SPAR Scotland | /privacy-statement-retailers-customers-supplier.aspx
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Privacy Statement - Retailers/Customers/Suppliers


Please read this Privacy Statement carefully to understand how we will handle your personal data.  

Purpose

This statement together with our terms and conditions of business and any other documents referred to within our agreement with Retailers and Suppliers, sets out the basis about which personal data we may collect from you, or that you provide to us, and how it will be processed by us. It will also outline what data may be collected from consumers.

Retailers and Suppliers, especially sole traders, may provide personal data, special category Data and Criminal Convictions information in the course of trading with our Company.

Consumers may provide information for loyalty schemes or other marketing purposes or in the event they wish to log a complaint about SPAR products or services may submit personal information to enable our complaint handling process to be progressed and provide feedback.

Scope

C J Lang and Son Limited operates the SPAR franchise in Scotland and is especially committed, where “Person Identifying Information” can be identified, to protecting and respecting its retailers, suppliers and consumers data.

For the purposes of GDPR Regulation and the current Data Protection Act, C J Lang & Son Limited is the Data Controller.

Where person identifying information has been provided by a Retailer, Customer or Supplier to the Company, it will be covered by our data protection policies and this privacy Statement

What is “Person Identifying Information” and how will we use it?
 
Consumers may be asked to provide contact details such as name, address, telephone number, e-mail address, etc.

Retailers may provide:

•    Contact information and personal details to enable marketing, provision of goods and services and for business communication purposes
•    Contractual information so that creditworthiness is established
•    Documentary and national identifiers i.e.  details which are stored  in documents such as passports, Drivers Licence and indeed birth certificate or their National Insurance Number in order to prevent financial crime, fraud
•    Transactional details such as a Retailer’s bank details so that any C J Lang financial transactions between the Company and the Retailer can be efficiently managed.

Where necessary and for the performance of a contract, Suppliers may have to supply similar type information - contact information and personal details, contractual information, documentary and national identifiers and transaction details too.

Lawful basis for processing data

Our lawful bases for processing your data are as follows:

1.    Legitimate Interest-the processing is necessary for the Company’s legitimate interest or the legitimate interest of a third party e.g. commercial interest between a supplier and a retailer and the Company. In the case of the retailer telling them about promotions, new products or in the case of a consumer’s customer service complaint enabling a company appropriate investigation to resolve the complaint and improve service or product.

2.    Consent-you have given us clear and valid consent to process your personal data for a specific purpose e.g.  consumers and retailers marketing or e-marketing. In the case of a retailer credit checks, identify checks. The Company will specify to you why we want the data and what we are going to do with it.

3.    Legal obligation- the processing is necessary for the company to comply with the law.

4.    Contract- the processing is necessary for a contract.

The Company will provide individual “granular” breakdowns. For example,  if you wish to join SPAR Scotland as a retailer and provide personal identifying information you will be informed within whilst filling in the Joiner Form and signing the terms and conditions of business that the lawful bases for processing data is for one, two, three , indeed all  four of the lawful base reasons above. We will also tell you what the Company will do with your data:

•    we will use the data provided to provide product and services;
•    delivery purposes;
•    accounting processes and;
•    if you agree for our marketing support and initiatives as well as third party companies outside C J Lang

and you will be informed that you can tell us at any time that you wish to withdraw your consent.

Where do we get our information from and what information do we collect about you?
 
Information you give the Company

You may directly provide us with personal identifying information when filling in forms for      C J Lang and/or SPAR Scotland or indeed through the SPAR Scotland 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, sign up for loyalty schemes, search for products, participate in discussion boards or other social media functions, enter a competition, promotion or survey, and when you report a problem with our website. The information you give us may include your name, address, e-mail address and phone number, financial information (sole trader type retailer or supplier).
 
Information we collect about you
 
With regard to each of your visits to our website we may automatically collect the following information:

•    technical information, including the Internet protocol (IP) address used to connect your computer to the Internet, your login information, browser type and version, time zone setting, browser plug-in types and versions, operating system and platform;

•    information about your visit, including the full Uniform Resource Locators (URL) clickstream to, through and from our website (including date and time); products you viewed or searched for; page response times, download errors, length of visits to certain pages, page interaction information (such as scrolling, clicks, and mouse-overs), and methods used to browse away from the page and any phone number used to call our customer service number. 


Information we receive from other sources

The Company may receive information about you if you use any of the other websites we operate such as www.cjlang.co.uk, www.sparscotland.co.uk or other services we provide. [In this case we will have informed you when we collected that data that it may be shared internally and combined with data collected on our website.]

The Company also works closely with third parties (including, for example, business partners, sub-contractors in technical, payment and delivery services, advertising networks, analytics providers, search information providers, credit reference agencies) and may receive information about you from them.


How will we use the information about you?

We will use this information to:

•    carry out our obligations arising from any contracts entered into between you and us and to provide you with the information, products and services that you request from us;


•    provide you with information about other goods and services we offer that are similar to those that you may purchase or have already purchased or enquired about;


•    to notify you about changes to our service;


•    to ensure that content from our website is presented in the most effective manner for you and for your computer.

