Privacy Policy

Yorkstone Supplies Ltd (collectively referred to as “we” or “us” or “Company”) respects your privacy and is committed to protecting your personal data in compliance with the law and guidelines of the General Data Protection Regulation ((EU) 2016/679) (“GDPR”).

This Privacy Policy will inform you as to how we look after your personal data when you visit our website (https://www.yorkstonesupplies.co.uk/) or the “Website”) or our portal platform (“https://app.yorkstonesupplies.com” or the “YS Platform”) regardless of where you visit it from and tell you about your privacy rights, how the law protects you, and inform our employees and staff members of all their obligations and protocols when processing data.

The individuals from which we may gather and use data may include Users, suppliers, business contacts, employees and/or staff members of our Users, users of our Users’ websites and any other people that the organisation has a relationship with or may need to contact.

This Privacy Policy is provided in a layered format, so you can click through to the specific areas set out below. Alternatively, you can request a pdf version from us if you email sales@yorkstonesupplies.co.uk 

Please also use the Glossary set out in the appendix to understand the meaning of some of the terms used in this Privacy Policy.

1. IMPORTANT INFORMATION

2. DATA COLLECTION

3. HOW IS YOUR PERSONAL DATA COLLECTED?

4. PURPOSES FOR THE USE OF YOUR PERSONAL DATA

5. DISCLOSURES OF YOUR PERSONAL DATA TO THIRD PARTIES

6. INTERNATIONAL TRANSFER OF DATA

7. HOW DOES YORKSTONE SUPPLIES PROTECT YOUR DATA?

8. HOW LONG WILL YORKSTONE SUPPLIES HOLD MY DATA?

9. YOUR LEGAL RIGHTS

10. USAGE TERMS AND SERVICE TERMS

APPENDIX – GLOSSARY AND INTERPRETATION

1. Important information

This Privacy Policy aims to give you information on how we collect and process your Personal Data through your use of this Website, including any data you may provide through this Website and YS Platform when you sign up to our newsletter, purchase a product or service or participate in any surveys, feedback, case studies or similar.

This Website and YS Platform is not intended for children and we do not knowingly collect data relating to children.

It is important that you read this Privacy Policy together with any other privacy policy or fair processing policy we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This Privacy Policy supplements other notices and privacy policies and is not intended to override them.

Your Data Controller and Data Protection Officer

The Company is the Data Controller and responsible for your Personal Data.

We have appointed a data protection officer (DPO) who is responsible for overseeing questions in relation to this privacy policy. If you have any questions about this Privacy Policy, including any requests to exercise your legal rights relating to Personal Data, please contact the DPO at sales@yorkstonesupplies.co.uk or postal address Unit 14, Phoenix House, Littlemeads, Industrial Estate, Alfold Road, Cranleigh, GU6 8ND.

You have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK regulator for data protection issues  (www.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.

Notification of changes and acceptance of our Privacy Policy

We keep our Privacy Policy under review and will place any updates on this webpage on our Website. This version is dated June 2021. By using Yorkstone Supplies, you consent to the collection and use of data by us as set out in this Privacy Policy. Continued access or use of our Website or YS Platform shall constitute your express acceptance of any modifications to this Privacy Policy.

2. Data Collection

2.1 Collection of different types of data

Personal Data means any information about an individual from which the person can be identified. It does not include data where the identity has been removed and therefore becoming anonymised data.

We may collect, use, store and transfer different kinds of Personal Data about you. This is listed below. Not all of the types of data listed below will necessarily be collected from you. However, this is the full scope of data that we collect:

When you sign up to use Yorkstone Supplies and create a profile this will include:

• Profile/Identity Data: first name, last name and gender.

• Contact Data: includes address and email address.

• Communications Data: includes your preferences in receiving marketing from us and your communication preferences.

  If you purchase a produce on the YS Platform or complete your order with us this will include:

• Billing Data: debit/credit card holder information including name and billing address of the individual purchasing a product from Yorkstone Supplies (processed by Stripe)

• Financial Data we rely on Stripe to retain and store your credit/debit card information and we do not store this information ourselves, in the course of your use of the YS Platform.

• Transaction Data: includes details about payment form you for products and purchases you have made from Yorkstone Supplies. Please also take note that you will be inputting Company Financial Data. This includes Company sort code and Company account number for you to process your orders. If you log onto the YS Platform or contact us through our live-chat software:

• Technical Data: internet protocol (IP) address, browser type and version, time zone setting and location, operating system and platform, and other technology on the computer or device you use to access this Website and YS Platform.

• Customer Support Data: includes surveys, feedback, case studies or responses. If you have done a webchat or contacted us by email or on live-chat, we will retain a record of that conversation.

