Our Privacy Policy

This information has been produced to help you understand everything you need to know about the way Herefordshire Rural Hub collects, uses, and shares personal data, what your legal rights are and how to exercise them.

We hope you’ll take some time to read this information; we’ve tried to keep it all as simple as possible and to avoid jargon, and we’ll make our best efforts to keep you informed if there are any changes to the way we process your personal data in the future.

Herefordshire Rural Hub takes its responsibility for protecting your data very seriously and we do advise you get to know our practices. If there’s anything here you don’t understand, or if you want to ask any questions, please feel free to contact us.

Contents

Scope
Who we are and how you can contact us
What kinds of Personal Data does Herefordshire Rural Hub Process
Where does Herefordshire Rural Hub obtain Personal Data from?
What are the reasons Herefordshire Rural Hub collects Personal Data?
Who will Herefordshire Rural Hub share your Personal Data with?
Where will Herefordshire Rural Hub store your Personal Data?
How long will Herefordshire Rural Hub keep your Personal Data?
Your Rights, Our Responsibility
Our Contact Details

1. Scope

This Privacy Policy only applies to Herefordshire Rural Hub’s activities, projects, communications and its websites.

Where links are provided from our websites to third party websites or partnership websites, Herefordshire Rural Hub is not responsible for those websites and a link to them does not imply endorsement.

This Privacy Policy shall be governed by the laws of England and Wales.

2. Who we are

We are Herefordshire Rural Hub.

Registered address: Agriculture House, Beech Business Park, Tillington Road, Hereford, HR4 9QJ

Registration number 07495168

In this document Herefordshire Rural Hub may be referred to as “we”, “us”, or “our”.

3. What kinds of Personal Data does Herefordshire Rural Hub process?

Herefordshire Rural Hub collects personal data for various purposes; with that in mind we have created a list of the types of personal data that we may collect, either directly from yourself or from other sources, in order to achieve those purposes.

The kinds of personal data we may collect include:

Project Partner / Funder / Sponsor	Bank details, telephone numbers, email address.
Supplier / Trader	Bank details, telephone numbers, email address.
Sub-Contractor	Telephone numbers, email address., Bank details.
Subscriber	First name, surname, email address, telephone numbers, Postal address, IF APPLICABLE – Organisation or trading name, job title, website, social media. Details of whether you have opened our emails, clicked on a link or watched our videos
Project Participants / Customer	First name, surname, email address, telephone numbers, Postal address, IF APPLICABLE – Organisation or trading name, Single Business Identifier, Bank details, Farm business details and data relevant to the project. Photographs or video footage. Information regarding your dealings with us including details of your attendance at events and engagement with our programmes
Applicant / Temp / Volunteer / Intern	Contact details, CV.

4. Where does Herefordshire Rural Hub obtain Personal Data from?

We will collect personal data directly from you in various ways. This could include when you complete an online form, or if you provide the data directly to a representative of Herefordshire Rural Hub.

We collect some personal data from publicly accessible sources such as DEFRA published farm statistics.

We may also gather personal data by any of the following methods:

· From third-party organisations provided for a specific purpose.

· From local or national authorities provided for specific purposes.

5. What are the reasons Herefordshire Rural Hub collects Personal Data?

5.1 Legal Obligations

Herefordshire Rural Hub uses personal data firstly to fulfil any contractual obligations that exist between us and yourself. Where we request personal data be provided to enter into, or meet the terms of any such contract, you will be required to provide the relevant personal data or we will not be able to deliver the goods or services you want. In such cases the lawful basis of us processing the personal data is that it is necessary for the performance of a contract.

We are required by law to process personal data for purposes relating to our legal obligations, these include:

To provide for our financial commitments, or to relevant financial authorities.

To comply with regulatory requirements and any self-regulatory schemes.

To carry out required business operations and due diligence.

To cooperate with relevant authorities for reporting criminal activity, or to detect and prevent fraud.

To investigate any insurance claims, claims of any kind of harassment or of discrimination, or any other claim whereby the organisation may have to defend itself.

5.2 Legitimate Interests

Herefordshire Rural Hub may process Personal Data for any of the following purposes, which are considered to be within our legitimate business interests:

To provide goods and services where it has been requested,

To inform people of goods and services we provide or offers that may interest them,

To send notification on subjects to individuals who have asked to be kept informed,

To invite people to participate in research in fields and disciplines they are interested in,

To improve the quality of the services we offer, and to better understand customers’ needs by requesting feedback, or reviews of the services provided, or sending survey forms,

To send notifications of any changes to the goods and/or services provided that may affect people,

To understand the scale of the customer base; for statistical analysis and market research,

To recognise when people re-engage with our organisation,

To improve the organisations website so content is delivered more efficiently,

To enhance the security measures in place that protect data we are responsible for,

To protect the organisations assets.

