Privacy Statement

The Food & Drink Forum Privacy policy

The Food & Drink Forum (FDF) is committed to protecting your personal data and this privacy policy states how we collect data, how we store it and how we use it. The Food & Drink Forum is committed to compliance with the General Data Protection Regulation.

This privacy policy applies to the websites, products and services offered by FDF.

The purpose of this policy is to give you a clear explanation about how FDF collects and uses the personal information you provide to us and that we collect. We ensure that we use your information in accordance with all applicable laws concerning the protection of your personal information.

If you have any queries about this policy or your personal information please contact:

The Food & Drink Forum

The Business Centre

Southglade Food Park

Gala Way

Nottingham

NG5 9RG

Email: enquiries@foodanddrinkforum.co.uk

Call: 0115 975 8810

FDF is registered under the Data Protection Act 1998, and any data collected will be used and held in accordance with the requirements of the Data Protection Act 1998.

FDF is registered with the Information Commissioner’s Office (ICO), reference: Z7953839.

How do we collect information?

We obtain personal information from you when you enquire about our activities, register with us, send or receive an email, ask a question about our services or otherwise provide us with your personal information. Sometimes we may obtain your personal information from third party data suppliers only if they provide the appropriate evidence that you have agreed for your personal information to be shared with other organisations.

We also gather general information about the use of our websites such as pages visited and areas that are of most interest to users. We use this information to improve our website and make it a better experience for everyone. For further information please see the cookies section below.

Occasionally we obtain publically available information such as contact information or we research information to help us perform due diligence checks to ensure we are not being abused by fraudsters or criminals posing as genuine businesses or to ensure that there are no conflicts of interest from potential supporters or organisations prior to our engagement. We do these checks to help protect FDF from abuse. For further information around this please see the marketing section below.

What information do we collect?

The personal information we collect might include name address email address, telephone numbers, date of birth, bank account details (for setting up regular direct debit or payment information) and your Directorships (for when looking at any conflict of interest enquiries). Data Protection law recognises that certain categories of personal information are more sensitive. These are known as special categories of data and cover health information race, religious beliefs and political opinions. We do not usually collect special categories of data about company information unless there is a clear reason for doing so such where we need to ensure we provide the data to funding bodies for companies/beneficiaries to access support.

How do we use your information?

We may use your personal information for:

·         Dealing with your enquiries requests and complaints

·         Processing your payments made online

·         Providing you with information about our work activities, events and services

·         Complying with our legal obligations policies and procedures

·         Providing and personalising our services

·         Administering membership records

·         Conducting market research

Where permission has been given by the individual/business, we may hold your details on our secure Cloud-based IT system, our secure CRM system, and may also keep hard copy paperwork in a secure location. For those businesses enrolled onto any of the European Regional Development Funded (ERDF) projects we manage your details may be stored for up to 15 years, in line with ERDF regulations – where this is the case individuals/businesses will be made aware of this at the time of consent.

Using your credit or debit card to purchase online

If you use your credit or debit card to buy something or pay for a registration online or over the phone we will ensure this is done securely and in accordance with the Payment Card Industry Data Security Standard. You can find out more information about PCI DSS here: https://www.pcisecuritystandards.org/pci_security/.

We do not store your credit or debit card details at all following the completion of your transaction. All card details are securely destroyed once the payment or donation has been processed. Only staff authorised and trained to process payments will able to see your card details.

How we protect your information

We adopt appropriate data collection, storage and processing practices and security measures to protect against unauthorized access, alteration, disclosure or destruction of your personal or transactional data stored on our website and systems.

We use a limited number of external software packages in order to be able to provide the services we offer including; Sage, MailChimp and NutriCalc. We will only use software packages that are compliant with GDPR regulations.

Marketing

Being able to communicate with you is important, and we believe in being open, honest and transparent with our Customers and want you to feel comfortable about your decision to give us your personal information and how we use it.

We will use the details you provide to us to communicate with you about our services, and research expertise. We would also like to tell you about events and opportunities in the future whether that’s through volunteering, event attendance and workshops or grant opportunities.

