Privacy Policy

Introduction 

This policy aims to help you understand what information we might collect about you and how we use it. It covers all activities carried out by R A & C E Platt Ltd – including Platts Animal Bedding, Platts Commercial Services and Platts Recycling Services.  

 
1.    Important information and who we are 

Purpose of this privacy notice  

R A & C E Platt Ltd is a leading manufacturer and supplier of animal bedding to the UK and Ireland agricultural industry- as well as providing recycling and commercial vehicle services. Some of the information we collect may be classified as personal data under the General Data Protection Regulations. 

R A & C E Platt Ltd is committed to protecting and respecting your privacy and will comply with the applicable data protection laws in all our dealings with your personal data. 

It is important that you read this privacy notice together with any other privacy notice or fair processing notice we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This privacy notice supplements the other notices and is not intended to override them.  

Controller 
Unless we state otherwise R A & C E Platt Ltd is the data controller of your personal data and responsible for  the collection and use of such data in accordance with this Privacy Notice  and our Privacy Policy. We will refer to R A & C E Platt Ltd by name or use the words "we", "us" or "our" to mean R A & C E Platt Ltd in this privacy notice). 

If you have any questions, comments and requests regarding this privacy policy please contact the data protection lead at R A & C E Platt Ltd on dataprotectionofficer@plattsanimalbedding.co.uk or by post at: 

Data Protection Lead Officer 
R A & C E Platt Ltd  
Parkleigh Offices  
Llay Industrial Estate North  
Llay  
Wrexham  
LL12 0PJ  

You have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance. 

Changes to the privacy notice and your duty to inform us of changes 

This version is updated from time to time and published on www.plattsanimalbedding.co.uk. The data protection law in the UK will change on 25 May 2018. Although this privacy notice sets out most of your rights under the new laws, we may not yet be able to respond to some of your requests (for example, a request for the transfer of your personal data) until May 2018 as we are still working towards getting our systems ready for some of these changes.  

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us. 

Third-party links  

This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit. 

2.    The data we collect about you 

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data). 

We may collect, use, store and transfer different kinds of personal data about you which we have grouped together follows: 

• 
      Identity Data includes first name, last name, job title. 
•     Contact Data includes billing address, delivery address, email address and telephone numbers.
  •    Financial Data includes credit history, bank account and payment card details.
  •    Transaction Data includes details about payments to and from you and other details of products and services you have purchased from us. 
  •    Profile Data includes purchases or orders made by you, your preferences, feedback and survey responses.   
  •    Usage Data includes information about how you use our website, products and services.  
  •    Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences. 
  •    Surveillance and Security Data will include your physical identity recorded on cameras used to monitor our premises.  
   

If you contact us, or when we contact you, we may keep a record of that correspondence. This may include call recordings, details of your visits to our site and emails exchanged. All calls are recorded for training and monitoring purposes and will not be shared with any third parties without your consent.  

We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data). Nor do we collect any information about criminal convictions and offences. 

If you fail to provide personal data 

Where we need to collect personal data by law, or under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with goods or services). In this case, we may have to cancel a product or service you have with us but we will notify you if this is the case at the time. 

3.    How is your personal data collected? 

We use different methods to collect data from and about you including: 

•     Direct interactions. You may give us your Identity, Contact and Financial Data by filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:
• 
      apply for our products or services;
  •    create an account in person, by post, by phone or on our website; 
  •    subscribe to our service or publications;  
  •    request marketing to be sent to you; 
  •    enter a competition, promotion or survey;  
  •    make an enquiry by phone, email or in person; or 
  •    give us some feedback.  
  •    you supply us with goods and services 
•     Third parties or publicly available sources. We may receive personal data about you from various third parties and public sources as set out below:
•     Technical Data from the following parties:
  (a)    analytics providers such as Google; 
  (b)    advertising networks; and 
  (c)    search information providers . 
  •    Contact, Financial and Transaction Data from providers of technical, payment and delivery services. 
  •    Identity and Contact Data from data brokers or aggregators. 
  •    Identity and Contact Data from publicly availably sources such as Companies House and the Electoral Register. 
  •    Credit reference agencies and property ownership checks. 

 
4.    How we use your personal data 

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances: 

•     Where we need to perform the contract we are about to enter into or have entered into with you.
  •    Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
  •    Where we need to comply with a legal or regulatory obligation. 
   

Please see section 10 to find out more about the types of lawful basis that we will rely on to process your personal data. 

Generally we do not rely on consent as a legal basis for processing your personal data other than in relation to sending third party direct marketing communications to you via email or text message. You have the right to withdraw consent to marketing at any time by unsubscribing by clicking on the unsubscribe link at the bottom of each marketing email or please do contact us. 

Purposes for which we will use your personal data 

We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate. 

Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the table below.  

Marketing  

We strive to provide you with choices regarding certain personal data uses, particularly around marketing and advertising. Should you wish you stop receiving marketing emails from us you can use the unsubscribe facility at the bottom of the email or contact dataprotectionofficer@plattsanimalbedding.co.uk.  

 
Promotional offers from us  

We may use your Identity, Contact, Technical, Usage and Profile Data to form a view on what we think you may want or need, or what may be of interest to you. This is how we decide which products, services and offers may be relevant for you (we call this marketing).  
You will receive marketing communications from us if you have requested information from us or purchased goods or services from us or if you provided us with your details when you entered a competition or registered for a promotion and, in each case, you have not opted out of receiving that marketing. 

