GDPR: DATA PRIVACY NOTICE FOR CLIENTS AND SUPPLIERS
Chepstow Pet Supplies LTD (“We”) are committed to protecting and respecting your privacy.
The rules on processing of personal data are set out in the General Data Protection Regulation (the “GDPR”).
Data controller – A controller determines the purposes and means of processing personal data.
Data processor – A processor is responsible for processing personal data on behalf of a controller.
Data subject – Natural person
Categories of data: Personal data and special categories of personal data
Personal data – The GDPR applies to ‘personal data’ meaning any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier (as explained in Article 6 of GDPR). For example name, passport number, home address or private email address. Online identifiers include IP addresses and cookies.
Special categories personal data – The GDPR refers to sensitive personal data as ‘special categories of personal data’ (as explained in Article 9 of GDPR). The special categories specifically include genetic data, and biometric data where processed to uniquely identify an individual. Other examples include racial and ethnic origin, sexual orientation, health data, trade union membership, political opinions, religious or philosophical beliefs.
Processing – means any operation or set of operations which is performed on personal data or on sets of personal data, whether or not by automated means, such as collection, recording, organisation, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure or destruction.
Third party – means a natural or legal person, public authority, agency or body other than the data subject, controller, processor and persons who, under the direct authority of the controller or processor, are authorised to process personal data.
2.Who are we?
Chepstow Pet Supplies LTD is the data controller. This means we decide how your personal data is processed and for what purposes. Our contact details are: firstname.lastname@example.org, 01291 625460, 01600 715367. For all data matters contact Nina Gray on email@example.com.
3.The purpose(s) of processing your personal data
We use your personal data for the following purposes:
- To maintain our own accounts and records;
- To fulfil customer orders and enquiries;
- To administer our loyalty scheme;
- To manage our employees and their safety;
- To ensure client safety;
- To ensure the wellbeing of your pets whilst in our care;
- To comply with the Animal Act 1951;
- To inform individuals of news, events or activities
You may give us information about you by filling in forms on our site www.pawspets.co.uk (our website) or by corresponding with us by phone, e-mail or otherwise. This includes information you provide when you register to use our website, subscribe to our services (grooming, boarding, loyalty scheme), place an order or enquiry with us, enter a competition, promotion or survey, buying a pet and when you report a problem with our website or in-store.
4.The categories of personal data concerned
With reference to the categories of personal data described in the definitions section, we process the following categories of your data:
- Personal data including – Name, Address, Contact Number, Email, Pets Details and photographs, and Financial Information.
5.What is our legal basis for processing your personal data?
a.Personal data (article 6 of GDPR)
Our lawful basis for processing your general personal data:
|☑Consent of the data subject;
||Loyalty scheme, Orders/Enquiries, Grooming, Boarding, Photographs, Marketing
|☑Processing necessary for the performance of a contract with the data subject or to take steps to enter into a contract
||Grooming, Boarding, Orders/enquiries, Financial Information
|☑Processing necessary for compliance with a legal obligation
||Animal Register – Animal Act 1951 and animal license
|☐ Processing necessary to protect the vital interests of a data subject or another person
|☑Processing necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller
||Animal Register – Animal Act 1951 and animal license
|☑Processing necessary for the purposes of the legitimate interests of the data controller or a third party, except where such interests are overridden by the interests or fundamental rights or freedoms of the data subject
||Financial Information e.g. Card Receipts
6.Sharing your personal data
Your personal data will be treated as strictly confidential, and will be shared only with Third Party companies listed below for the specific reasons listed. They have no right to use your data for themselves, only on our behalf.
Customer Database – Premier EPOS (Electronic Till System)
Premier EPOS interacts with the following personal data from the point of entry into our customer database through the Premier EPOS software:
Name, Phone Numbers, Postal Addresses, Email Addresses, Customer Grouping, General Customer Statistics, Customer Transaction History, Pet Details
Premier EPOS’ interaction with the personal data is purely for support purposes, they do not process it for any other purpose and will not contact you using this data, or submit the data to any 3rd party. The main storage for this store is on the master till. All data transfers take place through secure channels, and all data is stored safely and securely on hardware within the EU. All necessary precautions have been taken with the software, transfer procedures, and staff training to make sure that all personal data is treated properly with minimal chance of a data breach. In the event of a data breach by Premier EPOS, the ICO and Chepstow Pet Supplies LTD will be notified within 72 hours so that the affected customers can be informed, and that all necessary procedures can be followed to rectify the situation. By submitting a Subject Access Request you will also receive all data that Premier EPOS has stored about you through the Premier EPOS system within the allotted 1 month time period. In the event of a request for data removal, it falls to Chepstow Pet Supplies LTD to check whether or not the data is legally required to be kept, and in the event that it is not required Chepstow Pet Supplies LTD will initiate the data removal process from the Premier EPOS system.
7.How long do we keep your personal data?
We keep your personal data for no longer than reasonably necessary and we only retain your data for the following purposes and use the following criteria to determine how long to retain your personal data:
Customer data – inactive customer’s data will be destroyed after 5 years. Data will only be used for identifying and contacting customers regarding their current orders/enquiries/services. Emails will only be used for marketing following customer consent.
Grooming & boarding data – inactive customers data will be destroyed after 5 years. Data will only be used for the pet’s wellbeing whilst in our care
Financial information – paper slips kept for 6 years for accounting and legal purposes
Pet Register Information – kept indefinitely due to the Animal Act 1951
Premier EPOS will keep a secure database backup for up to 6 months from point of creation or until enough subsequent backups have been transferred to render the original obsolete. When the 6 month period is reached or the data becomes obsolete, Premier EPOS will follow a predetermined process to remove the data from their systems and servers.
If you wish to request any more information regarding Premier EPOS involvement with your personal data, then please contact firstname.lastname@example.org with a subject line of ‘DPO: <Your Query>, with your query and make sure to reference Chepstow Pet Supplies LTD as your primary data holder for the process of inquiry.
8.Providing us with your personal data
We require your personal data as a requirement necessary to fulfil our services to you (grooming, boarding, orders, loyalty scheme)
9.Your rights and your personal data
Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data:
- The right to request a copy of the personal data which we hold about you;
- The right to request that we correct any personal data if it is found to be inaccurate or out of date;
- The right to request your personal data is erased where it is no longer necessary to retain such data;
- The right to withdraw your consent to the processing at any time, where consent was your lawful basis for processing the data;
- The right to request that we provide you with your personal data and where possible, to transmit that data directly to another data controller, (known as the right to data portability), (where applicable i.e. where the processing is based on consent or is necessary for the performance of a contract with the data subject and where the data controller processes the data by automated means);
- The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing;
- The right to object to the processing of personal data, (where applicable i.e. where processing is based on legitimate interests (or the performance of a task in the public interest/exercise of official authority); direct marketing and processing for the purposes of scientific/historical research and statistics).
10.Transfer of Data Abroad
We do not transfer personal data outside the EEA.
11.Automated Decision Making
We do not use any form of automate decision making in our business.
If we wish to use your personal data for a new purpose, not covered by this Data Privacy Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions.
14.How to make a complaint
To exercise all relevant rights, queries or complaints please in the first instance contact our Data Protection Officer Nina Gray on email@example.com, 01291 625460, 01600 715367.
If this does not resolve your complaint to your satisfaction, you have the right to lodge a complaint with the Information Commissioners Office on 03031231113 or via email https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, England.