Revills Farm Shop is a family run farm shop selling a variety of local dairy products, meats, biscuits and other local produce. We’re based at the following address: Revills Farm Shop, Bourne Road, Defford, Worcestershire WR8 9BS and can be contacted on 01386 750466.

If you have any concerns or queries about our data protection procedures, please contact Darren Hedges on 01386 750466, or darren@revillsfarmshop.co.uk 

If you fill in an enquiry form on our website, we process your data in order for us to reply to your email. We like to keep you up to date with seasonal produce and events as our crops and suppliers change seasonally, so you also have the option to subscribe to our newsletter via our website, if you would like to be kept informed.

If you are one of our suppliers, then we process your data as part of our ongoing working relationship.

The law on data protection sets out a number of different reasons for which a company may collect and process your personal data. Some of these reasons, set out below, are the bases we have for processing your personal data:

In specific situations, we can collect and process your data with your consent. For example, when you complete the form on our website to receive information about our events and seasonal produce.

When collecting your personal data, we always make clear to you which data is necessary in connection with a particular service.

In certain circumstances, we need your personal data to comply with our contractual obligations.

We need to collect and retain your contact details, so we can, for example:

• Deliver our service, 

• Supply you with goods or;

• To enter into contract with you to supply us with goods or services

If the law requires us to, we may need to collect and process your data.  

For example, we are obliged to retain certain information for HMRC tax and accounting purposes or to comply with other legislative provisions.

In particular circumstances, we require your data to pursue our legitimate interests in a way which might reasonably be expected as part of running our business and which does not materially impact your rights, freedom or interests.

For example, we retain customer information for two years and supplier information for seven years, in order to maintain a good working relationship with these individuals.

We may also use your address details to send you direct marketing information by post or email, telling you about our events and seasonal produce that we think might interest you.

Via our website: This could be an enquiry or a subscription to our newsletter. If you make an enquiry but do not wish to subscribe, your email will be deleted after a period of 6 months.

We also collect data when we enter into a contract with suppliers.

• Contact information including: name, phone number and email address

• Payments are processed at the Farm Shop using Lakeland point of sale software. 

• We process payment details to enable us to process customer orders and supplier orders

• We hold your telephone number and address so that we can contact you via phone or email regarding events and seasonal produce that we think you might be interested in, based on our dealings with you

Whenever we collect or process your personal data, we only keep it for as long as is necessary for the purpose for which it was collected.

At the end of that retention period, your data will be deleted completely. Some examples of our data retention periods:

We need to comply with our legal contractual obligations and therefore we need to retain certain transactional information from your payment for 7 years to satisfy accounting rules.

For individuals who are supplying us with products or services we retain your personal information for a period of 2 years so that we can, if necessary, contact you again and continue our business relationship with you.

We are aware of the need to maintain the correct and highest-level security when processing your personal information. We have appropriate security measures in place to prevent personal information from being accidentally lost or used or accessed in an unauthorised way. 

We take the following steps to maintain the security of your personal information:

• We keep all your information in systems that are secure, 

• We limit access to your personal information to those who have a genuine business need to know it.

• We have password protected systems 

• We maintain firewalls and anti-virus software

• Any data which is accessed off site or on a mobile device is kept locked when not in use and never left unattended

Any documentation retained in paper form or kept in the farm shop is locked away in filing cabinets, and the premises are protected by an intruder alarm.

We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.

We sometimes share your personal data with trusted third parties which act only on our instruction (known as “data processors”). 

Data processors might be, for example, 3rd party accounting apps or subcontractors or delivery drivers or those companies who store data for us:

Where we share information with these companies or individuals we make sure that they also keep your data secure and that they also protect your rights. To this end, we make sure that:

• We provide only the information they need to perform their specific services.

• They may only use your data for the exact purposes we specify in our contract with them or where their terms and conditions of processing contain the correct data processor clauses under GDPR

• If we stop using their services, any of your data held by them will either be deleted or rendered anonymous.

We sometimes also share your data with third parties for their own purposes (“joint controllers”) e.g. HMRC, accountants, legal advisors.

We will only do this in very specific circumstances, for example:

• With your consent

• Where we have a contract in place with the other party 

• Where we are obliged to share the information for legal reasons 

We do not transfer data outside of the EEA. 

From time to time we may pass personal data such as your name and email address to other services that we use to send out communications (both electronic and print). 

However, your personal data will remain in the EU or countries considered by the EU to have equivalent policies such as Jersey, Guernsey, Switzerland, New Zealand and Canada. Companies based in the USA that have certified with the EU-US Privacy Shield programme are also considered to be permitted destinations by the EU (this includes popular US products like Gmail, DropBox and MailChimp).

You have the following rights, which you can exercise free of charge:

The right to be provided with a copy of your personal data

Rectification

The right to require us to correct any mistakes in your personal data

To be forgotten

The right to require us to delete your personal data, in certain situations

Restriction of processing

The right to require us to restrict processing of your personal data, in certain circumstances e.g. if you contest the accuracy of the data

Data portability
The right to receive the personal data you provided to us, in a structured, commonly used and machine-readable format and/or transmit that data to a third party, in certain situations

To object
The right to object:

Not to be subject to automated individual decision-making

The right not to be subject to a decision based solely on automated processing (including profiling) that produces legal effects concerning you or similarly significantly affects you

If you would like to exercise any of those rights, please contact Darren Hedges on 01386 750466, or darren@revillsfarmshop.co.uk 

Whenever you have given us your consent to use your personal data, you have the right to change your mind at any time and withdraw that consent. You can do this by contacting darren@revillsfarmshop.co.uk 

In cases where we are processing your personal data on the basis of our legitimate interest, you can ask us to stop for reasons connected to your individual situation. 

We will then stop processing your information unless we believe we have a legitimate overriding reason to continue processing.

You have the right to stop the use of your personal data for direct marketing activity through all channels, or selected channels. We will always comply with your request. To ask us to stop direct marketing please email us at darren@revillsfarmshop.co.uk 

To protect the confidentiality of your information, we will ask you to verify your identity before proceeding with any request you make under this Privacy Notice. 

For us to check your identity, please:

• Let us have enough information to identify you (e.g. your full name, address and order or supplier number, if applicable);

• Let us have proof of your identity and address (a copy of your driving licence or passport and a recent utility or credit card bill); and

• Let us know what right you want to exercise and the information to which your request relates.

If you have authorised a third party to submit a request on your behalf, we will ask them to prove they have your permission to act on your behalf.

If we choose not to action your request, we will explain to you the reasons for our refusal.

We would hope that you will always raise any issues with us first, and that we will be able to resolve them to your satisfaction. However, if this isn’t possible then you always have a right to complain directly to the Information Commissioner’s Office (ICO) If you feel that your data has not been handled correctly, or you are unhappy with our response to any requests you have made to us regarding the use of your personal data.

You can contact them by calling 0303 123 1113 (local rate) or go online to www.ico.org.uk/concerns (this opens in a new window; please note we can't be responsible for the content of external websites).

If you are based outside the UK, you have the right to lodge your complaint with the relevant data protection regulator in your country of residence.

You also have the right to take to seek a judicial remedy. 

From time to time we will make changes to this Privacy Notice, for example, as the result of government regulation, new technologies, or other developments in data protection laws or privacy generally. You should check our website periodically to view the most up-to-date Privacy Notice. This privacy notice was last updated on 24 May 2018.