Privacy Policy and GDPR Statement

This privacy policy sets out how Party Ingredients Ltd. (PI) uses and protects any information that you give PI when you use this website or enquire with us.when you use this website or enquire with us.

PI is committed to ensuring that your privacy is protected. Should we ask you to provide certain information by which you can be identified when using this website, you can be assured that it will only be used in accordance with this privacy statement.

PI may change this policy from time to time by updating this page. Any changes made will be communicated to you to ensure you are aware of these changes. This policy is effective from 25 May 2018 to coincide with the new General Data Protection Regulations (GDPR).

PI would like to clarify that we do not share any information with third party sources, unless there is a legal obligation to do so. Any information we do collect is only in connection to the needs of our business.

What we collect

We may collect the following, which we consider to be personal information. Any information we deem relevant to a company and not an individual is not covered by this policy:

  • Name and job title
  • Contact information including email address and phone number
  • Demographic information such as postcode and industry
  • Home address (applicable to private clients only)
  • Financial details if required to process a payment or refund

What we do with the information we gather

Clients

  • Creating formal quotes, and if we are instructed to, creating contracts and invoices for a specific event
  • Internal record keeping to ensure business standards are maintained
  • We may use the information internally to improve our products and services
  • We may periodically send promotional emails about new products, special offers or other information which we think you may find interesting using the email address which you have provided. You will be given the opportunity to opt in or opt out of receiving these emails at initial enquiry stage, and within the body of the promotional email
  • This information will be stored in our client relationship management software Sugar CRM, and promotional emails will be sent out through the Sugar marketing system Mautic
  • Any enquiries that are sent to us through the web forms are stored by Adobe Web to ensure enquiries are not missed, and then manually deleted after three months

Client Information Retention Policy

All relevant documentation as stated above will be kept for one year and then deleted unless there is need to do so due to a continuing relationship with an individual.

Financial

  • Store invoices or account records for audit purposes and tax returns
  • Processing of payments or refunds
  • This information will only be stored in our invoice system Xero and accounting system Sage

Personnel

  • For job applications and CVs we receive, we will only retain the information for a maximum of six months unless your employment is successful. We do not search for or download CVs from job websites.
  • All employee information will be stored for the duration of their employment and a further three years after their employment at PI ends
  • This information is stored by the HR Director and is only accessible by the HR Director and Staffing Manager when it is necessary to do so
  • Information relating to Payroll is stored in the accounting system Sage and accessed only by the HR Director and Accountant
  • We may be required to provide certain information for security checks to certain venues that we work with – we will seek your consent in advance and request that your information is then destroyed the day after the event by the company we provide this to
  • Should you leave PI and be employed elsewhere, we may be required to provide relevant employment information to your prospective employer. We assume implied consent in this case, however we will contact you immediately if the prospective employer requests information not relevant to your employment at PI

Financial and Personnel Information Retention Policy

All relevant documentation as stated above will be kept for three years and then deleted unless there is need to do so due to a continuing relationship with an individual.

Security

We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect and store online. All PI staff handling personal information have been trained on the correct handling of information received.

How we use cookies

A cookie is a small file which asks permission to be placed on your computer's hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences. We use traffic log cookies to identify which pages are being used. This helps us analyse data about web page traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system. Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us. You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.

Links to other websites

Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.

Controlling your personal information

You may choose to restrict the collection or use of your personal information in the following ways:

  • Whenever you are asked to fill in a form on the website, look for the box that you can click to indicate that you do not want the information to be used by anybody for direct marketing purposes
  • If you have agreed to us using your personal information for direct marketing purposes before 25 May 2018, we are now required to request new consent to continue to contact you. This may be in the form of an automatic email request, or you can inform us by emailing sales@partyingredients.co.uk.

We will not lease, sell or distribute your personal information to third parties unless we have your permission or are required by law to do so. We may use your personal information to send you promotional information about events which we think you may find interesting if you tell us that you wish this to happen. You may request details of personal information which we hold about you under the General Data Protection Regulation (GDPR) which will apply in the UK from 25 May 2018. If you believe that any information we are holding on you is incorrect or incomplete, please write to or email us as soon as possible, at the above address. We will promptly correct any information found to be incorrect. Should you wish to remove personal information completely from our systems, you may request this by emailing sales@partyingredients.co.uk. Once we delete your personal information you will be automatically emailed your individual GDPR number to confirm that this has been done. Should you enquire with us after this has been done, we are unable to reverse the deletion and would need to request this information once again.

Please contact our Data Protection Officer if you:

  • Have any questions or feedback about this notice
  • Would like us to stop using your information
  • Want to exercise any of your rights as set out above, or have a complaint
  • Have any other queries relating to this policy

By email: tim@partyingredients.co.uk By post: FAO Tim Cramp, Party Ingredients Ltd., 34 Mastmaker Court, London, E14 9UB By phone: 0207 517 3500