Usage Data: includes information about how you use our Website and YS Platform, products and services.

We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data could be derived from your personal data but is not considered personal data in law as this data will not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website feature. 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 Policy.

We may use anonymous data collected from Yorkstone Supplies for our Website and YS Platform administration, analytics, advertising and promotional purposes, and we may share such information with other third party organisations (such as service providers) for such purposes. We may also aggregate data to enable research or analysis so that we can better understand and serve you and others. For example, we may conduct research on your demographics and usage or create fictional personas from such anonymised data that may be based in part on Personal Data but does not identify you personally. We may share this type of anonymous data with others including service providers, strategic partners or affiliate or agents.

We may use anonymous data collected outside of Yorkstone Supplies and YS Platform to improve third party marketing or use your data in tandem with third party data to improve or enhance your user experience within or outside the Website and YS Platform. We may hold your IP address and/or other device-identifying data in order to help us diagnose problems with our servers, to administer Yorkstone Supplies including personalising content or links relevant to your region or computer or device in order to verify that your account is not being used by others, to gather broad anonymous demographic data (such as the number of visitors from a specific region), to comply with our Usage Terms for our Website, Terms of Service or otherwise in order to protect our services, Website, YS Platform, Users or third parties. We use analytics tools including Google, Facebook and/or Spensa Group and/or Sycamore Group and/or others. These provide us with information about how Users use the Website and YS Platform.

We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health, and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.

2.2 Legal basis for your data collection

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

• Consent In some circumstances, we will get your consent before we collect your Personal Data, such as when you [tick a box] that confirms you wish to receive direct marketing communications or newsletters from us or “opt in” to a service. You have the right to withdraw consent to marketing at any time by contacting us.
• Contract Where we need to perform the contract, we are about to enter into or have entered into with you.
• Legitimate Interest 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.
• Compliance Where we need to comply with a legal obligation.

3. How your Personal Data is collected

You may give us your identity, contract and financial data by filling in forms or by corresponding with us by post, phone, email or otherwise. This includes Personal Data when you:

• Enquire about or use our products or services;
• Speak to our support team using our live-chat support;
• Create an account on our YS Platform;
• Request marketing to be sent to you;
• Participating in our Loyalty Program / Trade Account; or
• Give us feedback or contact us.

As you interact with our Website and YS Platform, we will automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this Personal Data by using cookies, server logs and other similar technologies. Please see our cookie policy for further details.

We will receive Personal Data about you from various third parties including but not limited to:

(a)  analytics providers such as Google; 

(b)  advertising networks such as LinkedIn and Google;

(c)  Financial and Transaction Data from providers of payment and deliver services such as Stripe;

(d)  Identity and Contact Data from publicly available sources such as Companies House.

4. Purposes for which we will use your personal data

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 have also identified what our legitimate interests are where appropriate.

Note that 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 we are relying on to process your Personal Data where more than one ground has been set out in the table below.

Marketing, content and promotional updates

We may use your Personal Data to send you marketing, new content, and new products or services communications so long as you have created an account on our YS Platform and, in doing so, opt into receiving such communications.

Opting out

You can ask us or third parties to stop sending you marketing messages at any time by logging into our Website and checking or unchecking relevant boxes to adjust your marketing preferences by following the opt-out links on any marketing message sent to you or by contacting us at any time.

Where you opt out of receiving these marketing messages, this will not apply to Personal Data provided to us as a result of a product/service purchase or experience or other transaction.

Change of purpose

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.

If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

5. Disclosures of your Personal Data to third parties and third-party links

Third Parties

We may share non-personal data with third parties to, for example, but not by way of limitation, improve Yorkstone Supplies and to enable data aggregation as described above.

We may share your Personal Data with subcontractors (one when necessary and with your consent) or strategic partners or affiliates (subject to confidentiality obligations to use it only for the purposes for which we disclose it to them and pursuant to our instructions).

We may also share Personal Data with interested parties in the event that Yorkstone Supplies anticipates a change in control or the acquisition of all or part of our business or assets with interested parties in connection with the licensing of our technology.

If Yorkstone Supplies is sold or makes a sale or transfer, we may, at our sole discretion, transfer sell or assign your Personal Data to a third party as part of or in connection with that transaction. Upon such transfer, the Privacy Policy of the acquiring entity may govern the further use of your Personal Data. In all other situations your data will still remain protected in accordance with this Privacy Policy (as amended from time to time).

We may share your Personal Data at any time if required for legal reasons or in order to enforce our Usage Terms for our Website and/or Service Terms or this Privacy Policy.