We promise that will only communicate with you in the way you wish us to and we will always respect your privacy. You can change your mind at any time and its quick and easy to let us know that you no longer want to hear from us by calling the FDF Team on 0115 975 8810 or email us at enquiries@foodanddrinkforum.co.uk. We will always respond to your wishes in a sensitive, timely, courteous and professional way.

Please be assured that we will take appropriate measures to keep your personal information safe and secure and we promise not to over contact. We will never pass your personal information on to other organisations for them to use for their own marketing purposes, unless you have indicated otherwise.

In certain instances, we collect and use your personal information by relying on the legitimate interest legal basis. This is because when you, for example, request to receive services or products from us, we have a legitimate organisational interest to use your personal information to respond to you and there is no overriding prejudice to you by using your personal information for this purpose. However we will always provide you with the option to opt-out of hearing from us. In most instances, however, we will rely on obtaining your consent to our use of your personal information. This is the case, for example, where we seek to obtain your consent to receive email marketing from FDF

We will only communicate to you in the way you have told us. For example:

Email/text marketing

If you actively provide your consent to us along with your email address and/or mobile phone number we may contact you for marketing purposes by email or text message. By subscribing to FDF emails or opting in to email communication from FDF you grant us the right to use the email for email marketing.

Post/telephone marketing

If you have provided us with your postal address or telephone number we may send you direct mail or telephone you about our work unless you have told us that you would prefer not to receive such information or we receive a notification from the Service that you have requested marketing communications to stop.

It’s your decision

It is always your decision as to whether you want to receive information about our work and the ways you can get involved. If you do not want us to use your personal information in these ways please indicate your preferences on the form on which we collect your data.

You may opt-out of our marketing communications at any time by clicking the ‘unsubscribe’ link in at the end of our marketing emails.

You can also change any of your contact preferences at any time including telling us that you don’t want us to contact you for marketing purposes by calling the FDF Team on 0115 975 8810 or email us at enquiries@foodanddrinkforum.co.uk

We will not use your personal information for marketing purposes if you have indicated that you do not wish to be contacted by us for such purposes. However, we will retain your details on a suppression list to help ensure that we do not continue to contact you.

Disclosures

We will never pass your personal information on to other organisations for them to use for their own marketing purposes.

However we may disclose your personal information in the following circumstances:

To third parties who provide a service to us and are data processors. This would include our trusted partners that work with us in connection with our services, and sell or provide FDF with information or marketing  (subject to your communication preferences and our internal policies and procedures). We require these third parties to comply strictly with our instructions and data protection laws and we will make sure that appropriate controls are in place. We enter into contracts with all our data processors and regularly monitor their activities to ensure they are complying with FDF policies and procedures.

Where we are under duty to disclose your personal information in order to comply with law or the disclosure is ‘necessary’ for purposes of national security taxation and criminal investigation or there is an obligation as part of your participation in a funded programme or we have your written consent.

Where we need to perform due diligence checks to ensure we are not being abused by fraudsters or criminals posing as genuine donors for example money laundering proceeds of crime tax avoidance. We do these checks to help protect FDF from abuse.

Keeping your personal information

We keep your personal information for as long as required to operate the service in accordance with legal requirements and tax and accounting rules. Where your information is no longer required, we will ensure it is disposed of in a secure manner.

Your rights

Under the Data Protection Act 1998 and the General Data Protection Regulation, which came into force on May 25th 2018 you have the following rights:

  • The right to access your personal information
  • The right to edit and update your personal information
  • The right to request to have your personal information deleted
  • The right to restrict processing of your personal information
  • The right to object
  • The right to lodge a complaint with a supervisory authority
  1. The right to access your personal information

You have a right to obtain confirmation that your personal information is being processed. You also have the right to request a copy of your personal information we hold.

We will provide a copy of your personal information within 30 days of receiving the written request.

