Home About Us News & Offers Other Services Contact Order Online PRIVACY AND COOKIE POLICY www.medinafoodservice.co.uk and medina.coldweb.co.uk (Website) and the Medina Foodservice Application (App) is brought to you by Medina Quay Meats Limited t/a Medina Foodservice, a company incorporated and registered in England and Wales under company number 742962 whose registered office address is Enterprise House, Eureka Business Park, Ashford, Kent, TN25 4AG. WHY YOU SHOULD READ THIS POLICY We take the privacy of our customers and visitors to our Website and App (you) very seriously. Please read this privacy policy carefully as it contains important information about how your personal data will be used. For the purposes of the General Data Protection Regulation and all other relevant legislation, Medina Quay Meats Limited (‘we’ or ‘us’) is the ‘data controller’ (i.e. the company who is responsible for, and controls the processing of, your personal data). INFORMATION THAT YOU PROVIDE Personal information about you (such as your name, email address, phone number) will be obtained whenever you complete forms, create an account or place an order with us. We will also obtain personal information you provide when you send feedback, contact us for any reason and by any medium, sign up to a service, share information via the Website’s and App’s social media functions. We may ask you to provide sensitive personal data from time to time. If such data is requested, you will be given additional information as to why the sensitive personal data is being requested and how it will be used. We may retain a record of any contact you make with us. PERSONAL INFORMATION ABOUT OTHER INDIVIDUALS If you give us information on behalf of someone else, you confirm that the other person has appointed you to act on his/her behalf and has agreed that you can: give consent on his/her behalf to the processing of his/her data; receive on his/her behalf and data protection notices; give consent to any transfer of his/her data; INFORMATION FROM THIRD PARTIES Occasionally we may receive information about you from other sources (such as credit reference agencies), which will be added to the information already held about you in order for us to help supply our services and products to you. INFORMATION THAT WILL BE COLLECTED AUTOMATICALLY Cookies: We may monitor your use of the Website through the use of cookies and similar tracking devices. For example, we may monitor how many times you use the Website, which pages you go to and traffic data. This is categorised as information about your visit, including the full Uniform Resource Locators (URL) clickstream to, through and from our site (including date and time); products you viewed or searched for; page response times, download errors, length of visits to certain pages, page interaction information (such as scrolling, clicks, and mouse-overs) and methods used to browse away from the page and any phone number used to call our telephone number. This information helps to build a profile of users to the Website. Some of this data will be aggregated or statistical, which means that we will not be able to identify you individually. For further information on the use of cookies on the Website, please see the sections on cookies below. Device information: We may also collect information about your device each time you use the Website or the App. For example, we may collect information on the type of mobile device, laptop or computer that you are using and its unique device identifier (for example, the IMEI number, IP address or the MAC address of the device’s wireless network interface). Information on your device: We may also collect information which is stored on your device each time you use the Website or App. For example, we may collect contact information, login information and friends lists with your prior consent. Location data: We may also collect information to determine your location using GPS technology or such other location tracking software we may use from time to time. Some of the features of the Website and App may require access to such location data to work. If you would like to use any such feature, you will be asked to consent to provide such location information. You can withdraw your consent to providing this information at any time by emailing us at sales@medinafoodservice.co.uk or contacting us via the contact details at the bottom of this policy. HOW YOUR PERSONAL DATA WILL BE USED We will use your personal data for the following purposes: To help identify you and any accounts you hold with Medina Foodservice; Administration; Research, statistical analysis and behavioural analysis; Customer profiling and analysing your purchasing preferences; Marketing—see ‘Marketing and opting out’, below; Fraud prevention and detection; Billing and order fulfilment for purchases and orders made, whether through the Website, App or Telesales office for example; Credit scoring and credit checking—see ‘Credit checking’, below; Customising the Website and App and their content to your particular preferences; To notify you of any changes to the Website, App or to our services or products that may affect you; Improving our services and products. WHAT IS OUR LAWFUL BASIS OR GROUNDS FOR USING YOUR PERSONAL DATA? Under laws that are designed to protect your personal data, we need to have what is called a lawful basis or ground each time we use, share or otherwise