OUR COMMITMENT TO YOUR PRIVACY

Pin-It Pastry Limited respects your privacy and is committed to protecting your personal information.

This Privacy Policy explains how we collect, use, store and protect personal information when you:

• Visit our website;
• Contact us with an enquiry;
• Purchase products from us;
• Discuss or enter into a business relationship with us;
• Supply goods or services to us;
• Communicate with members of our team; or
• Otherwise interact with Pin-It Pastry.

In addition, this Privacy Policy explains the rights available to you under UK data protection law.

WHO WE ARE

Pin-It Pastry Limited is the controller responsible for the personal information described in this Privacy Policy.

Pin-It Pastry Limited
Abergarw Estate
Brynmenyn
Bridgend
CF32 9LW

Company Number: 06503070
Telephone: 01656 722423
Email: enquiries@pin-itpastry.com

If you have any questions about how we use your personal information, or if you wish to exercise any of your data protection rights, please contact us using the details above.

THE INFORMATION WE MAY COLLECT

The personal information we collect will depend on the nature of your relationship with us.

For example, it may include the following categories.

Identity Information

This may include:

• Your name;
• Job title;
• Employer or business name; and
• Your role within an organisation.

Contact Information

This may include:

• Business or personal email address;
• Telephone number;
• Postal or business address; and
• Other contact details you provide to us.

Customer and Commercial Information

This may include:

• Products you have purchased or enquired about;
• Orders and order history;
• Product requirements;
• Specifications or bespoke product enquiries;
• Quotations;
• Contracts;
• Customer account information;
• Delivery information;
• Complaints or feedback;
• Correspondence with our team; and
• Other information relating to our commercial relationship with you.

Financial and Transaction Information

Where relevant, this may include:

• Billing information;
• Invoice details;
• Payment status;
• Transaction records; and
• Information required for accounting, taxation and audit purposes.

Supplier Information

Where you or your organisation supplies goods or services to us, we may process:

• Contact information;
• Supplier account details;
• Contractual information;
• Purchase orders;
• Payment information;
• Due-diligence information; and
• Correspondence relating to the supplier relationship.

Website and Technical Information

When you visit our website, we may automatically collect certain technical information.

For example, this may include:

• Internet Protocol (IP) address;
• Browser type and version;
• Device type;
• Operating system;
• Pages viewed;
• Date and time of visits;
• Referring website or source;
• Website interaction information; and
• Cookie or similar technology identifiers.

For further information, please see our Cookie Policy.

Communications

We may retain correspondence when you communicate with us by:

• Email;
• Telephone;
• Website forms;
• Post;
• Social media; or
• Other communication channels.

HOW WE COLLECT YOUR INFORMATION

We may collect personal information directly from you when you:

• Contact us;
• Make an enquiry;
• Request product information;
• Place an order;
• Request a quotation;
• Become a customer or supplier;
• Complete a website form;
• Raise a complaint;
• Communicate with our employees; or
• Otherwise provide information to us.

In addition, we may receive business contact information from other legitimate sources, including:

• Your employer or organisation;
• Customers or suppliers;
• Business partners;
• Referrals;
• Publicly available business information;
• Professional networking platforms; or
• Other organisations involved in a transaction or business relationship.

Furthermore, we may automatically collect technical information when you use our website.

HOW AND WHY WE USE YOUR INFORMATION

UK data protection law requires us to have a lawful reason for using personal information.

Depending on the circumstances, we may rely upon:

• Contract – where processing is necessary to enter into or perform a contract;
• Legal obligation – where we need to process information to comply with the law;
• Legitimate interests – where processing supports a legitimate business purpose and your rights do not override those interests;
• Consent – where you have freely given us permission to use your information for a particular purpose; or
• Another lawful basis available under applicable data protection legislation.

Accordingly, we may use personal information for the following purposes.

Responding to Enquiries

We may use your contact and enquiry information to answer questions, provide information, respond to product enquiries or prepare quotations.

Generally, we rely on our legitimate interests in responding to business enquiries or taking steps towards entering into a contract.

Processing and Managing Orders

We may process information to:

• Set up and manage customer accounts;
• Process orders;
• Arrange production or delivery;
• Issue invoices;
• Manage payments;
• Communicate about an order; and
• Provide ongoing customer support.

Therefore, this processing will generally support the performance of a contract or steps requested before entering into a contract.

Managing Customer Relationships

We may use your information to:

• Communicate with you;
• Provide customer service;
• Maintain accurate account information;
• Understand customer requirements;
• Resolve problems; and
• Maintain our commercial relationship.