Should you wish to exercise these rights we require you to prove your identity with two pieces of approved identification. Please address requests to:

The Food & Drink Forum

The Business Centre

Southglade Food Park

Nottingham

NG5 9RG

 

  1. The right to edit and update your personal information

The accuracy of your personal information is important to us. You can edit your personal information including your address and contact details at any time. Please address requests to:

The Food & Drink Forum

The Business Centre

Southglade Food Park

Gala Way

Nottingham

NG5 9RG

Or email enquiries@foodanddrinkforum.co.uk. Please provide as much information as possible about the nature of your contact with us to help us locate your records. Any changes you have requested may take 30 days before they take effect.

 

3 The right to request to have your personal information deleted

You have the right to request the deletion of your personal information which we will review on a case by case basis.

Should you wish to exercise these rights please address requests to:

The Food & Drink Forum

The Business Centre

Southglade Food Park

Gala Way

Nottingham

NG5 9RG

Or email enquiries@foodanddrinkforum.co.uk

Please provide as much information as possible about the nature of your contact with us to help us locate your records. Any changes you have requested may take 30 days before they take effect.

 

  1. The right to restrict processing of your personal information

You have the right to ‘block’ or suppress processing of your personal data. However, we will continue to store your data but not further process it. We do this by retaining just enough of your personal information so we can ensure that the restriction is respected in the future.

Should you wish to exercise these rights please address requests to:

The Food & Drink Forum

The Business Centre

Southglade Food Park

Gala Way

Nottingham

NG5 9RG

Or email enquiries@foodanddrinkforum.co.uk

Please provide as much information as possible about the nature of your contact with us to help us locate your records. Any changes you have requested may take 30 days before they take effect.

 

  1. The right to object

You have the right to object to your personal information being processed to marketing (including profiling) and for research purposes. From the very first communication from us and every marketing communication we send after you will have the right to object to marketing.

Alternatively, you can exercise this right by contacting the Supporter Relations Team below. Please address requests to

The Food & Drink Forum

The Business Centre

Southglade Food Park

Gala Way

Nottingham

NG5 9RG

Or email enquiries@foodanddrinkforum.co.uk

Please provide as much information as possible about the nature of your contact with us to help us locate your records. Any changes you have requested may take 30 days before they take effect.

If we process your personal information for the exercise or defence of legal claims or we can demonstrate compelling grounds that override your rights and freedoms we may not be able to fulfil your request. However we will contact you to discuss further.

 

  1. Your right to lodge a complaint with a supervisory authority

If you wish to lodge a complaint or seek advice from a supervisory authority please contact:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire SK9 5AF

Tel: 0303 123 1113

Website: www.ico.org.uk

Other websites

Our website may contain links to other websites that are outside our control and are not covered by this Privacy Policy. If you access other sites using the links provided the operators of these sites may collect information from you that will be used by them in accordance with their privacy policy which may differ from our

Use of cookies

A cookie is a small piece of information sent by a webserver to a web browser which enables the server to collect information from the browser. Find out more about cookies on www.allaboutcookies.org.

Most browsers will allow you to turn off cookies. If you want to know how to do this please look at the menu on your browser, or look at the instruction on www.allaboutcookies.org. Please note however, that turning off cookies could restrict your use of our website.

Some of these cookies allow us to count visits and traffic sources so we can measure and improve the performance of our site. They help us to know which pages are the most and least popular and see how visitors move around the site. The data collected is not shared with any 3rd party. The information we get through the use of these cookies is anonymous and we make no attempt to identify you or influence your experience of the site while you are visiting it. If you do not allow these cookies we will not be able to include your anonymous visit in our statistics.

We use the following cookies on our site:

Provide functionality

Improve performance

Behavioural advertising

Embedded content

Provide Functionality

Font size change (newFontSize)
This cookie simply stores your preference if you have opted to increase/decrease the website’s font size. This enables the font size to be standard throughout the site.

Cookie Banner (cookieBanner)
This session cookie remembers your acceptance of the cookie banner statement.

Changes to the Privacy Policy

We may update this policy from time to time. When we do, we will revise the updated date at the bottom of this page. We encourage our users to frequently check this page for any changes to stay informed about how we are helping to protect your personal information we collect.

If there are any significant changes in the way we treat your personal information we will contact you and we will place a prominent notice on our website(s).

This document was last updated 25th April 2018.