process your personal data. By reading and agreeing to this Privacy Policy, you are consenting to us processing your personal data as detailed within this Privacy Policy. We may also need to process your personal data to comply with any legal obligations which may be applicable. Likewise, we may process your personal data where this is in the public interest or it is to protect your vital interests, but this will only be in rare circumstances. In most cases, our processing of your personal data is necessary for the performance of our services to you. Certain uses of your personal data, or other processing activities, may not be strictly necessary to perform our services to you, however, they may be necessary for the purposes of our legitimate interests or the legitimate interests of a third party. They may also be in your interests. When we say “legitimate interests”, we mean our (or a third party’s) interests in enabling us to provide our services to you as efficiently and securely as possible. For example, we may choose to use a third party to store your personal data; we may do this in part because our use of that service means that your personal data is more secure. MARKETING AND OPTING OUT If you have provided your consent to receive news, special offers or promotions from us, we may contact you by mail, telephone, SMS, text/picture/video message and/or email about products, services, promotions, special offers and charitable causes that may be of interest to you. We may share your personal data with organisations who are our business partners and they may contact you (unless you have asked us or them not to do so) by mail, telephone, SMS, text/picture/video message, email, about products, services, promotions, special offers and charitable causes that may be of interest to you. If you prefer not to receive any further direct marketing communications from us or our business partners, you can opt out at any time. See further ‘Your rights’, below. Advertisers and advertising networks that require the data to select and serve relevant adverts to you and others via our Website and/or App. We do not disclose information about identifiable individuals to our advertisers, but we may provide them with aggregate information about our users (for example, we may inform them that 50 men aged under 30 have clicked on their advertisement on any given day). We may also use such aggregate information to help advertisers reach the kind of audience they want to target (for example, women on the Isle of Wight). The Website may contain links to other websites or apps which we or our partners own, or websites or apps of our partners or third parties. Please note that if you follow any of these links, the websites, apps and services provided through them will have their own privacy policies/terms of use. We do not accept any responsibility or liability for their respective privacy policies/terms of use or the collection and use of any personal data collected through these websites, apps or services. Please ensure that you review the relevant privacy policies/terms of use prior to providing any personal data to, or using these websites, apps and services. Requests to sign up to our special offers is done so through Mail Chimp and subscription is granted based on a two-factor authentication process. This will provide us with the date, time and IP address at which you opted in and again re-confirmed your subscription to ensure we have proof of consent to send marketing emails to you. You can unsubscribe from these emails at any time by clicking on the ‘unsubscribe’ link in any marketing email, calling our office or emailing sales@medinafoodservice.co.uk. DISCLOSURE OF YOUR PERSONAL DATA We may disclose your personal data to: other companies that become partners or part of a group with Medina Quay Meats Limited; a third party who acquires Medina Quay Meats Limited or acquires substantially all of its assets, in which case the personal data shall be one of the acquired assets; our agents and service providers; law enforcement and regulatory agencies in connection with any investigation to help prevent unlawful activity or as otherwise required by applicable law; a third party who may be appointed to deal with collection of outstanding debt such as but not limited to a debt collection agency and/or bailiff; business partners in accordance with the ‘Marketing and opting out’ section above KEEPING YOUR DATA SECURE We will use technical and organisational measures to safeguard your personal data, for example: where you create an account on the Website or App, this will be controlled by a password and username that are unique to you; We will store your personal data on secure servers; payment details are encrypted using SSL technology. While we will use all reasonable efforts to safeguard your personal data, you acknowledge that the use of the internet is not entirely secure and for this reason we cannot guarantee the security or integrity of any personal data that are transferred from you or to you via the internet. TRANSFERS OF DATA OUT OF THE EEA We will make reasonable efforts to ensure that your data is not transferred outside the European Economic Area (EEA). In the case that we use data servers that may transfer data out of the EEA we will take steps to ensure adequate protections are in place to ensure the security of your information and give you remedies in the unlikely event