Depending on the circumstances, we may rely on contractual necessity or our legitimate interests in providing effective customer service and managing our business relationships.

Complaints and Quality Issues

Where you raise a complaint, product concern or other issue, we may use relevant information to:

• Investigate the matter;
• Communicate with relevant employees;
• Contact you for further information;
• Resolve the issue;
• Maintain quality records; and
• Protect our legal and commercial interests.

As a result, this processing may support our contractual obligations, legal obligations or legitimate interests.

Managing Suppliers and Business Partners

We may process business contact and commercial information to:

• Select and communicate with suppliers;
• Manage contracts;
• Place orders;
• Make payments;
• Conduct appropriate due diligence;
• Monitor supplier performance; and
• Maintain business relationships.

Similarly, this processing may support contract performance or our legitimate interests in operating and managing our business.

Accounting, Taxation and Administration

We may process information for:

• Bookkeeping;
• Accounting;
• Taxation;
• Financial reporting;
• Auditing;
• Credit control; and
• General business administration.

In addition, this processing may help us comply with legal obligations and manage the financial affairs of the business.

Protecting Our Business

We may process personal information where necessary to:

• Prevent or investigate fraud;
• Protect our systems;
• Maintain website and information security;
• Establish or defend legal claims;
• Protect our employees, customers and property;
• Investigate suspected misconduct; or
• Cooperate with law enforcement or regulatory authorities.

However, we will only use personal information for these purposes where we have an appropriate lawful basis.

Improving Our Website and Services

We may use limited website and technical information to understand how people use our website, identify technical problems and improve functionality and performance.

The lawful basis will depend on the technology involved.

Where consent is legally required, we will obtain that consent before activating the relevant cookie or similar technology.

For more information, please see our Cookie Policy.

BUSINESS MARKETING

We may occasionally contact existing or prospective business customers about products, services or developments that we reasonably believe may be relevant to their organisation.

Where the law permits, we may rely on our legitimate interests in promoting our business.

However, where consent is required, we will obtain that consent before sending marketing communications.

You can ask us to stop sending marketing communications at any time.

Nevertheless, opting out of marketing will not affect service-related communications that remain necessary in connection with an existing customer, supplier or contractual relationship.

WHO WE MAY SHARE YOUR INFORMATION WITH

We do not sell personal information.

Where necessary and lawful, we may share limited personal information with organisations that help us operate our business.

For example, these may include:

• IT and website service providers;
• Hosting and cloud-service providers;
• Accountants and auditors;
• Banks and payment-service providers;
• Delivery and logistics providers;
• Professional advisers;
• Insurers;
• Software and business-system providers;
• Contractors and service providers;
• Regulatory authorities;
• Law enforcement agencies; and
• Government or public bodies where legally required.

Where another organisation processes information on our behalf, we expect it to protect that information appropriately and follow our instructions and applicable law.

Furthermore, we may disclose information where necessary in connection with:

• A legal claim;
• The sale, restructuring or transfer of all or part of our business;
• Fraud prevention;
• Regulatory obligations; or
• Protecting the rights, property or safety of Pin-It Pastry, our employees, customers or others.

INTERNATIONAL TRANSFERS

Some organisations or technology providers that we use may process personal information outside the United Kingdom.

Where we transfer personal information internationally, we will take appropriate steps to ensure that the transfer complies with UK data protection law.

For example, depending on the circumstances, we may rely upon:

• UK adequacy regulations;
• Approved contractual safeguards;
• An appropriate data-transfer mechanism;
• A legally permitted exception; or
• Another lawful transfer mechanism available under UK data protection legislation.

Where appropriate, you may contact us for further information about safeguards that apply to an international transfer involving your personal information.

HOW LONG WE KEEP YOUR INFORMATION

We will not retain personal information for longer than reasonably necessary.

The appropriate retention period will depend on:

• The purpose for which we collected the information;
• The nature of our relationship with you;
• Contractual requirements;
• Accounting and taxation requirements;
• Food-safety or quality-record requirements;
• Applicable limitation periods;
• Regulatory requirements; and
• Whether we may need the information to establish, exercise or defend legal claims.

Customer, order, invoice and related commercial records may generally remain on file for up to seven years following the end of the relevant customer relationship or transaction where necessary for accounting, taxation, audit, contractual or legal purposes.

However, we may retain other information for shorter or longer periods where appropriate.

When we no longer require personal information, we will securely delete, anonymise or otherwise dispose of it where reasonably practicable.

