage and store your personal information. Your payment details are not stored on this site.
how we store information you give us over the phone or in person at the farm
If you contact us by phone to arrange a delivery, we will take your details, such as your name, address, telephone number and possibly email address, so that we can deal with your order. We will contact you by phone or email to confirm delivery details. We will store your personal information on our computer and/or on our email programme, which we can access from our computer and our phones.
If we need to take payment for your order over the phone, we will input your payment details directly into a Trust Payments card machine (see above for their privacy notice). We do not store any payment information ourselves.
If you visit our farm to reserve a tree, we will ask you for your name and telephone number, so that we can contact you if necessary about your reservation. We will ask you to label your chosen tree with your name, but not your address or telephone details. If you choose for your reserved tree to be delivered, we will ask for additional details such as address and contact details so that we can process your delivery.
Information referred to in this section will be stored on our computer and/or our email programme, and deleted within a reasonable time of your order being completed, in case of any follow-up queries.
We do not share your information with any third parties other than Trust Payments to process payments.
mailing list & Newsletters
If you sign up to our mailing list on this website, we receive your information in our email inbox, which is stored in our email programme. We will input your name, address, and contact details and store this information on a customer mailing-list database on our computer, which is password protected. We will then delete your information from our email programme.
If you sign up in person at our farm, we will ask you to record your name, address, email and telephone number in writing. We will then input these details into our customer mailing-list database on our computer, which is password protected. We will then destroy the written details you have supplied.
You can change your email address/name etc or unsubscribe at any time using this form. Or you can simply send us an email with UNSUBSCRIBE in the subject.
We send newsletters directly from email@example.com and therefore, your information is not sent via a third party. We only send out a newsletter in the run up to our farm opening, to let customers know what’s been happening on the farm that year and to let them know about early-bird reservation days. Some people choose to give their physical address rather than an email, in which case we send out a printed postcard to their address.
Your personal information with recarD to delivery dockets
We create delivery dockets in triplicate for your order delivery. Our driver returns their copy to us after delivery, which we destroy. We keep a copy ourselves, which is destroyed after the 7 year accounting timeframe. The third copy is given to you or posted through your letter box on delivery.
View, change or request deletion of your personal information
If you have purchased or left comments on this website, you can request to receive an exported file of the personal data. You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes.
At any time, you can visit this page to request to view, update, delete your personal details.
REPORTING A DATA BREACH
If you allow ‘statistics cookies’, only then will Google Analytics be activated.
It tracks users’ anonymously and helps us determine popularity of certain content and better understand online activity.
External links are clickable text or image links to other websites. We look to include only quality, safe and relevant external links. You click on an external link at your own risk and we cannot be held liable for any damages or implications caused by visiting any external links mentioned.
Social Media Platforms
Changes to this policy
From time to time, we may have to make changes to this policy to reflect changes to our services and operating methods. When we post changes to this policy, we will revise the date at the bottom of this policy and we will post a notice of any changes on this page.
Helpful data protection links
- Data Protection Act 1998
- Privacy and Electronic Communications (EC Directive) Regulations 2003
- Privacy and Electronic Communications Regulations ICO Guide
Date: October 2021
Edited and customised by: Frenchay Christmas Tree Farm
Data controller: Simon Maughan is contactable on firstname.lastname@example.org