Privacy policy

 

This privacy notice relates to Firetree Chocolate Limited and explains the information we collect about you and the basis on which we control and process it.

Website and Cookies

We use a third-party provider, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns to help understand things such as the number of visitors, the pages visited and how long is spent on each page to allow us to improve our service and offering. Although we may know the number of unique visitors based on their IP address, we do not usually attempt to use this information to try to identify visitors and do not allow Google Analytics to do so either. We reserve the right to do so in the event that the visit is for a malicious or unlawful purpose.

You can learn how to manage your cookie settings here.

We use a third-party service to help maintain the security and performance of our website. To deliver this service it processes the IP addresses of visitors to our website.

Collecting data – when you make contact

By phone - We may use call number identification to recognise who is calling us and to have a short-term record of calls received. We will capture information that you give us for our records and in order to deal with your enquiry and/or order and process it in accordance with our processing basis as set out below.

By email - If you send us an email that is not encrypted any personal data within it may be at risk. We will capture and process the information in the email in order to deal with your enquiry and respond to it and to fulfil any order and process it in accordance with our processing basis as set out below.

By on-line enquiry and post - When we receive an enquiry or application via any enquiry form, on-line order form, by email or paper it will contain personal information which we will capture and use to deal with your enquiry and/or fulfil the order in accordance with our processing basis as set out below.

Job applicants – We will capture the information, including any CV details, that you send to us in respect of any job enquiry/application in order to determine whether you might be suitable for and process it to fulfil any potential contract for a job.

Suppliers of goods and services – We will capture information for our records in order to perform any contract between us, including managing any service agreement, handling of payments and dealing with any complaints and for our legitimate interest in retaining such information in order to protect our interests and for legal purposes to meet our regulatory obligations. Information may be retained for up to 6 years from the end of our relationship.

Providing information to us on other people

In providing information to us about other people, for example when ordering goods for delivery to their address, you understand that we will process their information in order to fulfil the order. We may store information provided to us in both electronic and paper-based systems in order to a) perform the contract, including dealing with any issues that may arise and b) for our legitimate interests in keeping records to deal with any regulatory requirements. We will not use their data for marketing purposes.

Sensitive Data

We may capture sensitive data about you with regards to you or someone you are ordering our products for regarding health issues such as allergies if you advise of an issue that we may need to take into account in dealing with your order. We may retain this information where it would be in your best interests for us to do so or in order to protect us from a claim. You may request us to delete this information at any time.

CCTV

We use CCTV for security to protect our premises from loss or attack. Data recorded for this purpose will be deleted after 30 days. If you want to have access to a recording that you are captured in you will need to contact us using the details below. You will need to provide us with details that allow us to identify you as the subject of the information and to locate the information on the system – e.g. date, time and location and identifying details. We will only be able to provide information related to you in order to protect the privacy of others. You may be asked to attend our offices in order to view the information.

What data do we capture

We capture data which you provide us. This includes details of the person providing the information and the person(s) to whom the order is to be delivered. The information may include:

  • Name, address, email and phone contact details
  • Payment details
  • Potential sensitive data – e.g. allergies
  • Correspondence and records of calls relating to orders or potential orders

Basis of processing data and who we share your data with

We will hold and process your data for fulfilment of a contract in order to:

  • Deal with any enquiries about our products prior to entering into a contract to purchase
  • Process and fulfil orders
  • Manage any post order queries or complaints
  • Deal with repeat orders

We will hold and process your data for legal purposes in order to:

  • Meet our legal obligations such as accounting and tax requirements
  • Supply information to any government body, regulatory authority, law enforcement agency as required

We may hold and process your data by consent in order to:

  • Keep you informed of our products and services and those of any group or related company
  • Send you information contained in any newsletter or promotion we may issue
  • Retain your payment details and delivery addresses for ease of future ordering
  • To manage any allergy requirements you have informed us about

You may withdraw your consent at any time by unsubscribing from any marketing or contacting us using the details on our website

We may use a third-party provider to issue marketing and information to you but will not share your information with any other third party for marketing purposes.

We may also gather information on our sales and marketing in order to understand and measure the effectiveness of it and to make improvements as a result.

We may share information with our business advisors and partners where required in order for them to provide their contracted services. This includes our payments processors and any parcel/delivery tracking service.

Retaining information

We will retain information for our contractual interests and legal purposes as follows:

  • Orders – up to 3 years
  • Enquiries where no order is placed – up to 3 months
  • Professional advisers, contractors and business partners – up to 6 years from the end of our relationship
  • Job applicants – up to 3 months from the date of CV unless it progresses to formal interview in which case it will be held for up to 6 months. If a job offer is forthcoming a copy of our staff privacy notice will be issued with any application form

Where you have consented to marketing, we will retain your contact information for marketing purposes until such time as consent is withdrawn.

Please click here for our mobile terms of service 

Where we store your data

All information is retained within the EEA. If we were to export any of your data to a non-EEA state we would take appropriate measures to protect the data.

Your rights

You have the right as an individual to request details on the information we hold on you and to ask us to correct any information which may be inaccurate. To exercise your right please contact us and ask for a Data Subject Access Request form.

You are also able to exercise your right to be forgotten. This does not mean we will have to automatically delete all information held on you as we may still need to keep appropriate information in order to meet our legal obligations and for our legitimate interests.

There are other rights which, due to the basis on which we process data, you may not always be able to exercise. These include:

  • To restrict processing of your data
  • To provide your data in a portable format
  • To object to the processing of your data

You might also wish to complain about the way in which we have processed your data.

To exercise your rights or to make a complaint please contact us at:

Email: david@firetreechocolate.com

Telephone: 01733 602421

Post: 3 Holkham Road, Orton Southgate, Peterborough PE2 6TE

You also have the right to make a complaint to the Information Commissioners Office. You can make a complaint to them via their website www.ico.org.uk or by calling them on 0303 123 1113.

Changes to this privacy notice

We may review our privacy notice from time to time.

 

Version 1.1

November 2024