Privacy policy

Agrecalc Privacy Notice

Last updated: 09/08/2024

This privacy notice applies to individuals who use our website at www.agrecalc.com (“Website”), individuals who use our Agrecalc service provided through the Platforms (app.agrecalc.com and agrecalc.cloud) (“Service”), and / or individuals who contact us by telephone, e-mail or other means (including other electronic means) or whom we are in contact with regarding our services.

A separate Privacy Notice for job applicants is also available.

1. Who we are

We are Agrecalc Limited, a company registered in Scotland (company number SC739008) whose registered office is at King’s Buildings, West Mains Road, Edinburgh, United Kingdom, EH9 3JG.

We are a controller for the purposes of Regulation (EU) 2016/679 of the European Parliament and of the Council of 27th April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data (General Data Protection Regulation) as it forms part of the law of England and Wales, Scotland and Northern Ireland by virtue of section 3 of the European Union (Withdrawal) Act 2018 (the UK GDPR), the Data Protection Act 2018 and related data protection legislation.

2. How to contact us

We have appointed a data protection officer who is responsible for overseeing questions in relation to this privacy notice. If you have any questions about this privacy notice, including any requests to exercise your legal rights, please contact us:

By post: Agrecalc Ltd Data Protection Officer, R14 Peter Wilson Building, King’s Buildings, West Mains Road, Edinburgh EH9 3JG;

By email: [email protected]

You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (https://ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.

 

3. Privacy notice

We are committed to protecting your personal data and your privacy. This privacy notice sets out the basis on which any personal data we collect from you, or that you provide to us, or that we acquire through a third party, will be processed by us. Please read the following carefully to understand our practices regarding your personal data and how we will treat it.

Before we process your personal data, we are obliged to inform you of who we are, why we need to process your personal data, what we will do with your personal data and to whom we may pass your personal data.

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.

This privacy notice does not apply to our employees, workers, volunteers, secondees and consultants.

This version of our privacy notice was last updated on 09/08/24.

 

4. What personal data do we collect and process?

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 of the individual has been removed (anonymous data).

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

We may collect, use and share “Aggregated Data” such as statistical or demographic data for any purpose. Aggregated Data may be derived from your personal data but is not considered personal data in law as this data does not directly or indirectly reveal your identity. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy notice.

 

5. How is your personal data obtained?

We may obtain or collect your personal data through:

Source

Example

Direct interactions with you

You provide us with your personal data when you provide information to us through the Website or correspond with us by post, phone, e-mail or otherwise, including when you:

·       enquire about our Service;

·       use our Service;

·       complete and submit a form on the Website; or

·       give us feedback or contact us.

Automated technologies or interactions

Technical Data and Usage Data relating to your interaction with the Website may be collected using cookies (please see our Cookies Policy) or other similar technologies.

Third parties and publicly available sources

We may obtain your personal data from publicly available sources such as social media platforms.

 

6. Failure to provide personal data

Where we need to collect personal data by law, or to provide services to you and you fail to provide that data when requested, we may not be able to perform services for you.

The Company will only collect and process personal data for and to the extent necessary for the specific purpose or purposes of which data subjects have been informed (or will be informed) as under Part 5, above, and as set out in Part 19, below.

 

7. How will we use your personal data?

Personal data may be processed by us where you consent to the processing or where that processing is necessary for 1) to provide services to you; or 2) compliance with a legal obligation to which we are subject; or 3) the purposes of our legitimate interests (or those of a third party).

Legitimate interests means the interest of our business in conducting and managing that business to enable us to give you the best service/product and the best and most secure experience. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law). You can obtain further information about how we assess our legitimate interests against any potential impact on you in respect of specific activities by contacting us.

We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so.

We may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground or grounds we are relying on to process your personal data.

Purpose/Activity

Type of data

Lawful basis for processing (including basis of legitimate interest)

Where you use our Service

(a) Contact

(b) Identity

(c) Employment

(d) Financial

(e) Transaction

(f) Profile

(g) Marketing and Communications

(h) Usage

(i) Technical

(a) To provide our Service to you

(b) Necessary for our legitimate interests (to manage customer relationships)

(c) Necessary to comply with a legal obligation

(d) Necessary for our legitimate interests (to maintain network security and administer the functionality of the Website)

(e) Necessary for our legitimate interests (to maintain Website relevance for users)

(f) with your consent where you are a consumer and we provide you with marketing information by email

Where you provide information to us through our Website

(a) Contact

(b) Identity

(c) Employment

(d) Marketing and Communications

(e) Usage

(f) Technical

(a) Necessary for our legitimate interests (to manage customer and potential customer relationships)

(b) with your consent where you are a consumer and we provide you with marketing information by email