5.3 Consent

Herefordshire Rural Hub may process Personal Data for the following purposes where it has received consent to do so. You may give us your personal information when you:

Subscribe to our newsletter
Participate in a project and engage with us for a form of facilitation of support
Provide feedback or sign up online or offline to receive information
Participate in competitions
Register to participate in projects, events or other services we provide
Apply to work for Herefordshire Rural Hub
Join one of our committees, panels or boards

Your information may have been shared with us by third parties. These third parties may be public sector organisations such as the Environment Agency or Natural England, or private sector organisations that we work in partnership with or deliver contracted work for such as The Royal Countryside Fund.

You may withdraw your consent for us to process your personal data for these purposes at any time; after a withdrawal of consent request is received, we may have to contact you to verify the request.

Withdrawing your consent for us to process your personal data will not affect the lawfulness of the processing beforehand.

If you are under the age of 13, you must have permission from your parents or guardians to use our online services. This is called ‘parental consent’.

If we find out that any person under the age of 13 is using our services without the proper parental consent, we may have to stop that service; this might include deleting your accounts and any data that you have added to them.

6. Who will Herefordshire Rural Hub share your Personal Data with?

Herefordshire Rural Hub will never sell your personal information to third parties and we will not release your personal information to any company outside Herefordshire Rural Hub for their own mailing or marketing purposes.

To achieve the above stated purposes for which we process your personal data, we may have to share your personal data with certain third parties.

We shall make all reasonable efforts to ensure that any third-party we share your personal data with is also compliant with data protection law.

The kinds of third parties we may share your personal data with include:

An organisation where it is necessary to provide goods or services.

Organisations where it is necessary to setup various resources.

Regional and/or local government authorities.

7. Where will Herefordshire Rural Hub store your Personal Data?

We ensure that there are appropriate and proportionate controls in place to protect your personal information. For example we will use encryption where appropriate, and we store data within Herefordshire Rural Hub’s secure network and cloud environment. We also limit and control who has access to our cloud environment and the personal information we hold.

Herefordshire Rural Hub will not transfer your personal data to any country other than those that have been granted an adequacy decision under the General Data Protection Regulation.

We may however share your personal data with third-party organisations who then transfer the data. We shall take all reasonable measures to ensure those third parties are also compliant with data protection law.

8. How long will Herefordshire Rural Hub keep your Personal Data?

We will keep your personal data only for as long as required to achieve the purposes for which it was collected, in line with this privacy notice.

The following criteria are what determine the period for which we will keep your personal data:

Until we are no longer required to do so to comply with regulatory requirements or financial obligations.

Until we are no longer required to do so by any law we are subject to.

Until all purposes for which the data was originally gathered have become irrelevant or obsolete.

9. Your Rights, Our Responsibility

There are several rights granted to you immediately upon providing us with your personal information; some of these are mentioned above. We’d like you to know that at Herefordshire Rural Hub we take your rights seriously and will always conduct ourselves in a way that is considerate of our responsibility to serve your legal rights.

9.1 The Right of Access – This grants you the right to confirm whether or not your personal data is being processed, and to be provided with relevant details of what those processing operations are and what personal data of yours is being processed.

If you would like access to the personal data we have about you, we ask that you contact us using the details below.

9.2 The Right to Rectification – This one is fairly straight forward; if you notice that the data we have about you is inaccurate or incomplete, you may request we rectify the mistake. We will make every effort to respond to requests of this type immediately.

9.3 The Right to Erasure – Otherwise known as the ‘right to be forgotten’, this given you the right to request your personal data be deleted.

This is not an absolute right; if you were to request that we erase your personal data, we would erase as much of that data as we could but may have to retain some information if it is necessary.

Were we have received a request for personal data to be erased, if it is necessary for us to retain some of that information we shall ensure that the remaining data is used only when and where it is absolutely necessary.

9.1 The Right to Objection – The right to object is a basic freedom all democracies enjoy. If you wish to object to the way we use, or have used, your personal data you may do so freely.

9.5 The Right to Portability – This is a legal right afforded to you that states we must pass on all of the details you have provided to us in a machine-readable format, either to your or to another provider of your choosing.

9.1 The Right to Complain – We will always try to maintain the highest standards and encourage the confidence our customers have in us as an organisation. To achieve this, we request that any complaints be first brought to our attention so we can properly investigate matters. If you would like to complain about Herefordshire Rural Hub to a regulatory body, you may do so by contacting your local data protection supervisory authority.

10. Herefordshire Rural Hub Contact Details

Herefordshire Rural Hub

Agriculture House
Beech Business Park
Tillington Road
Hereford, HR4 9QJ

Tel: 01432 268428

Email: hub@herefordshireruralhub.co.uk