Privacy policy

Privacy Policy

1. Background:

This policy tells you how we use personal information collected by any means. Please read this policy before using the site or providing any personal information. By providing your information you are accepting the practices described in this policy. These practices may be changed, but any changes will be posted on our website and changes will only apply to activities and information on a going forward, not retrospective basis

Who we are: We (or ‘us’) means the Hesket Newmarket Community Shop Limited Community Benefit Society.

We are not required to be registered with the Information Commissioner’s Office as a data controller as we only hold personal information for legally required and trading purposes, which includes our shareholders register and details relating to trading activities with suppliers, and are exempt as a not-for-profit entity.

We are committed to protecting your personal information and privacy. This Policy describes exactly how we collect and use your personal information.

We may update this Policy from time to time so please check periodically. We will notify you of significant changes by placing a notice on our website.

By contacting us, using our services or visiting our website you’re agreeing to be bound by this Policy.

If you have any queries about this Privacy Policy, please contact us at: hesketnmshop@gmail.com

Your privacy

Everyone has rights with regard to the way in which their personal data is handled. During our activities, we will collect, store and process personal data about our members and those we trade with, and we recognise that the correct and lawful treatment of this data will maintain confidence in the organisation and will provide for successful business operations.

Your personal data, which may be held on paper or on a computer or other media, is subject to certain legal safeguards specified in the Data Protection Act 2018 (DPA 2018) and (where relevant) equivalent EU regulations.

This policy and any other documents referred to in it, sets out the basis on which we will process any personal data we collect from you or that is provided to us by yourself or other sources. This policy sets out rules on data protection and the legal conditions that must be satisfied when we obtain, handle, process, transfer and store personal data.

How do we collect personal information?

We collect personal information about you when you interact with us for example when you become a member or supplier, or provide your details for delivery purposes.

What personal information do we collect?

Personal information we collect about you may include your name, postal address, email address, phone numbers, and if a member, share holding. We do not collect “sensitive personal data” about you such as your ethnicity or religion.

How do we use personal information?

We use the personal information collected from you for these purposes:

• Members: To maintain your details regarding your shareholding (legal requirement)
• Suppliers: To carry out business with you i.e. hold and manage supply contracts
• Delivery customers: To maintain your name and address in order to deliver to you         

All data entities we hold: To fulfil requests from our funders for grant monitoring purposes – all information for this purpose is in summary form such that no individual information is given out.

Lawful Basis for processing your personal information

Our lawful basis under the DPA 2018 for processing and holding personal information is as follows:

Members – Legal obligation

Suppliers – Contract

Delivery customers – Contract

Register of Members

We are required by law to produce and maintain a register of our members and officers. This includes members’ names, postal and email address, shareholding, joining date and, if relevant, who their shareholding should pass to in the event of their death. We are also required by law to share the information on the register with any member who requests it, except for members’ shareholding or their beneficiary.

Do we provide information to other parties?

We will never provide your data to any third party who is not a member, nor will we share your details with other entities for any purpose.

We will only share information with other organisations where we have your permission to do so or where it is required by law or regulation.

Data Security

We are committed to keeping your personal information safe and secure and we have technical measures in place to help protect your information.

All our employees or volunteers who process data are obliged to comply with our strict information security procedures.

Where your data is held

Members’ personal data is held on our electronic databases, only accessible to the members of the Management Committee and the wider membership on request (with the exception of information about individual shareholdings and beneficiaries).

How you can update your information

The accuracy of your information is important to us. If you change email address, or any of the other information we hold is inaccurate or out of date, please email us at: hesketnmshop@gmail.com

Subject access requests

You have the right to request a copy of the information we hold about you.

Please email us at: hesketnmshop@gmail.com, or write to us at our registered address.

Analytics

Our website collects personal data to power our site analytics, including:

1. Information about your browser, network, and device
2. Web pages you visited prior to coming to this website
3. Your IP address

This information may also include details about your use of this website, including:

• Clicks
• Internal links
• Pages visited
• Scrolling
• Searches
• Timestamps

We share this information anonymously with our website analytics provider to learn about site traffic and activity.

Cookies

Our website uses cookies and similar technologies, which are small files or pieces of text that download to a device when a visitor accesses a website or app.

These functional and required cookies are always used, which allow our hosting platform to securely serve our website to you.

These analytics and performance cookies are used on our website only when you acknowledge our cookie banner. The website uses analytics and performance cookies to view site traffic, activity, and other data.

Review:

This policy will be reviewed as necessary and at least annually. 

Signature (Chair):       Philippa M R Groves

Date:                           14 July 2024

Signature (Secretary): Michelle Boundy

Date:                           14 July 2024