of a security breach. All information you provide to us is stored with secure data processors for the purposes of storing your data, accounting purposes and social media purposes for example. A copy of your information is also stored securely on our internal server and computers where access is restricted. While we will use all reasonable efforts to safeguard your personal data, you acknowledge that the use of the internet is not entirely secure and for this reason we cannot guarantee the security or integrity of any personal data that are transferred from you or to you via the internet. If you have any particular concerns about your information, please contact us using our contact details at the bottom of this policy. WHAT YOU CAN DO TO KEEP YOUR INFORMATION SAFE If you want detailed information from Get Safe Online on how to protect your information and your computers and devices against fraud, identity theft, viruses and many other online problems, please visit www.getsafeonline.org. Get Safe Online is supported by HM Government and leading businesses. MONITORING We may monitor and record communications with you (such as emails) for the purpose of quality assurance, training, fraud prevention and compliance. YOUR RIGHTS You have the right of access to your personal records or other information that we hold about you. There is no administrative charge for this service. You have the right to rectify any errors in the data we hold about you. If any data or information we hold about you is inaccurate, or out of date, please contact us and we will correct this immediately. You have the right to have the data we hold about you erased. If you wish us to continue to store your information but wish us to keep your data separate and not process it in any way, please let us know. You have the right to ask us to stop processing your personal data for direct marketing purposes. You may also specify that you object to direct marketing by particular channels such as by email of telephone. If this is the case, please specify the channels you are objecting to in your communications with us. You have the right to data portability. If you wish to obtain your data for your own purposes across different services, we will provide this information to you. There is no administrative charge for this service. You have the right to object to any direct marketing. To assert any of your rights set out above, you should send your request in writing to us using our email sales@medinafoodservice.co.uk You will need to provide proof of identity and address (e.g. a copy of your driving licence or passport, and a recent utility or credit card bill); and specify the personal data you want access to, to be amended or be removed. HOW LONG WE WILL STORE YOUR DATA We will store your data for as long as necessary for the purpose of processing. The data may be deleted in the following circumstances: You have withdrawn your consent to data processing The original purpose for processing the data is no longer relevant or cannot be performed any more. The data is no longer up to date or accurate. USE OF COOKIES A cookie is a small text file which is placed onto your mobile (or other electronic device) when you access the Website and/or App. We use cookies and other online tracking devices on the Website to: keep track of the items stored in your shopping basket and take you through the checkout process; recognise you whenever you visit the Website (this speeds up your access to the Website as you do not have to log on each time); obtain information about your preferences, online movements and use of the internet; carry out research and statistical analysis to help improve the Website content, products and services and to help us better understand our visitor and customer requirements and interests; target our marketing and advertising campaigns and those of our partners more effectively by providing interest-based advertisements that are personalised to your interests; and make your online experience more efficient and enjoyable. The information we obtain from the use of cookies will not usually contain your personal data. Although we may obtain information about your device such as your IP address, your browser and/or other internet log information, this will not usually identify you personally. In certain circumstances we may collect personal information about you—but only where you voluntarily provide it (e.g. by completing an online form) or where you purchase goods or services from us. In most cases we will need your consent in order to use cookies on the Website and App. The exception is where the cookie is essential in order for us to provide you with a service you have requested (e.g. to enable you to put items in your shopping basket and use the check-out process). CONSENT (NOTIFICATION ON HOME PAGE) There is a notice on the medina.coldweb.co.uk Website home page which describes how cookies are used and which also provides a link to this Policy. You will be presented with an option to accept the terms of this Privacy and Cookie Policy. If you use this Website after this notification has been displayed to you, you warrant that you have consented to the use of cookies for the purposes described in this Website privacy policy. Please see the below section on how to turn off cookies. THIRD PARTY COOKIES © Medina Foodservice COOKIE SETTINGS Jobs Privacy and Cookie Policy Terms & Conditions Contact Us