General Data Protection Regulations (GDPR) Notice

1. Purpose; Agility Agriculture wants to provide you with this notice outlining the measures and procedures we are taking to ensure we are complying with the GDPR policies and protecting your personal data. This notice will assist you in understanding GDPR and identify the procedures and legal requirements that arise when processing, storing and transferring data. In section 4 of this notice you will find the six key principles giving the fundamental areas and practices of effective data protection.

2. Introduction; Since May 2018 GDPR has been implemented to provide protection of your personal data and Agility Agriculture want to assure you that we are complying with these regulations and adhering to all relevant laws. We are informing you of what personal data that we hold and how we are using this data.The data that we hold from you was given to us by you, either before commencement or during our contractual relationship. This would have been via email or a customer account application form.Please note that is entirely your choice whether you submit these details to us at Agility Agriculture.

3. What data we hold; The data that we hold for your company is as follows;This data is held on our internal system, where only we can view them.

   • Company Name

   • Company Address, this can include all site locations

   • Company Contacts, including buyers, producers, accounts, management, directors

   • Various Telephone Numbers and Fax numbers

   • Various Email Addresses

   • VAT number

   • Bank Account Details

   • Website

   • Company Registration Numbers

4. Principles; To ensure full compliance to GDPR, there are six principles that should be adhered to by anyone who deals with any personal data. The six principles state that Personal Data must be;

   • Transparent, fair and lawful

     • We will be sure to inform you if we receive any personal data from other sources. This also needs your consent to the processing of your personal data. We will conduct all necessary obligations to ensure your personal data is protected.

   • Data collection is only used for the reason it was specifically collected for, (purpose limitation)

     • We will only process the data you provide for the purposes of fulfilling the terms and conditions of our contact with you. If there are to be any changes in what is necessary by the way we process your personal data we will inform you and seek your consent first.

   • Only the necessary data is collected (data minimisation)

     • We will not collect any data in excess of what is required to carry out the relevant processes which have been agreed with you.

   • Data needs to be accurate and up to date (accuracy)

     • We will conduct necessary checks to ensure that the data we hold is accurate and up to date. It is required that you inform us and request for your personal data to be amended as and when needed.

   • Personal data should be stored for the time needed and no longer (storage limitation)

     • We will only store personal data for the time that is needed to fulfil the purposes of the contract and no longer than necessary.

   • Personal data is kept secure (integrity and confidentiality)

     • This includes protection from processing data unlawfully or without authorisation, damage, accidental loss and destruction using appropriate measures.

     • To ensure confidentiality all information is stored in our online software which is secured with passwords that only we have access to and the relevant anti-malware software is implemented to ensure full protection.

     • Disposal of personal data is achieved through deleting the necessary files from the software, no paper copies are stored.

5. How we will use personal data; We will only use the data as necessary to complete contractual obligations and use to liaise with yourself. Agility Agriculture may collect and use the following data;

   • Contact details, such as name, address, contact number, website, email. We will use the above information to satisfy activities such as;

   • Account management, e.g: invoices and collecting payments

     • Managing orders and delivering goods

     • Customer management, such as communication with you, updating records, responding to queries

     • Sending you information from open days, commercial news or any relevant updates, via post, email, SMS

6. Duration of storage; Agility Agriculture will only keep your personal data on our records for as long as required to carry out the functions and activities as mentioned in section 5 of this notice. When your personal data is no longer needed we will remove it all from our systems and any paper records destroyed at the end of our business relationship.

7. Do we share personal data? Agility Agriculture will never sell or pass on any of the information that is provided by you, unless you have given your permission to do so.

8. Rights that you have concerning your personal data; With regards to the GDPR you have certain rights that you may want to exercise in which Agility Agriculture will support any decisions you may choose to make.Firstly, you have the right to withdraw your consent, you can exercise this right at any time. This withdrawal will be valid for future effects however will not affect any lawful actions of processing prior to the consent withdrawal. You can withdraw your consent by contacting us using the contact details provided below in section 9. In addition to the right to withdraw your consent there are a selection of data privacy rights that can be actioned, they are as follows; All the rights listed above are provided by the applicable data law. You also have to right to file any complaints if you have any concerns or if you feel as though any requests regarding data protection and personal details have not been adequately addressed by us, please email us at rachel.hart@agilityag.com.If we don’t respond to your request after one month then you may want to make a complaint directly to Information Commissioner’s Office (ICO). You may also want to make a complaint directly to ICO if you feel we have not adequately responded to your initial complaint at; Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF (Tel: 0303 123 1113)

   • Right to request erasure, meaning the right to be forgotten. You have the right to ask us to erase all your personal data that we hold. This request may be made in writing or verbally as per the contact details found in section 9.

   • Right to request data portability, this allows you to use your own personal data with different services in a safe secure way.

   • Right to request object, this allows you to object to the processing of your information. We would then be required to stop processing any of your personal data. This request may be exercised in writing or verbally as per the contact details found in section 9.

   • Right to be informed, you have the right to be informed about the collection of your personal data, this requires full transparency as per the fundamental principles of the GDPR.

   • Right to request access, you have the right to access your personal data which we hold. As above this can be exercised by contacting us.

   • Right to request rectification, you have the right to request that inaccurate or incomplete data is to be rectified or completed.

   • Right to request restriction of processing, we may be obliged to restrict processing your data if requested by you in certain circumstances. If the restriction is permitted, we will be authorised to store your personal data but not process it.

9. Agility Agriculture contact details; Agility Agriculture Unit 26, HYS Port Hamble Southampton SO31 4NN Telephone Number; 02380 454676 Email; sales@agilityag.com