Third-party links

This Website and YS Platform may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our Website and Platform, we encourage you to read the privacy policy of every website you visit.

6. International transfer of data

We may share your Personal Data within the Yorkstone Supplies Group (whenever applicable). This may involve transferring your data outside the UK.

We ensure your Personal Data is protected by requiring all our group companies to follow the same rules when processing your Personal Data.

Some of our external third parties may be based outside the UK so their processing of your Personal Data may involve a transfer of data outside the UK.

Whenever we transfer your Personal data out of the UK, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented: (i) we will only transfer your Personal Data to countries that have been deemed to provide an adequate level of protection for personal data; and (ii) where we use certain service providers, we may use specific contracts approved for use in the UK which give Personal Data the same or similar protection it has in the UK.

7. How does Yorkstone Supplies protect your data?

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 any applicable regulator of a breach where we are legally required to do so.

8. How long will Yorkstone Supplies hold my data?

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.

In some circumstances we will 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.

9. Your legal rights

Under certain circumstances, you have rights under data protection laws in relation to your Personal Data.

You have the right to:-

• Request access to your Personal Data (commonly known as a "data subject access request"). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.

• Request correction of the Personal Data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.

• Request erasure of your Personal Data. This enables you to ask us to delete or remove Personal Data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your Personal Data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your Personal Data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.

• Object to processing of your Personal Data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.

• Request restriction of processing of your Personal Data. This enables you to ask us to suspend the processing of your Personal Data in the following scenarios:

o If you want us to establish the data's accuracy.

o Where our use of the data is unlawful but you do not want us to erase it.

o Where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims.

o You have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.

• Request the transfer of your Personal Data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.

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

   

  Please also visit the Information Commissioner's Office (ICO.) -  website to further help your understanding of your Personal Data and your legal rights.

  Your account information will be protected by a password for your privacy and security. You need to prevent unauthorised access to your account and personal information by selecting and protecting your password appropriately and limiting access to your computer or device and by signing off after you have finished accessing your account. You can access information associated with your account by logging into Yorkstone Supplies.

No fee usually required

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 could refuse to comply with your request in these circumstances.

What we may need from you

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.

Time limit to respond

We try to respond to all legitimate requests within one month. Occasionally it could 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.

If you wish to exercise any of the rights set out above, please contact us at sales@yorkstonesupplies.co.uk.

10. Usage Terms and Service Terms

Please also see our for our Usage Terms for our Website and YS Platform, and YS Service Terms which set out the terms, disclaimers, and limitations of liability governing your use of Yorkstone Supplies.

APPENDIX - Glossary and Interpretation

Glossary

Aggregated Data: Statistical or demographic data derived from your personal data but not considered personal data in law as the data will not directly or indirectly reveal your identity.

Comply with a legal obligation means processing your personal data where it is necessary for compliance with a legal obligation that we are subject to.

Data Controller / Controller: the organisation that determines the manner and purposes for which Personal Data is to be processed. In our case, Yorkstone Supplies.

DPO: The Data Protection Officer.

Legitimate Interest means the interest of our business in conducting and managing our 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.

Personal Data: Information relating to an individual who can be directly identified from the information. Personal Data includes factual information as well as expressions of opinion or intentions.

Privacy Policy: Our Privacy and Data Protection Policy.

Processors: Employees of Yorkstone Supplies authorised to discharge the responsibilities of the Data Controller.

Performance of Contract means processing your data where it is necessary for the performance of a contract to which you are a party or to take steps at your request before entering into such a contract.

Users: any individual who either browses our Website, engages with our chat support feature, speaks with our employees and staff members, creates a profile or uses our YS Platform as a signed-up user.

Interpretation

All uses of the word “including” mean “including but not limited to” and the examples are not intended to in any way limit the term which they serve to illustrate. Any email addresses set out in this Privacy Policy may be used solely for the purpose for which they are stated to be provided, and any unrelated correspondence will be ignored. Unless otherwise required by law, we reserve the right to not respond to emails, even if they relate to a legitimate subject matter for which we have provided an email address. As a matter of common sense, you are more likely to get a reply if your request or question is polite, reasonable and there is no relatively obvious other way to deal with or answer your concern or question.

Our staff are not authorised to contract on behalf of Yorkstone Supplies, waive rights or make representations (whether contractual or otherwise). If anything contained in an email from a Yorkstone Supplies address contradicts anything in this Privacy Policy, our terms or any official public announcement on our Website, or is inconsistent with or amounts to a waiver of any Yorkstone Supplies rights, the email content shall be read down to grant precedence to the latter. The only exception to this is genuine correspondence expressed to be from the Yorkstone Supplies legal department.