Privacy Policy

Here at South Ormsby Estate, we take the privacy and security of your personal data very seriously. This policy explains what personal data we collect about you, why we need it, how we use it and the rights you have regarding it.

The policy applies to any personal data we collect from you, including when you order products from us, book a place at one of our events or contact us to enquire about visiting the estate. It also applies to your use of our website located at  https://southormsbyestate.co.uk (the “Site”),.

 

Please read this policy carefully before giving us any of your personal data.

 

1. Who We Are

 We are SOUTH ORMSBY EVENTS Ltd, a company registered in England under company no. 10878962. Our registered address is given below.

We are the controller of your personal data. This means that we are responsible for what happens to any data you send to us, and we are subject to certain legal obligations about how we store it, who we send it to and what we can lawfully do with it. If you have any questions about this privacy policy, including any requests to exercise your legal rights, please contact us using the details set out below:

 

2. The Data We Collect

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where any identifying markers have been removed (see section 4 regarding our use of aggregated data for further information).

We will collect the following kinds of personal data from you:

Apart from where an accident or incident occurs, 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.

 

Failure 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 send you the products you have ordered from us, you will need to provide us your shipping address).

 

3. Aggregated Data

South Ormsby Estate may collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data could be derived from your personal data but is not considered personal data in law as this data will not directly or indirectly reveal your identity. For example, we may aggregate data about which products are more in demand than others, or the areas of the country where visitors mostly come from.  We may also aggregate data about how our Site is used (e.g. the percentage of users who access the Platform via an IOS device, as against those who use Android or Windows.) We will use this data to inform our marketing and development strategies.

However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy policy.

 

4. How We Collect Your Data

A lot of the data we collect about you will be provided by you directly to us when you purchase a product from us, or contact us for any other reason. We will collect technical data from your browser when you visit our Site, and we will receive data about you from third parties (see section 8 below for more information about this).

 

5. How We Use Your Personal Data

Generally, we do not rely on consent as a legal basis for processing your personal data. We will only use your personal data when the law allows us to. Most commonly, we will use it in the following circumstances:

• Where we need to perform the contract we are about to enter into or have entered into with you (e.g. to send products to you);
• To protect your vital interests (e.g. in the event of an accident);
• 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; or
• Where we need to comply with a legal obligation.

Where we rely on our own legitimate interests to process your data, those interests are:

• To administer and protect our business;
• To improve our sales of products and services by showing you the most relevant content; and
• To use data analytics as a way of improving the user experience on our Site.

 

6. 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 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.

 

7. Marketing

 We would welcome the opportunity to keep you up to date with everything happening on the South Ormsby Estate. You can opt into receiving regular updates from us by post and email using our Site. When you receive a communication, we may collect information about how you respond to or interact with that communication, and this may affect how we communicate with you in future.

You can decide not to receive communications or change how we contact you at any time. If you wish to do so, either click on the relevant link at the end of every email you receive from us, or contact us directly using the details set out above.

 

8. Social Media and Profiling

 Profiling is the gathering of information about individuals or groups of individuals and understanding their characteristics to learn more about their interests or likely behaviour. We may collect and use profiling data (as described in section 2 above) as a way of helping us understand our customers, and building better relationships with them.

We analyse data about our customers to identify shared characteristics and preferences. We do this by assessing various types of information including behaviour (e.g. feedback forms and purchase history) or demographic information (e.g. age or location) or lifestyle information (e.g. your interests). Where you have not provided this data to us directly, it is automatically compiled based on information which social media companies (e.g. Facebook) make available to us.

By grouping people together on the basis of common characteristics, we can ensure that groups are provided with the communications, products, and information which is of most interest to them. This helps prevent your inbox from filling up, and means we aren’t contacting people with information which isn’t relevant to them.