KEEPING YOUR INFORMATION SECURE

We use appropriate technical and organisational measures designed to protect personal information against:

• Unauthorised access;
• Accidental loss;
• Misuse;
• Alteration;
• Disclosure; and
• Destruction.

In addition, we limit access to personal information to employees, contractors and service providers who reasonably require it for legitimate business purposes.

No system can guarantee complete security. Nevertheless, we continually seek to use proportionate safeguards that reflect the information we process and the risks involved.

YOUR DATA PROTECTION RIGHTS

Depending on the circumstances and the lawful basis we rely upon, you may have the following rights.

Right of Access

You may ask us to confirm whether we process your personal information and request a copy of the information we hold about you.

Right to Rectification

You may ask us to correct inaccurate personal information or complete information that is incomplete.

Right to Erasure

In certain circumstances, you may ask us to delete your personal information.

However, this right is not absolute, and we may need to retain certain information where we have a lawful reason to do so.

Right to Restrict Processing

In certain circumstances, you may ask us to restrict the way we use your personal information.

Right to Data Portability

Where applicable, you may have the right to receive personal information you provided to us in a structured, commonly used and machine-readable format.

Alternatively, you may ask us to transfer that information to another organisation where the law provides this right.

Right to Withdraw Consent

Where we rely on your consent, you may withdraw that consent at any time.

However, withdrawing consent does not affect the lawfulness of processing that took place before you withdrew it.

YOUR RIGHT TO OBJECT

You have the right to object to the processing of your personal information in certain circumstances, particularly where we rely upon legitimate interests.

If you object, we will consider your request.

However, we may continue the relevant processing where the law allows us to do so.

You have an absolute right to object to the use of your personal information for direct marketing.

Therefore, if you ask us to stop using your information for direct marketing, we will do so.

EXERCISING YOUR RIGHTS

If you wish to exercise any of your data protection rights, please contact:

Data Protection Representative
Pin-It Pastry Limited
Abergarw Estate
Brynmenyn
Bridgend
CF32 9LW

Telephone: 01656 722423
Email: enquiries@pin-itpastry.com

We may need to request information from you to confirm your identity before acting on a request.

There is normally no charge for exercising your data protection rights. However, the law permits charges or refusals in certain limited circumstances.

We will respond within the timescales required by applicable data protection legislation.

DATA PROTECTION COMPLAINTS

If you have a concern or complaint about the way Pin-It Pastry has collected or used your personal information, please contact us first.

You can submit a complaint by email at:

enquiries@pin-itpastry.com

or in writing to:

Data Protection Representative
Pin-It Pastry Limited
Abergarw Estate
Brynmenyn
Bridgend
CF32 9LW

We will:

• Provide a clear route for you to raise your complaint;
• Acknowledge a data protection complaint within 30 days;
• Take appropriate steps to investigate the matter; and
• Inform you of the outcome without undue delay.

However, if you remain dissatisfied, or if you prefer to contact the regulator directly, you also have the right to complain to the Information Commissioner’s Office (ICO).

The ICO is the UK’s independent regulator for data protection.

For further information, visit the ICO website at ico.org.uk.

COOKIES

Our website may use cookies and similar technologies for website operation, security, preferences, analytics and other functionality.

In addition, some technologies may require your consent before we activate them.

Please read our Cookie Policy for detailed information about the technologies we use and how you can manage your preferences.

THIRD-PARTY WEBSITES

Our website may contain links to websites operated by other organisations.

We do not control those websites and are not responsible for their privacy practices.

Therefore, we recommend reviewing the privacy information provided by the relevant organisation before submitting personal information to a third-party website.

CHILDREN’S INFORMATION

Our website and products primarily serve businesses and professional customers. Therefore, we do not design our services for children.

We do not intentionally seek to collect personal information directly from children through our website.

However, if we become aware that we have collected a child’s personal information in circumstances where we should not have done so, we will take appropriate steps in accordance with applicable law.

CHANGES TO THIS PRIVACY POLICY

From time to time, we may update this Privacy Policy to reflect changes in:

• Our business;
• Our website;
• The personal information we process;
• The service providers or technologies we use; or
• Applicable legislation and regulatory guidance.

The latest version will appear on this page. In addition, the date at the top of the page will show when we last updated it.

CONTACT US

For questions regarding this Privacy Policy or the way we use personal information, please contact:

Pin-It Pastry Limited
Abergarw Estate
Brynmenyn
Bridgend
CF32 9LW

Company Number: 06503070
Telephone: 01656 722423
Email: enquiries@pin-itpastry.com