BUTTERNUT BOX PRIVACY NOTICE

What is this notice all about?

We want to be completely transparent about how we collect and use your personal data and this privacy notice exists to tell you exactly how we do this.

This notice applies where we decide why and how we process personal data and therefore act as a Data Controller under Data Protection Laws such as the UK Data Protection Act, the UK GDPR and the EU GDPR.

Our privacy notice tells you the journey of your personal data from the moment it enters our systems up until it's time for us to say "goodbye * as well as the various stops it makes along the way.

Scope

This privacy notice applies to the processing of personal data by us in connection with any of:

• Our customers: So we can provide our services or products to you.

• Our suppliers: For the provision of products and services to us by suppliers or our service providers.

• Our partners: Where you partner with us.

• Visitors: Where you are a visitor on our website, regardless as to whether you are a customer or not.

Types of personal data

Personal data or personal information means any information about an individual from which that person can be identified. It does not include data where the identity has been removed. This is known as anonymised data. Anonymised data falls outside the scope of Data Protection Laws. 

We may collect, use, store and transfer different kinds of personal data about you which we have grouped together:

Identity Data includes first name, last name, username or similar identifier and title.

Contact Data includes billing address, delivery address, email address and telephone number.

Financial Data via our payment service providers or where you provide payment details directly to us.

Transaction Data includes details about payments to and from you and other details for the provision of services.

Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access our website.

Profile Data includes your username and password, searches made by you, your ratings and comments, preferences, feedback and survey responses.

Usage Data includes information about how you use our website and services.

Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences.

Depending on your relationship with us we may process the categories of data above and categories of personal data specific to you which you will find in the processing tables.

Lawful bases: How we use your personal data

We will only use your personal data when the law allows us to. We will use your personal data in the following circumstances:

• Performance of a contract: Where we need to perform the contract we are about to enter into or have entered into with you. For example, when you sign up to our products and services. 

• Legal obligation: Where we need to comply with a legal obligation. For example, for our accounting or legal purposes.

• Legitimate interests: Where it is necessary for our legitimate interests or those of a third party and your interests and fundamental rights do not override those interests.

• Consent: Where we rely on your permission to process personal data and where you have the right to withdraw consent at any time. Please contact us to withdraw consent. Please also see Marketing communications.

• Vital interests: Where is it necessary to protect your vital interests in case of emergencies.

• Public obligation: Where we need to comply with a public obligation, for example in the matters of public health of public interests.

How we collect your personal data

Directly from you: You give us your personal data in your direct interactions with us. Such personal data includes Identity Data, Contact Data, Financial Data, Profile Data, Usage Data, Technical Data, Marketing and Communications Data (i) by filling in forms on our website (ii) by leaving ratings and comments (iii) by corresponding with us by email, post or by telephone. 

Third-party sources: We may receive Identity Data and Contact Data about you from third parties when:

• Other parties send us your personal data to enable the provision of those service from us.

• You provide your personal data to a third party for the purpose of sharing it with us.

Customer: Processing Information

This is where you are a customer of our products and services.

Supplier: Processing Information

This is where you are supplier of products and services to us.

Partner: Processing Information

This is where you partner with us to promote our products and services.

Website visitor: Processing Information

This is where you are a visitor on our website regardless as to whether you are a customer, supplier or partner.

 
Cookies notice

We gather information and statistics collectively about visitors to our website. Analysis of this information demonstrates the most frequently used sections of the website and assists us in continually improving the online service. Please also refer to our cookies notice below for more information on how we set cookies. 

Providing personal data

Where we need to collect personal data by law or under the terms of a contract we have with you and you do not provide that information when requested we may not be able to perform the contract we have or are trying to enter into with you for example to provide you with our services. In this case we may have to cancel our service but we will notify you if this is the case at the time.

Marketing communications

We may send you marketing communications electronically (via email, SMS or What’s App) or by contacting you by phone. You have the right to object to processing of your personal data for direct marketing purposes. You can unsubscribe from receiving marketing communications from us by using the unsubscribe methods contained in communications we send to you or by contacting us. See Contact us.

Where you opt out of receiving marketing communications this will not apply to personal data provided to us as a result of registering for or using our service, your service experience or other interactions with this website.

Postal communications

We may send you direct marketing by post. In such cases, we rely on our legitimate interests as our lawful basis for processing your personal data. Under data protection laws, consent is not required for postal marketing. Our legitimate interest is to inform you about relevant products or services that may be of interest to you, while always respecting your privacy rights and offering the option to opt out at any time.
 

How we share your personal data

We do not and will not sell any of your personal data to any third party, including your name, contact information or payment information. We may have to share your personal data with the parties set out below:

• Internally: Your personal data will be used by our employees and contractors who are working on providing your services to you on a need-to-know basis.

• Suppliers: This would include service providers who support our business including IT and communication suppliers and outsourced business support to ensure our service runs smoothly. 

• Prospects and Customer Communication providers: We may use providers to assist us with communications to our prospects and customers.

• Professional advisers: This would include lawyers, bankers, auditors and insurers who provide consultancy, banking, legal, insurance and accounting services.