 

9. CCTV

 We believe that CCTV and other surveillance systems have a legitimate role to play in helping to maintain a safe and secure environment for all our staff and visitors. However, we recognise that CCTV has an appreciable effect on individual privacy. We currently use CCTV cameras to view and record individuals on and around the estate. We believe that such use is necessary for legitimate business purposes, including:

• to prevent crime and protect the estate from damage, disruption, vandalism and other illegal acts;
• for the personal safety of staff, visitors and other members of the public and to act as a deterrent against crime; and
• to support law enforcement bodies in the prevention, detection and prosecution of crime if it occurs.

CCTV cameras are located throughout the estate, and record 24 hours a day. Camera locations are chosen to minimise viewing of spaces not relevant to the legitimate purpose of the monitoring. Surveillance systems will not be used to record sound. We will ensure that live feeds from cameras and recorded images are only viewed by approved members of staff whose role requires them to have access to such data. This may include HR staff involved with disciplinary or grievance matters. Recorded images will only be viewed in designated, secure offices.

Data recorded by the CCTV system will be stored digitally using a cloud computing system. Data from CCTV cameras will not be retained indefinitely but will be permanently deleted once there is no reason to retain the recorded information. Exactly how long images will be retained for will vary according to the purpose for which they are being recorded. For example, where images are being recorded for crime prevention purposes, data will be kept long enough only for incidents to come to light. At the end of their useful life, all images stored in whatever format will be erased permanently and securely. Any physical matter such as tapes or discs will be disposed of as confidential waste. Any still photographs and hard copy prints will be disposed of as confidential waste.

 

10. Disclosures of Your Data

We will never sell your personal data.

However, we may share it with subcontractors or suppliers who provide services to our business. Our subcontractors will typically fall within the following categories:

• Professional Advisers (e.g. accountants, marketing specialists and lawyers);
• IT services providers;
• Associated companies (e.g. other companies connected with the estate or the products it produces); and
• Marketing and social media companies.

 

Associated Companies

We will transfer your data to other companies that are associated with South Ormsby Estate. These include South Ormsby Trading LTD and MASSINGBERD-MUNDY DISTILLERY LTD. All such companies remain under the South Ormsby Estate umbrella.

A list of the principle third-party subcontractors we use, why we use them, and links to their privacy policies is set out below. Note however that this is not an exhaustive list, and suppliers may change from time to time.

Where we share your data with suppliers or subcontractors, they will be subject to a contract which imposes strict obligations of confidentiality and compliance with UK data protection laws on them.

Some of our external third-party suppliers and subcontractors are based outside the UK, so their processing of your personal data will involve a transfer of data outside the UK. Whenever we transfer your personal data out of the UK, we ensure a similar degree of protection is afforded to it by putting in place a valid legal transfer mechanism, as permitted under data protection law. Please contact us if you want further information on the specific mechanism used by us when transferring your personal data out of the UK.

We may also disclose your personal data to 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 policy.

 

11. Data Security and Retention

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

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.

We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.

 

12. Your Legal Rights

Under certain circumstances, you have rights under data protection law in relation to your personal data. You have the right to:

• Request access to the personal data we hold about you;
• Request corrections to any of the personal data we hold, if it is inaccurate;
• Ask us to erase your personal data;
• Object to the way in which we process your personal data; or
• Request transfer of your personal data in a commonly-used file format.

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 could refuse to comply with your request in these circumstances. If you wish to exercise any of the rights set out above, please contact us. We try to respond to all legitimate requests within one month. Occasionally it could 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. Please keep in mind that there are exceptions to the rights above and, though we will always try to respond to your satisfaction, there may be situations where we are unable to do so.

 

13. Your Right to Complain

You have the right to make a complaint at any time to the Information Commissioner’s Office (“ICO”), the UK regulator for data protection issues. Details of how to do this can be found on their website, which you can access by clicking here. We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.

 

13. Cookies

Our Site uses local storage (such as cookies) to provide you with the best possible experience and to allow you to make use of certain functionality (such as being able to shop online). Further information can be found in our Cookies Policy.

 

Privacy policy last updated on 19/05/2021.