For retailers who provide personal identifying information, we will use such information about you that enables us to process orders, manage your retailer account and if you agree to e-mail you about other products and services we think may be of interest to you. Credit Reference Agencies and Fraud Prevention Agencies will be supplied with necessary data for the purposes assessing your identity and credit position where this is a condition of the Company entering into a contract with you. We may also share your information with selected third parties such as direct suppliers and sub-contractors for the performance of any contract we enter into with them or you.

Your data will be supplied to SPAR (UK) Limited to update the national retailer record. Should there be changes to such data you must inform the Company who will update the data.

For suppliers who provide person identifying information, we will use such information about you that enables the performance of any agreed contract and financial transactions to be processed in terms of invoicing and payments.

For consumers, we will use the data provided for processing feedback on product or service complaints and the operation of any loyalty schemes.

Where we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply our terms of use and other agreements; or to protect the rights, property, or safety of C J Lang & Son Limited, our customers, or others, the Company will comply. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction.


We will also use information held about you in the following ways to: 


•    administer our website and for internal operations, including troubleshooting, data analysis, testing, research, statistical and survey purposes;


•    improve our website to ensure that content is presented in the most effective manner for you and for your computer;

•    allow you to participate in interactive features of our service, when you choose to do so;


•    as part of our efforts to keep our website safe and secure;


•    in the case of retailers measure or understand the effectiveness of advertising we serve to you and others, and to deliver relevant advertising to you;


Marketing

In accordance with GDPR, the current Data Protection Act and P.E.C.R. (Privacy and Electronic Communications Regulations) we may wish to send retailers and consumers information about SPAR products and services which may be of interest to them. If you have consented to receive marketing, you may opt out at a later date. The specific relevant Data Privacy Notice connected with the marketing activity will highlight how you opt out of this service.

Where do we store your personal data?

Information you provide is stored on our secure servers. Any payment transactions will be encrypted. Where we have given you (or where you have chosen) a password which enables you to access certain parts of our website, you are responsible for keeping this password confidential. We request you do not to share a password with anyone!

Unfortunately, the transmission of information via the Internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our website; any transmission is at your own risk. Once we have received your information, we will use strictest procedures and security features to try to prevent unauthorised access.

Access to your information and correction

You have the right to request a copy of the information that we hold about you. If you would like a copy of some or all your personal information, please e-mail dpo@cjlang.co.uk.

We want to make sure that your personal information is accurate and up to date. You may ask us to correct or remove information that you think is inaccurate .

Cookies

Cookies are text files placed on your computer to collect standard internet log information and visitor behaviour information. This information is used to track visitor use of the website and to compile statistical reports on website activity.

We use cookies to distinguish you from other users of our website. This helps us to provide you with a good experience when you browse our website and also allows us to improve our website. Please refer to the C J Lang/sparscotland Cookie Policy on our websites.

For further information on cookies visit www.aboutcookies.org or www.allaboutcookies.org

Other websites

Our website contains links to other websites for example, SPAR UK.  If you follow a link to any of these websites, please note that each website will have their own privacy statement and cookies policy. Please check the particular website policy before you submit any personal data to them. C J Lang & Son Limited does not accept any responsibility or liability for other websites’ policies or statements.

How long do we keep your information for?

We will keep your information in accordance with our internal retention policies but will comply with any related law or regulation. For example, for a private company’s accounting records three years, statements and instructions to banks six years; Customs and Excise six years; and contracts with customers and suppliers six years too.

Your Rights

C J Lang fully recognises that you have rights under data protection law that is related to the way we process your data. These are highlighted in our Data Protection policy found at www.cjlang.co.uk/About Us/ Corporate. They are as follows:

*    the right to be informed-providing fair processing information through a privacy notice;
*    the right of access-individuals can access their personal data;
*    the right to rectification-if data is inaccurate or incomplete, it can be rectified;
*    the right to erasure-an individual can request deletion or removal of data where there is no compelling reason for its continued processing;
*    the right to restrict processing-the individual can “block” or suppress/restrict processing of data;
*    the right to data portability-allows individuals to obtain and reuse their personal data  for their own purposes across different services;
*    the right to object-if processing is based on legitimate interests or the performance of a task in the public interest/exercise of official authority; direct marketing; or processing for the purposes of scientific/historical research and statistics;
*    the right not to be subject to automated decision-making including profiling-this can only be carried out if it  is necessary for the performance of the contract ; authorised by European or UK state law or based on an individual’s explicit consent

DATA PROTECTION OFFICER

The nominated Data Protection Officer for C J Lang & Son Limited reports to the Board of Directors and has delegated responsibility for the policy and its application.

Please contact us if you have any questions about our Policies or Privacy Statements or information that we hold about you:

Write to:
 
The Data Protection Officer
Head Office
C J Lang & Son Limited
78 Longtown Road
Dundee
DD4 8JU

Or  

e-mail us at dpo@cjlang.co.uk

Transferring your data outside of the EU

We do not transfer any information to outside the EU.

Review

The Privacy Statement relating to Retailers, Customer and Suppliers who provide personal identifying information will be reviewed annually.






 

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