This privacy notice is produced in line with new data protection legislation (known as General Data Protection Regulation-GDPR) which comes into force on 25th May 2018.
This policy notice includes:
The data that we hold
How we use it
Why we need it
Who has access to it
What your rights are
RBM Agricultural Ltd is committed to protecting the data it collects and using it fairly to contact existing and potential customers with relevant information and we apply the current laws which are known as the General Data Protection Regulation (GDPR).
How the law protects you
Your privacy is protected by law. This section explains how this works.
Data Protection law says we are allowed to use personal information only if we have a proper reason to do so. This includes sometimes sharing it outside RBM Agricultural Ltd.
The law says we must have one or more of these reasons:
1/ To fulfil a contract
2 / When it is our legal duty, or
3 / When it is in our legitimate interest, or
4/ When you consent to it.
A legitimate interest is when we have a business or commercial reason to use your information although even then it must not unfairly go against what is right and best for you.
Information we collect about you
We may collect personal data about you, including your name, address, telephone/mobile number(s) and email address.
If we are running an event that you are personally attending. If you are using our credit account facility, then we will collect more data of a financial or personal nature to ascertain the level of credit we can offer you. This data could come from internal or third party services that we may utilise in determining your credit worthiness.
Examples of the sources of data we collect about you or your company
Credit account application form
When you talk to us on the telephone, personally or communicate with us via social media or website
In emails and letters
When you use our website
When you interact on social media
In financial reviews where a form of credit is offered.
Payment and transactional data
Publicly available information
If you are applying for a credit account then we will collect data about you from third parties to ascertain the level of credit to give you. These third parties will have their own privacy notices and data sharing policies. The companies we use for this purpose are:
Experian (credit reference agency) www.experian.co.uk
Fraud prevention agencies
Public information and Companies House
How we process your data
GDPR law says that we can only use your personal information if we have a proper reason to do so. This includes sharing your data with third parties.
We may process your personal data for the following purposes, if relevant:
Administering your credit facility
Responding to your enquiries
Processing Credit Account applications
Provide you with information about goods and services we are offering.
Notify you about changes to our terms and conditions
For research and statistical analysis
Communicate with you about industry news and events, updates and other activities we are involved in as a business that we believe you would be interested in.
Carry out marketing activities
Collect and recover money that is owed to us
Respond to complaints and seek to resolve them
Information about your use of products supplied by us to third party business partners such as equipment manufacturers to enable them to process warranty claims etc.
We process this data on the basis of our legitimate interest to run our company in an efficient and proper way for the benefit of customers. We also process your personal data where required to comply with laws and regulations that apply to us.
How we will use the information about you
Data is stored securely within RBM Agricultural Ltd systems to prevent unauthorised access. No data held by us is ever passed to third party marketing companies.
RBM has various data and security policies that it complies with to ensure the safe keeping of the data we have collected.
Staff are trained and regularly updated to ensure they are treating your data within the guidelines of this notice.
We may need to disclose your information to Government bodies, if requested, to ensure we are complying with the international fight against terrorism and other criminal activities.
There are various lengths of time that data is kept depending on the need and other laws that we adhere to. You have a right to be forgotten within our database as long as there isn’t an over-riding legitimate business need.
Unless we explain otherwise to you, we’ll hold your personal information based on the following retention periods for personal data:
Events- 18 months
Financial records- 7 years
Credit reports and warning notices_ 6 years
When we may share your information
We will treat your personal information as private and confidential, but may share it with each other and disclose it outside of RBM Agricultural Ltd if:
Allowed by any agreement entered into by you
Needed by our agents, advisors or others involved in running accounts and services for you or collecting what you owe to us.
Needed by third parties to help manage your records (such as warranty information). Please note we will have appropriate separate service contracts in place with these firms.
HM Revenue and Customs or other statutory authorities who require it.
The Law, Regulatory Bodies or the public interest permits and require it.
Required by us or others to investigate or prevent crime.
Required as part of our duty to protect your accounts.
What are your rights?
You have the right to ask us to provide you with access to and rectification or erasure of your personal data. Providing you with this information is free of charge, but charges may apply for excessive requests. You have the right to ask us to provide you or a third party with personal data you have provided to us in an electronic format.
You have the right to object to certain purposes for processing, in particular direct marketing.
If you wish to raise a complaint on how we have handled your personal data, you can contact our Data Compliance Officer who will investigate the matter.
If you wish to stop us from providing you with marketing materials then you can opt out at any time by contacting us.
Changes to this policy
Any changes we make to this policy in future will be communicated to you via email or letter. The full notice (as it currently stands) will be available on our website (www.rbmagricultural.co.uk) as well as available on request by contacting us.
In the event that we believe there is a serious breach to our systems or data we will inform the Information Commissioners Office within 72 hours and will inform the affected customers as soon as practically possible there afterwards.
A G Denner
RBM Agricultural Ltd