Green parrot Healthfoods Limited
PRIVACY STATEMENT
Introduction.
This Privacy Statement explains in detail the types of personal data we may collect about you when you interact with us. It also explains how we’ll store and handle that data, and keep it safe.
We are required by the Global Data Protection Regulation to keep you fully informed about your rights, and how we use your data.
It’s likely that we’ll need to update this Privacy Statement from time to time, to see the current version please contact our Data Protection Officer on 01760 724704 or by email on info@green-parrot.co.uk.
What is The Green Parrot Shop and Green Parrot Clinic?
We are a family owned limited company registered in the UK operating from our premises in Swaffham, Norfolk and online with our website.
Explaining the legal bases we rely on.
The law on data protection sets out a number of different possibilities for which a company may collect and process your personal data, in our case we shall normally rely on:
Legitimate interest: In most instances the information we require is kept in order to pursue our legitimate business interests in a way which might reasonably be expected as part of running our business and which does not materially impact your rights, freedom or interests.
For example, when you give us your name, address, phone number and email details
However in certain circumstances we may rely on your:
Consent: In specific situations, we may collect and process your data with your consent.
For example, when you give us your name, address, phone number and email details or when you tick a box to receive email newsletters.
When collecting your personal data, it is always necessary in connection with a particular service that we offer you.
And our Contractual Obligations also require us to keep some of your information:
For example, if you order an item from us for postage or delivery, we’ll collect your address details to deliver your purchase, and pass them to our courier or Royal Mail. Additionally we are required for tax reasons to keep customers’ payment details for at least 6 years.
When do we collect your personal data?
When you make an appointment to see one of our practitioners.
When you visit our website or redeem vouchers in our shop or clinic.
When you make special orders for us to procure items for your purchase.
When you engage with us on social media.
When you join the Green Parrot Shop loyalty programme.
When you contact us by any means with queries, complaints etc.
When you ask one of our staff members to email you information about a product or service or practitioner appointment.
When you enter prize draws or competitions.
When you book any kind of appointment with us or book to attend an event or workshop.
When you choose to complete any surveys we send you.
When you comment on or review our products and services.
Any individual may access personal data related to them, including opinions. So if your comment or review includes information about a practitioner or staff member who provided that service, it may be passed on to them if requested.
When you fill in any forms. For example, if an accident happens in store, a staff member may collect your personal data.
When you’ve given a third party permission to share with us the information they hold about you.
When you use our shop which has a CCTV system operated for the security of both customers and staff members. This system may record your image during your visit.
What sort of personal data do we collect?
We may collect and keep contact details such as your name, address, phone numbers and email address and we may collect notes from our conversations with you, details of any complaints or comments you make, or details of purchases you have made,
Details of your visits to our website and which site you came from to ours.
Information gathered by the use of cookies in your web browser.
We’ll only ask for and use your personal data collected for contacting you regarding appointments with our practitioner or items you may have ordered. Of course, it’s always your choice whether you share such details with us. But if you choose not to leave your details with us it may hinder our ambition to offer you the best possible service.
Your image may be recorded on CCTV when you visit our shop.
To deliver the best possible web experience, we may collect technical information about your internet connection and browser.
Your social media username, if you have interacted with us through those channels, to help us respond to your comments, questions or feedback.
How and why do we use your personal data?
We want to give you the best possible service as a customer and so it is important that our information is kept up to date, please let us know if any of the information we hold has changed.
The data privacy law allows this as part of our legitimate interest in understanding our customers and providing the highest levels of service.
Remember, if you choose not to share your personal data with us, or refuse certain contact permissions, we might not be able to provide some services you’ve asked for.
We use your personal data to process appointments, remind you of appointments made and to process any orders that you make by using our store.
To protect our business and your account from fraud and other illegal activities. This includes using your personal data to maintain, update and safeguard your account. We’ll also monitor your browsing activity with us to quickly identify and resolve any problems and protect the integrity of our websites. We’ll do all of this as part of our legitimate interest.
To protect our customers, premises, assets and staff from crime, we operate a CCTV system in our store and car park which records images for security. We do this on the basis of our legitimate business interests.
If we discover any criminal activity or alleged criminal activity through our use of CCTV, fraud monitoring and suspicious transaction monitoring, we will process this data for the purposes of preventing or detecting unlawful acts. Our aim is to protect the individuals we interact with from criminal activities.
For our legitimate business interests we will or may use your personal data, preferences and details of your transactions to keep you informed by email, web, text, telephone
To develop, test and improve the systems, services and products we provide to you. We’ll do this on the basis of our legitimate business interests.
For example, we might record your browser internet usage in connection with our business development and statisfical analysis.
To send you survey and feedback requests to help improve our services.
To process your booking/appointment requests. Sometimes, we’ll need to share your details with a third party who is providing a service (such as our practitioners or delivery couriers. We do so to maintain our appointment with you. Without sharing your personal data, we’d be unable to fulfil your request.
In general your information will be stored on our diary system which entails sharing your information with the diary provider who is also GDPR compliant.
How we protect your personal data
We are aware how important data security matters to all our customers and staff. With this in mind we will treat your data with the utmost care and take all appropriate steps to protect it.
We secure access to all transactional areas of our websites as far as we are able.
Access to your personal data is password-protected.
Records of payment card information are, by policy, never kept, however if by chance information is written down in error, there are strict company procedures on how to destroy such data.
How long will we keep your personal data?
Whenever we collect or process your personal data, we’ll only keep it for as long as is necessary for the purpose for which it was collected.
Who do we share your personal data with?
We sometimes share your personal data with trusted third parties.
For example, delivery couriers, our practitioners, the companies who host our website and diary system. This is the policy we apply to those organisations to keep your data safe and to protect your privacy: we only provide the information they need to perform their specific services.
They may only use your data for the exact purposes we specify in our contract with them.
We work closely with them to ensure that your privacy is respected and protected at all times.
If we stop using their services, any of your data held by them will either be deleted or rendered anonymous.
Examples of the kind of third parties we work with are:
IT companies who support our website and other business systems.
Operational companies such as delivery couriers.
These are the companies who we use that we may share data with, Schedul, Sage, Royal Mail.
Where your personal data may be processed
Sometimes we will need to share your personal data with third parties and suppliers outside the European Economic Area (EEA), such as Australia or the USA.
Any transfer of your personal data will follow applicable laws and we will treat the information under the guiding principles of this Privacy Notice.
What are your rights over your personal data?
You have the right; to request access to the personal data we hold about you, free of charge in most cases; to the correction of your personal data when incorrect, out of date or incomplete For example, when you withdraw consent, or object and we have no legitimate overriding interest, or once the purpose for which we hold the data has come to an end. That we stop using your personal data for direct marketing (either through specific channels, or all channels). That we stop any consent-based processing of your personal data after you withdraw that consent.
You have the right to request a copy of any information about you that we hold at any time, and also to have that information corrected if it is inaccurate. To ask for your information, for it to be deleted or amended please contact our Data Protection Officer on 01760 724704.
Your right to withdraw consent
Whenever you have given us your consent to use your personal data, you have the right to change your mind at any time and withdraw that consent.
Where we rely on our legitimate interest
In cases where we are processing your personal data on the basis of our legitimate interest, you can ask us to stop for reasons connected to your individual situation. We must then do so unless we believe we have a legitimate overriding reason to continue processing your personal data.
Checking your identity
To protect the confidentiality of your information, we will ask you to verify your identity before proceeding with any request you make under this Privacy Notice. If you have authorised a third party to submit a request on your behalf, we will ask them to prove they have your permission to act.