Privacy Policy
This privacy policy sets out how SoTerra Limited uses and protects the personal data of customers and suppliers (your personal information). We are committed to ensuring that your privacy is protected and follows the General Data Protection Regulation (GDPR). Please ensure you read this policy and any other similar notices we may provide to you from time to time when we collect or process personal information about you. This privacy policy contains important information on who we are, how and why we collect, store, use and share personal information, your rights in relation to your personal information and on how to contact us and appropriate regulating authorities in the event you have a complaint.
Who We Are
SoTerra, uses and is responsible for certain personal information about you. When we do so we are regulated under the General Data Protection Regulation which applies across the United Kingdom (and the European Union) and we are responsible as ‘controller’ and/or ‘processor’ of that personal information for the purposes of those laws.
How We Collect Your Personal Information
We may collect your personal information in the following ways:
• when you have entered your personal information into our contact us form on our website
• when you contact us directly by telephone or email
• when you give us your business card(s) or contact details
The Personal Information We Collect and Use
In the course of delivering our products and services and any other relevant activities under legitimate interest, we collect some or all of the following personal information:
Name(s), Company Name(s), Postal Address(es), Telephone Number(s) and Email Address(es)
How We Use Your Personal Information
We will typically collect and use this information for the following purposes:
For the performance of a business agreement you have with us which is for the purposes of our legitimate business interests
Who We Share Your Personal Information With
We do not share your personal information with any other third party.
Where Your Personal Information May Be Held
Information is held on our contact list and accounts database which is securely backed up within the Microsoft organisation which is based with the EU for UK companies. For Email Marketing we use third-party provider, Keap, to deliver our emails. For more information, please see Keap’s privacy policy.
How Long Your Personal Information Will Be Kept
We will hold personal information for the period of time we deliver products and services and until there is no foreseeable legitimate business interest with you, or until you have exercised your right for your personal information to be removed from our systems.
The Legal Basis on Which We Collect, Store and Use Your Personal Information
We retain and use your personal information within our internal systems for our legitimate business interests only and in order to fulfil the agreement of service and products agreed within the business.
Your Rights
Under the General Data Protection Regulation, you have a number of important rights free of charge, including rights to:
• fair processing of information and transparency over how we use your use personal information
• access to your personal information and to certain other supplementary information that this Privacy Policy is already designed to address
• require us to correct any mistakes in your personal information which we hold
• require the erasure of personal information concerning you in certain situations
• object at any time to processing of personal information concerning you for direct marketing
• object in certain other situations to our continued processing of your personal information
• otherwise restrict our processing of your personal information in certain circumstances
• and other relevant rights set out in the General Data Protection Regulation
For further information on each of those rights, including the circumstances in which they apply, see the Guidance from the UK Information Commissioner’s Office (ICO) on individual’s rights under the General Data Protection Regulation. If you would like to exercise any of those rights, please email or write to us (see section below) or using the details found in the contact us section of our website
Who Is The Data Controller and Its Regulator?
The Data Controller is SoTerra Limited based at Fairclough Hall Farm, Halls Green, Weston, Herts SG4 7DP and can be contacted at hello@soterra.co.uk or on telephone number 01438 726269 The supervisory authority in the UK is the Information Commissioner who may be contacted at https://ico.org.uk/concerns/ or telephone: 0303 123 1113.
Keeping Your Personal Information Secure
We have appropriate security measures in place to prevent personal information from being accidentally lost or used or accessed in an unauthorised way. We limit access to your personal information to those in our organisation who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality. We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so. We store your personal information in access-controlled systems on servers hosted in the European Economic Area, your personal information is shared amongst only SoTerra Limited employees who need to know your personal information.
How To Complain
We hope that we can resolve any query or concern you raise about our use of your information in the first instance. The General Data Protection Regulation also gives you right to lodge a complaint with a supervisory authority, in particular in the European Union (or European Economic Area) state where you work, normally live or where any alleged infringement of data protection laws occurred. The supervisory authority in the UK is the Information Commissioner who may be contacted at https://ico.org.uk/concerns/ or telephone: 0303 123 1113. Changes to This Privacy Notice This privacy notice was published on 24th May 2018 and last updated on 18th January 2019. We reserve the right to change this policy when and where required only by updating this page.
Contacting Us
If there are any questions regarding this cookie policy, you may contact us using the information below.
SoTerra Limited
Fairclough Hall Farm Barns
Halls Green
Weston
Hertfordshire
SG4 7DP
Or contact us by phone: +44(0)1438 726269