• Law enforcement bodies, regulators and other authorities: This is to comply with our legal requirements or adhere to good practices.

• Third parties (context of sale): This is in the context of the acquisition or transfer of any part of our business or in connection with the business reorganisation. If a change happens to our business then the new owners may use your personal data in the same way as set out in this privacy notice.

Please see below for a full list of our storage and service providers.

Hosting and analytics providers

Order fulfilment service providers

Payment Service Providers

Customer and administrative providers

International transfers for UK/EU

We may transfer and process your personal data outside of the United Kingdom (UK) / European Union (EU) to countries where data protection laws are less stringent than those in the UK/EU. When we transfer your personal data outside of the UK/ EU we only do so to entities that offer our users the same level of data protection as that afforded by Data Protection Laws.

1. We will only transfer your personal information to countries that have been deemed to provide an adequate level of protection for personal information; or

2. We will use specific contracts approved for use in the UK or EU which give personal information the same protection it has in the UK/EU. For example, the use of Article 46 UK and EU GDPR safeguard mechanisms to transfer personal data endorsed by the UK Government or European Commission.

For other countries or where there is a specific requirement we will use local law guidance to ensure personal data is transferred securely where there is a requirement in law to do so.  To find out more about the transfer mechanism used please contact us.

Data security

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

The transmission of information via the internet is not completely secure. Although we will take reasonable measures to protect your personal data, we cannot guarantee the security of your information transmitted and any transmission is at your own risk.

Data retention

We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements.  We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.

To determine the appropriate retention period for personal information we consider the amount, nature and sensitivity of the personal information, the potential risk of harm from unauthorised use or disclosure of your personal information, the purposes for which we process your personal information and whether we can achieve those purposes through other means and the applicable legal, regulatory, tax, accounting or other requirements.

We may anonymise your personal data so that it can no longer be associated with you for research or statistical purposes in which case we may use this information indefinitely without further notice to you.

What are your rights?

Under certain circumstances, you have rights under Data Protection Laws. Not all rights are absolute and depending on where you are located, not all rights are given to you. You have:

The right to be informed

You have the right to be informed about the collection and use of your personal data, the purposes for processing, retention periods for that personal data and who it will be shared with. We have set this information out in this privacy notice. 

The right of access

You have the right to ask us for copies of the data we hold about you. If you ask us, we’ll confirm whether we’re processing your personal information and if so, provide you with a copy of that personal information(along with certain other details. 

The right to object

You have the right to ask us to stop processing your personal information in some circumstances, such as when we are relying on our own or someone else’s legitimate interests to process your personal information, when we are processing your personal information for direct marketing or when we are processing your personal information for research. 

The right to rectification

You have the right to ask us to rectify the personal information you think is inaccurate or to complete information you think is incomplete. When you ask us to rectify your information, if we’ve shared your personal information with others, we’ll let them know about the rectification where possible. 

The right to erasure

You have the right to ask us to erase your personal information, in some circumstances, such as where we no longer need it or you withdraw your consent where applicable.

The right to restrict processing

You have the right to ask us to restrict the processing of your personal information for a period of time in some circumstances, such as where you contest the accuracy of that personal information or object to us processing it. This right is separate from the right to object and will only stop us from using your personal information further, not from processing it. If we’ve shared your personal information with others, we’ll let them know about the restriction where possible. 

The right to data portability

You have the right to ask that we transfer the personal information you gave us to another organisation, or to someone else, in some circumstances. 

Right to withdraw consent

This is where we are relying on consent to process your personal data. This will not affect the lawfulness of any processing carried out before you withdraw your consent. Depending on the processing activity, we may not be able to provide certain services to you if you withdraw your consent. We will advise you if this is the case at the time you withdraw your consent.

Automated decision making:

This is where decisions are made about you by automated means. We do not carry out automated decision making that results in legal or similarly significant effect.

You don't have to pay anything to exercise your rights, however we can reserve the right to charge a fee should the request be deemed as repetitive or excessive.

Please contact us by sending an email to privacy@butternutbox.com if you wish to make a request under your rights; we have a calendar month to get back to you with a response. We may need to ask further questions such as clarifying your request and carry out ID verification to ensure that you are the right person we need to respond to.

In some circumstances we may need to extend the time taken to get back to you with your request. We have a further 2 months to deal with your request. We will let you know within the first month should we need an extension of time.

How you can complain

If you have any concerns about our use of your personal information, please contact us. You will find out details in the Our contact details section.

If you are not satisfied with our response or you are unhappy with how we have used your personal data, you can complain to the UK Information Commissioner's Office (ICO). 

ICO Website: https://www.ico.org.uk

Other Data Protection Supervisory Authority

You may also lodge a complaint with a supervisory authority if you live or work outside the UK or you have a complaint concerning our personal data processing activities.

Our contact details

Email: privacy@butternutbox.com

In writing: First Floor Gateway Central, White City Place, 187 Wood Lane, London W12 7SA, UK.

Changes to our privacy notice

This privacy notice may be changed from time to time in response to legal, technical or business developments. We will take appropriate measures to inform you when we update our privacy notice. We will obtain your consent to any material privacy notice changes if and where this is required by applicable Data Protection Laws.