Introduction

At J Rayner & Sons Ltd, we respect your privacy and are committed to protecting the confidentiality of your personal information. Our aim is to be transparent about what we do and why.

This Privacy Notice, which applies whether you come to our farm, visit our website, or communicate with us via email, post or telephone provides details of:

-         what personal information we collect and for what purpose

-         how long we keep your personal information for

-         who we share your personal information with

-         how we protect your personal information

-         your legal rights relating to your personal information

-         how you can contact us or make a complaint

The rules on processing of personal data are set out in the General Data Protection Regulation (the 'GDPR').

Who are we?

J Rayner & Sons Ltd is the data controller. This means we decide how your personal information is processed and for what purposes. This notice also covers the following associated businesses: RMC Rayner Farms, Rayner Brothers, Rayner Farms Ltd., Rayner Farms and Rayner Ashby Farms.

Our contact details are:

Berkyn Manor Farm, Stanwell Road, Horton, Berkshire SL3 9PE

Telephone Number: 01753 685480

Email: privacy@jraynerandsonsltd.co.uk

 

What personal information we collect and for what purpose?

 

The table below shows details of our data processing activities as a data controller:

 

Your Relationship to Us	Data Type	Purpose of Processing	Legal Basis
Customers	Contact details including name, postal address, email address and telephone number	Provision of our services and products and communication necessary to provide our services/products to you	Contract
	Contact details including name, postal address and email address	Giving information about similar services and products, asking for your feedback and comments on our products/services	Legitimate Interests
Suppliers	Contact details including name, postal address, email address and telephone number	Provision of your services and products to us and related communication	Contract
Customers/Suppliers	Billing information	Processing and completing transactions, sending related information, including invoices, statements, remitance advices	Contract
Prospective Customers	Contact details including name, email address and telephone number	Providing quotation	Contract
Professional Contacts	Contact details including name and email address	To communicate with you as necessary in the course of day-to-day business relationships	Legitimate Interests
Farm Visitors	Contact details including name and telephone number	To allow communication with you during your visit to the farm and after your visit	Legitimate Interests
	Images recorded on our CCTV system	To safeguard our property against crime and protecting the safety of our employees, farm tenants and farm visitors	Legitimate Interests
Tenants of Farm Buildings	Images recorded on our CCTV system	To safeguard our property against crime and protecting the safety of our employees, farm tenants and farm visitors	Legitimate Interests
Website, Telephone and Email Enquirers	Contact details including name, telephone number and email address	Providing answers to enquiries	Legitimate Interests

 

 

We have a separate Privacy Policies in place for our employees, contractors and job applicants.

 

Cookies

 

Our website does not use cookies.

 

 

How long we keep your personal information for?

We retain personal information we collect from you where we have an ongoing legitimate business need to do so (for example, to provide you with a service you have requested or to comply with applicable legal, tax or accounting requirements).  

When we have no ongoing legitimate business need to process your personal information, we will delete it.

Unless an investigation is taking place, images recorded by our CCTV system are kept for 14 days.

 

 

Who we share your personal information with?

We do not rent or sell your personal information. 

We will also not share your information for marketing purposes.

We may share and disclose personal information in limited circumstances as described below:

-         we may share personal information within associated businesses (if necessary for internal purposes)

-         we may share customer information with our contractors who have been engaged for the purpose of providing services on our behalf.  We disclose only the personal information that is necessary to deliver the service.

-         we transfer personal information to third parties such as vendors and service providers who perform tasks on our behalf such as for managing our financial data, data storage purposes or email distribution.

 

We currently use the following third-party online tools:

 

-         QuickBooks to manage your billing and payment details. QuickBooks uses servers that are based in the US, therefore personal information is transferred outside of the EEA.  For more information please view QuickBook's  privacy policy

-         Amazon Web Services (AWS) for data storage. AWS uses servers that are based in the US, therefore personal information is transferred outside of the EEA.  For more information please view AWS's privacy policy

We only use third parties that have been verified as GDPR compliant (or working towards GDPR compliance) 

-         although very unlikely, in some circumstances we may also need to share your personal information if we are under a duty to disclose or share it to comply with a legal obligation.

Links to other sites

This site contains links to other sites. We do not control the information collection of sites that can be reached through links from our sites. If you have questions about the data collection procedures of linked sites, please contact those companies directly.

How we protect your personal information?

We have technical, organisational and physical safeguards in place to protect personal information we process about you.

Personal information is protected by security safeguards appropriate to the sensitivity of the information.

We keep our cyber security arrangements and framework of data protection policies, procedures and training under regular review.

Your legal rights relating to your personal information

Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal information:

-         The right to request a copy of the personal information which we hold about you;

-         The right to request that we correct any personal information if it is found to be inaccurate or out of date;

-         The right to request your personal information is erased where it is no longer necessary to retain such information;

-         The right to withdraw your consent to the processing at any time, where consent was our lawful basis for processing your personal information;

-         The right to receive the personal information we hold about you in a structured, standard machine-readable format and to send this to another organisation controlling your personal information;

-         The right, where there is a dispute in relation to the accuracy or processing of your personal information, to request a restriction is placed on further processing;

You can exercise your rights by contacting us, using the details below. We will make every effort to respond to any requests within a month. We may need to verify your identity before providing access to your personal information.

Your right to object

You can ask us you to stop using your personal information when:

-         We are using your personal information based on our legitimate interests. If you ask us to stop using your personal information in this way, we will stop unless we can show you that we have compelling grounds as to why our use of your personal information should continue;

-         We are using your personal information for marketing purposes. If you ask us to stop using your personal information on this basis, we will stop.

How can you contact us or make a complaint?

If you have any questions, comments or concerns regarding this Privacy Notice, then please contact us via e-mail to privacy@jraynerandsonsltd.co.uk or in writing to J Rayner & Sons Ltd, Berkyn Manor Farm, Stanwell Road, Horton, Berkshire SL3 9PE.

If you are not happy with any aspect of how we collect and use your personal information, you have the right to complain to the Information Commissioner's Office (ICO), the UK supervisory authority for data protecting issues (https://ico.org.uk/concerns). We should be grateful if you would contact us first if you do have a complaint so that we can try to resolve it for you.

This Privacy Notice was last updated on 24 May 2018.