Third-party marketing  

We will get your expressed opt-in consent before we share your personal data with any company outside the Holyhead group of companies for marketing purposes.  

Opting out 

You can ask us or third parties to stop sending you marketing messages at any time by using the unsubscribe link at the bottom of the emails or by contacting us at any time.  
Where you opt out of receiving these marketing messages, this will not apply to personal data provided to us as a result of a product/service purchase, warranty registration, product/service experience or other transactions. 

Cookies 

You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of this website may become inaccessible or not function properly. 

Change of purpose 

We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.  

If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so. 

Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law. 

 
5.    Disclosures of your personal data 

We may have to share your personal data with the parties set out below for the purposes set out in the table in paragraph 4 above. 
•    Internal Third Parties as set out in the Glossary.  
•    External Third Parties as set out in the Glossary. 
•    Third parties to whom we may choose to sell, transfer, or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy notice.  

 
We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions. 

6.   Data security 

We ensure that there are appropriate technical controls in place to protect your personal details.  For example our online forms are always encrypted and our network is protected and routinely monitored.  

• We undertake regular reviews of who has access to information that we hold to ensure that your information is only accessible by appropriately trained staff.  
• We reserve the right to cleanse data in order to remain compliant and with up-to-date information. This may include using 3rd party data suppliers/cleansers to append and update data from alternative sources- for example, TPS checking.    
• All third party suppliers we work with (e.g. IT support, telecoms etc) work under a contract, and will never store or share your personal data.  

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

Where we store your personal data 

We will store your data in our secure server in the UK. We will only transfer personal data to recipients outside the EU if sufficient adequacy decisions, data transfer agreements or other EU approved mechanisms exist for such transfers. 

 
7.    Data retention 

How long will you use my personal data for? 

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.  
To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements. 

By law we have to keep basic information about our customers (including Contact, Identity, Financial and Transaction Data) for six years after they cease being customers for tax purposes. 
In some circumstances you can ask us to delete your data: see ‘request erasure’ in section 8 below for further information. 

In some circumstances we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you. 

8.    Your legal rights 

Under certain circumstances, you have rights under data protection laws in relation to your personal data. 

Request access to your personal data (commonly known as a "data subject access request"). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it. 

Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us. 

Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request. 

Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms. 

Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data's accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it. 

Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.  
Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent. 

If you wish to exercise any of the rights set out above, please contact our compliance officer, on dataprotectionofficer@plattsanimalbedding.co.uk    

No fee usually required.  

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances. 

What we may need from you 

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response. 

Time limit to respond 

We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.  

9.    Glossary  
LAWFUL BASIS 
Legitimate Interest means the interest of our business in conducting and managing our business to enable us to give you the best service/product and the best and most secure experience. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law). You can obtain further information about how we assess our legitimate interests against any potential impact on you in respect of specific activities by contacting us 

Performance of Contract means processing your data where it is necessary for the performance of a contract to which you are a party or to take steps at your request before entering into such a contract. 

Comply with a legal or regulatory obligation means processing your personal data where it is necessary for compliance with a legal or regulatory obligation that we are subject to. 

 
External Third Parties 

•     Service providers acting as processors who provide IT, marketing and system administration services.
  •    Service providers acting as data controllers who provide fraud prevention, monitoring and courier services
  •    Professional advisers acting as processors or joint controllers including lawyers, bankers, auditors and insurers who provide consultancy, banking, legal, insurance and accounting services. 
  •    HM Revenue & Customs, regulators and other authorities acting as processors or joint controllers who require reporting of processing activities in certain circumstances. 
  •    Goods suppliers / manufacturers where there is a legitimate reason to do so i.e defective products, delivery direct to site 
•     Delivery companies / couriers if we are not delivering the goods with our own vehicles.

subject access request 

1. AIM  

You have a right, under the General Data Protection Regulation, to access the personal data we hold on you. To do so, you should make a subject access request, and this policy sets out how you should make a request, and our actions upon receiving the request.   

1. DEFINITIONS  

“Personal data” is any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier, including your name.   

“Special categories of personal data” includes information relating to:   

1. race  

1. ethnic origin  

1. politics  

1. religion  

1. trade union membership  

1. genetics  

1. biometrics (where used for ID purposes)  

1. health  

1. sex life or  

1. sexual orientation.  

1. MAKING A REQUEST  

Although subject access requests may be made verbally, we would advise that a request may be dealt with more efficiently and effectively if it is made in writing. If you wish to make a request, please use the Subject Access Request form.  

Requests that are made directly by you should be accompanied by evidence of your identity. If this is not provided, we may contact you to ask that such evidence be forwarded before we comply with the request.  

Requests made in relation to your data from a third party should be accompanied by evidence that the third party is able to act on your behalf. If this is not provided, we may contact the third party to ask that such evidence be forwarded before we comply with the request.  

1. TIMESCALES  

Usually, we will comply with your request without delay and at the latest within one month. Where requests are complex or numerous, we may contact you to inform you that an extension of time is required. The maximum extension period is two months.    

1. FEE  

We will normally comply with your request at no cost. However, if the request is manifestly unfounded or excessive, or if it is repetitive, we may contact you requesting a fee. This fee must be paid in order for us to comply with the request. The fee will be determined at the relevant time and will be set at a level which is reasonable in the circumstances.     

In addition, we may also charge a reasonable fee if you request further copies of the same information.