(c) Necessary to comply with a legal obligation

(d) Necessary for our legitimate interests (to maintain network security and administer the functionality of the Website)

(e) Necessary for our legitimate interests (to maintain Website relevance for users)

Where you visit our Website to browse

(a) Usage

(b) Technical

(a) Necessary for our legitimate interests (to maintain network security and administer the functionality of the Website)

(b) Necessary for our legitimate interests (to maintain relevance for visitors to our Website)

Where you contact us by phone or email or by other means or you have provided us with your personal data

(a) Identity

(b) Contact

(c) Employment

(d) Marketing and Communications

(a) Necessary for our legitimate interests (to communicate with you)

(b) Necessary to comply with a legal obligation

(c) Necessary for our legitimate interests (to manage customer and potential customer relationships)

(d) with your consent where you are a consumer and we provide you with marketing information by email

To establish, exercise and defend our legal rights

(a) Contact

(b) Identity

(c) Employment

(d) Usage

(e) Technical

(f) Financial

(g) Transaction

Necessary for our legitimate interests (in protecting our legal rights)

Sharing your personal data

(a) Contact

(b) Identity

(c) Employment

(d) Usage

(e) Technical

(a) To provide our Service to you (where sharing personal data with third parties is part of the Service)

(a) Necessary for our legitimate interests (to develop and improve our services, maintain network security and defend our legal rights)

(b) Necessary to comply with a legal obligation

We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us using the details provided in section 2 above.

8. Marketing

If you are a consumer customer, we will only provide you with direct marketing communications where you have consented to receive such communication or you have contacted us directly to request specific information about our services. You can subscribe to such marketing communications, and you can adjust your marketing preferences at any time by contacting us using the information provided at section 2 above.

If you represent another business, we may provide you with direct marketing communications where we feel that this may be relevant to your business (provided that you have not opted out of such communications). When we use your personal data for such purposes, we do so on the basis that it is in our legitimate interests to pursue direct marketing, provided that it constitutes fair processing of your personal data to do so.

You can also opt-out or unsubscribe from all or some of these marketing communications at any time by contacting us using the information provided at section 2 above.

Where you opt out of receiving these marketing communications, this opt-out will not apply to personal data provided to us for any other purpose.

9. With whom do we share your personal data?

9.1. Sharing with processors

We use certain third-party service providers as processors, and therefore, in the course of providing our services, we may share your personal data with these third parties, including:

Third party processor

Why

Location

WordPress and Elementor plug-in

To provide access to the website

Belgium

HubSpot CRM System

To manage our relationship with our customers and prospective customers

USA

Google Analytics

To monitor website usage and deliver relevant content to prospects and customers

USA

RankMath

To monitor technical quality of the website.

USA

Civic Cookie Control

To control user consent for the use of cookies on their computer.

USA

Monsido

To monitor and improve site accessibility.

USA

We do not allow our processors to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

9.2. Sharing with other controllers

There may be circumstances in which we need to share your personal data with certain third parties who are also controllers under the applicable data protection legislation. The third parties to which we may transfer your personal data include:

Third party controller

Why

Location

Professional advisers including lawyers, accountants, auditors and insurers

To receive legal, accountancy, insurance and other professional services

UK

Service sub-contractors and partner companies

Where relevant to services that we provide to you

 

Fraud prevention agencies

To comply with our legal obligations

 

Acquirers of all or part of our business or undertaking

To allow us to sell or merge all or part of our business or undertaking to a third party

 

Any relevant regulatory authority or law enforcement agency (including the ICO and HM Revenue & Customs), courts and tribunals

To comply with our legal obligations and to comply with any reporting obligations

UK

10. International transfers

We generally do not transfer your personal data out of the UK. However, whenever we are required to transfer your personal data out of the UK (for example where a third party supplier is located outside of the UK), we ensure a similar degree of protection is afforded to it by ensuring that appropriate safeguards are implemented, including any of the following:

Where you use the Website in a country outside the UK, your personal data will be transferred to and processed in the country from where you have accessed it. You acknowledge and agree that such a transfer of your personal data outside the UK is entirely your responsibility.

 

11. Automated decision making and profiling

We do not use automated decision-making (including profiling) to make any decisions which would produce a legal effect or similarly significantly affect a data subject.

12. How long do we retain your personal data?

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, 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 data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

If you have any questions about our retention periods for personal data please contact us using the information provided at section 2 above.

 

13. 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.

We have put in place procedures to deal with any suspected personal data breach and will notify you and the Information Commissioner’s Office of a breach where we are legally required to do so.

14. Your rights

Your personal data is protected by legal rights, which include your rights to:

If you wish to exercise any of these rights, please contact us using the details above.

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.

We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

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