Backyard Farmer @ Pumphouse Farm

Privacy Policy (GDPR)

This Privacy Notice explains in detail the types of personal data we may collect about you when you interact with us. It also explains how we’ll store and handle that data and keep it safe.

We know that there’s a lot of information here, but we want you to be fully informed about your rights, and how Pumphouse Farm Ltd uses your data.

We hope the following sections will answer any questions you have but if not, please do get in touch with us.

Our products and services are aimed at those aged 16 and over.

It’s likely that we’ll need to update this Privacy Notice from time to time and you’re welcome to come back and check it whenever you wish.

When you are using the Backyard Farmer website, Pumphouse Farm Ltd is the data controller.

CONTENTS OF PRIVACY NOTICE1.

1. Explaining the legal bases we rely on

2. When do we collect your personal data?

3. What sort of personal data do we collect?

4. How long will we keep your personal data?

5. Who do we share your personal data with

6. How and why do we use your personal data

7. Where your personal data may be processe

8. How we protect your personal data

9. What are your rights over your personal data?

10. How can you stop the use of your personal data for direct marketing?

11. Privacy policies of other websites

12. Changes to our privacy policy

1. Explaining the legal bases we rely on

The law on data protection sets out a few different reasons for which a company may collect and process your personal data, including:

Contractual obligations
We need your personal data to comply with our contractual obligations.

For example, if you order an item from us for home delivery, we’ll collect your address details to deliver your purchase and pass them to our courier.

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

For example, we can pass on details of people involved in fraud or other criminal activity affecting Pumphouse Farm Ltd to law enforcement.

Legitimate interest
In specific situations, 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 will use your purchase history to send you or make available personalised offers.

2. When do we collect your personal data?

- When you visit any of our websites and use your account to buy products and services.
- When you make an online purchase and check out as a guest (in which case we just collect transaction-based data).
- When you create an account with us.
- When you shop online, we capture information through cookies and similar technologies, you can manage these when you visit our site.
- When you purchase a product or service on site or by phone but do not have (or do not use) an account.
- When you engage with us on social media.
- When you contact us by any means with queries etc.
- When you ask us to email you information about a product or service.
- When you comment on or review our products and services.

3. What sort of personal data do we collect?

If you have a web account with us: your name, billing/delivery address, orders and receipts, email and telephone number. For your security, we will also keep an encrypted record of your login password.

Your comments and product reviews.

4. How long will we keep your personal data?

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

When you place an order, we will keep the personal data you give us for five years so we can comply with our legal and contractual obligations.
At the end of the retention period, your data will either be deleted completely or anonymised, for example by aggregation with other data so that it can be used in a non-identifiable way for statistical analysis and business planning.

5. Who do we share your personal data with?

We sometimes share your personal data with trusted third parties.eg delivery couriers.

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.
We work closely with them to ensure that your privacy is respected and protected at all times.
If we stop using their services, any of your data held by them will either be deleted or rendered anonymous.

Examples of the kind of third parties we work with are:

Operational companies such as delivery couriers to contact you about your order delivery & occasionally service review messages.

6. How and why do we use your personal data?

To process any orders that you make by using our websites, or on site. If we don’t collect your personal data during checkout, we won’t be able to process your order and comply with our legal obligations.

For example, your details may need to be passed to a third party to supply or deliver the product or service that you ordered, and we may keep your details for a reasonable period afterwards to fulfil any contractual obligations such as refunds etc.

To respond to your queries, refund requests and complaints. Handling the information you sent enables us to respond. We may also keep a record of these to inform any future communication with us and to demonstrate how we communicated with you throughout. We do this based on our contractual obligations to you, our legal obligations and our legitimate interest in providing you with the best service and understanding how we can improve our service based on your experience.
To send you email notifications when you create an order but abandon your browsing before completing your checkout. We do this based on our legitimate interest. To provide you with tracking information so that you can follow your order, enhance your customer experience and give you more information around where your delivery is and when your order will arrive.

To protect our business and your account from fraud and other illegal activities. This includes using your personal data to maintain, update and safeguard your account.
To process payments and to prevent fraudulent transactions. We do this based on our legitimate business interests. This also helps to protect our customers from fraud.

To comply with our contractual or legal obligations to share data with law enforcement.

For example, when a court order is submitted to share data with law enforcement agencies or a court of law

7. Where your personal data may be processed

Pumphouse Farm Ltd is a UK based company and your data will be held in the UK

8. How we protect your personal data

We know how much data security matters to all our customers. We will treat your data with the utmost care and take all appropriate steps to protect it.

We secure access to all transactional areas of our websites and apps using ‘https’ technology.
Access to your personal data is password-protected, and sensitive data eg payment card information, is not held on our systems.
We regularly monitor our system for possible vulnerabilities and attacks, and we carry out penetration testing to identify ways to further strengthen security.

9. What are your rights over your personal data?

An overview of your different rights

You have the right to request:

Access to the personal data we hold about you, free of charge in most cases.
The correction of your personal data when incorrect, out of date or incomplete.
The deletion of the data we hold about you.
A computer file in a common format (CSV or similar) containing the personal data that you have previously provided to us, and the right to have your information transferred to another entity where this is technically possible.
Restriction of the use of your personal data, in specific circumstances, generally while we are deciding on an objection you have made.
That we stop processing your personal data, in specific circumstances; for example, when you have withdrawn consent, or object for reasons related to your individual circumstances.
That we stop using your personal data for direct marketing (either through specific channels, or all channels).
That we stop any consent-based processing of your personal data after you withdraw that consent.
You can contact us to request to exercise these rights at any time by writing to us.
If we choose not to action your request, we will explain the reasons for our refusal.

Your right to withdraw consent

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.

Where we rely on our legitimate interest

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 must then do so unless we believe we have a legitimate overriding reason to continue processing your personal data, such as administration of an extended warranty.

Direct marketing

You have the right to stop the use of your personal data for direct marketing activity through all channels, or selected channels. We must always comply with your request.

Checking your identity

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.

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.

10. How can you stop the use of your personal data for direct marketing?

There are several ways you can stop direct marketing communications from us:

Click the ‘unsubscribe’ link in any email communication that we send you.

Please note that you may continue to receive communications for a short period after changing your preferences while our systems are fully updated.

11. Privacy policies of other websites

The Pumphouse Farm Ltd website contains links to other websites. Our privacy policy applies only to our website, so if you click on a link to another website, you should read their privacy policy.

12. Changes to our privacy policy

Pumphouse Farm Ltd keeps its privacy policy under regular review and places any updates on this web page. This privacy policy was last updated on 23rd September 2024.