Privacy notice for Gazebo Fine Foods Limited

Introduction

Gazebo Fine Foods Limited takes the protection of your privacy very seriously. We will only use your personal information as a customer, supplier or business contact to process transactions, manage and administer our relationship with you, and to meet our regulatory responsibilities.

How do we collect information from you?

We use different methods to collect data about you including obtaining information from you directly when we create an account to do business with you.

What type of information do we collect from you?

We may collect and process personal information including but not limited to information set out below, depending on what you have asked us to do or what we are contracted to do for you.

• Your Identity, Contact and Financial data including email address
• Details of Trading location, Correspondence and Communications with you

The information that we need will be explained to you by a member of our team who will oversee the business relationship with you.

How is your information used?

We require this information to perform the contract we are about to enter into or have entered into with you and in particular but not limited to the following reasons:

• Manage and administer our relationship with you
• Verify your identity where this is required
• Understand your needs and how they may be met
• Maintain our records in accordance with applicable legal and regulatory obligations
• Internal record keeping and sharing with other departments within the company
• Process financial transactions
• Share your data with third parties that process data on its behalf, for example in connection with delivery of goods to your locations
• Meet audit and compliance obligations

We are required by legislation, other regulatory requirements and our insurers to retain your data where we have ceased to act for you. We keep your personal information no longer then is necessary for the purposes for which it was collected. Information on our document policy can be made available using the ‘Contact information ‘particulars noted below.

Who has access to your information?

We will not sell or rent your information to third parties.

We will not share your information with third parties for marketing purposes.

Any staff with access to your information has a duty of confidentiality under their employment contract with the company.

Third Party Service Providers working on our behalf

We may pass your information to our third party service providers, agents, subcontractors and other associated organisations for the purposes of completing tasks and providing services to you on our behalf, for example to in connection with delivery of goods to your locations. However, when we use third party service providers, we disclose only the personal information that is necessary to deliver the service and we have a contract in place that requires them to keep your information secure and not to use it for their own purposes. Please be assured that we will not release your information to third parties unless you have requested that we deliver goods to your locations, or we are required to do so by law, for example, by a court order or for the purposes of prevention and detection of crime, fraud or corruption.

How you can access and update your information

Keeping your information up to date and accurate is important to us. We commit to regularly review and correct where necessary, the information that we hold about you. If any of your information changes, please email or write to us, or call us using the ‘Contact information’ particulars noted below.

You have the right to ask for a copy of the information Gazebo Fine Foods Limited holds about you.

Security precautions in place to protect the loss, misuse or alteration of your information

Whilst we strive to protect your personal information, we cannot guarantee the security of any information you transmit to us, and you do so at your own risk. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures in place that complies with all applicable legislative and regulatory requirements. Should there ever be a breach of data security, this would be reported to the Information Commissioners. Your data will usually be processed in our offices in the UK. However, to allow us to operate efficient digital processes, we sometimes need to store information in servers located outside the UK, but within the European Economic Area (EEA). However, if your data is transferred outside the EEA it will be protected in line with compliance under GDPR

Your choices

We may occasionally contact you by post / email / telephone with details of any changes in legal and regulatory requirements or other developments that may be relevant to your affairs and, where applicable, how we may assist you further. If you do not wish to receive such information from us, please let us know by contacting us as indicated under ‘Contact information’ below.

Your rights

Access to your information: You have the right to request a copy of the personal information about you that we hold.

Correcting your information: We want to make sure that your personal information is accurate, complete and up to date and you may ask us to correct any personal information about you that you believe does not meet these standards.

Deletion of your information: You have the right to ask us to delete personal information about you where:

• you consider that we no longer require the information for the purposes for which it was obtained
• you have validly objected to our use of your personal information – see ‘Objecting to how we may use your information’ below
• our use of your personal information is contrary to law or our other legal obligations
• we are using your information with your consent and you have withdrawn your consent – see ‘withdrawing consent to use your information’ below.

Restricting how we may use your information: In some cases, you may ask us to restrict how we use your personal information. This right might apply, for example, where we are checking the accuracy of personal information about you that we hold or assessing the validity of any objection you have made to our use of your information. The right might also apply where there is no longer a basis for using your personal information but you do not want us to delete the data. Where this right is validly exercised, we may only use the relevant personal information with your consent, for legal claims or where there are other public interest grounds to do so.

Objecting to how we may use your information: Where we use your personal information to perform tasks carried out in the public interest then, if you ask us to, we will stop using that personal information unless there are overriding legitimate grounds to continue.

Withdrawing consent to use your information: Where we use your personal information with your consent you may withdraw that consent at any time and we will stop using your personal information for the purpose(s) for which consent was given.

Please contact us as indicated under ‘Contact information’ below, if you wish to exercise any of these rights.

Contact information

Gazebo Fine Foods Limited Name of contact: Data Manager Postal address: Unit 2, Fourth Way. Wembley. Middlesex. HA9 OLH

Complaints

We seek to resolve directly all complaints about how we handle your personal information but you also have the right to lodge a complaint with the Information Commissioner’s Office at

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Website: https://ico.org.uk/concerns

Changes to our privacy notice

We keep this privacy notice under regular review and will place any updates on our website. This privacy notice was last updated on 15/02/2023.