Trinity Grain – General Data Protection Regulations (GDPR) Privacy Notice

This privacy notice tells you what to expect us to do with your personal information.

Our contact details

Post: Trinity Grain, Micheldever Station, Winchester, Hampshire SO21 3FX

Telephone: 01962 774420

Email: membership@trinitygrain.co.uk

 

The information we collect, use, and why

We collect and use the following information for the normal operation of member and customer accounts, including the provision of services, society updates, news, and grain sales information, and to comply with legal requirements:

  • Names and contact details.
  • Addresses.
  • Payment details (bank information for payments to members).
  • Financial transaction information.
  • Transaction / payment history.
  • Account information, including society registration details.
  • Identification documents.

 

The lawful basis for collecting this information

Our lawful basis for collecting this information is for the normal operation of member and customer accounts, including the provision of services, society updates, news, and grain sales information, and to comply with legal requirements that are based on:

  • Consent.
  • Contract.

Enabling us to:

  • Ensure we ‘fulfil our contract’ with you as a Trinity Grain member.
  • Use the information for certain legitimate business purposes, e.g. where the processing enables us to enhance, modify, personalise or otherwise improve your services and communications.

 

Where we get personal information from

Information is collected directly from our members.

 

How your information is used

Your information will only be used to provide services and support associated with your Trinity Grain membership, or Trade Assurance scheme participation and other legitimate business purposes.

 

How long we keep information

Your information will be stored for as long is required to fulfil our contract with you.  Your data is generally held after the end of your membership or storage contract for a maximum of six years.  Once this contract has ceased and there is no legal requirement to retain it, all identifiable information will be deleted any only basic non-indefinable information retained for statistical purposes.

 

Who might we share your information with?

Your information will not be shared with any outside party unless it is specifically to provide a service authorised by Trinity Grain Ltd.

All third parties sign a written contract with Trinity Grain Ltd specifying your information will not be used for unauthorised direct marketing purposes and that your information will be stored securely and processed in accordance with GDPR.

Notice specific to members usernames and passwords

Access to the members area on the Trinity Grain website is controlled by a username and password which are issued to members on request.  Members must not make available, through negligence or otherwise, their username or password to any other person.

 

Your data protection rights

Under data protection law, you have rights including:

  • Your right of access - You have the right to ask us for copies of your personal data.
  • Your right to rectification - You have the right to ask us to rectify personal data you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
  • Your right to erase - You have the right to ask us to erase your personal data in certain circumstances.
  • Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal data in certain circumstances.
  • Your right to object to processing - You have the right to object to the processing of your personal data in certain circumstances.
  • Your right to data portability - You have the right to ask that we transfer the personal data you gave us to another organisation, or to you, in certain circumstances.
  • Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent.

You don’t usually need to pay a fee to exercise your rights.  If you make a request, we have one calendar month to respond to you.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

 

Trinity Grain Ltd Privacy Notice (April 2024)

How secure is your data?

At Trinity Grain Ltd, we take the safety and security of your data very seriously and we are committed to protecting your personal and sensitive information.  All information kept by us is stored on our secure servers.  Where we have given you (or where you have chosen) a password that enables you to access certain parts of our website, you are responsible for keeping this password confidential.  We ask you not to share a password with anyone.

Once we have received your information, we will use our strict procedures and security processes to try to ensure unauthorised access does not occur.

If data is processed by third-party providers, we will have obtained surety from them about the security of any data they process on our behalf.

Our GDPR and Privacy policy extends to all paper documentation held to ensure secure data processing.  Trinity Grain ensures:

  • Secure Destruction: Documents containing data no longer needed will be securely destroyed through methods such as shredding.
  • Organised Storage: Documents that need retention will be stored in a manner allowing easy traceability and accessibility when required.
  • Access Control: Sensitive documents will be stored in locked cabinets, with restricted access limited to authorised personnel.
  • Inclusion of Remote Workers: Policies will encompass temporary and remote workers, outlining procedures for protecting documents and data in their possession.

How to access the information we hold about you and your right to withdraw/amend information

Your information is collected, retained and processed under the legitimate business interest reason enabling us to provide our service to you.  You have the right to ask us not to process your personal data where it is processed on the basis of legitimate interests provided that there are no compelling reasons for that processing.

Please use the details above to contact us if you wish to withdraw from any Trinity Grain Ltd mailing list, correct any inaccuracies in the information that we hold, or prefer not to receive further contact from us.

You may also request to receive a copy of the information we hold on you.  Please allow 30 days following receipt of your request for this information to be sent.

How to complain

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

If you remain unhappy with how we’ve used your data after filing a complaint with us, you also have the right to lodge a complaint with the relevant supervisory authority, which is the Information Commissioner’s Office (ICO) in the UK, at any time.  The ICO’s contact details are:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

Website: https://www.ico.org.uk/make-a-complaint

 

Last updated: 1 May 2024