Privacy Policy

Please read this Privacy Policy. It relates to how Caterers Choice Limited (“us”/ “we”/ “our”/ “Caterers Choice”) hold and process an individual’s personal information and the individual’s rights in relation to that data pursuant to the Data Protection Act 2018, UK GDPR and EU GDPR (“Data Protection Laws”).

Controller for personal data

A “controller” is a person or organisation who alone or jointly determines the purposes for which and the way any personal data is or is likely to be processed. Unless we notify you otherwise Caterers Choice is the controller of your personal data for the purpose of this website.

We are registered with the Information Commissioners Office. Our registration number is ZA431922. We are a limited company. Our company registration number is 02311817 and our registered office is at Parkdale House, 3 Longbow Close, Pennine Business Park, Bradley, Huddersfield, HD2 1GQ, UK.

The data that we process

The data we process depends upon our relationship with you, why we obtained the data, and for what purpose. We may receive personal data directly or indirectly. Directly is where you pass us your personal data for processing and indirectly is where a legitimate party may pass on your details to us, or by word of mouth.

How we use your personal data

We will only use your personal data when the law allows us to. This means we require a lawful basis to process your personal information. We will rely on the following lawful circumstances to process personal information depending on the circumstances:

• Performance of a contract: Where we need to perform the contract we are about to enter into or have entered into with you. For example when you sign up to our services.
• Legal obligation: Where we need to comply with a legal obligation. For example for accounting or legal purposes.
• Legitimate interests: 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.

Consent: We do not generally rely on consent as a legal basis for processing your personal data. Where we do rely on consent you have the right to withdraw consent at any time. Please contact us to withdraw consent. Please also see Marketing communications.

You will find below the ways we process personal data and our lawful basis depending on the nature of the processing and what relationship you have with us.

1. Our customers

Processing: We obtain and hold data about our customers. This data includes details of the business name, the names of individuals at our customers and their contact details such as email addresses and direct and mobile telephone numbers and postal addresses. We also obtain details of customers’ bank accounts and payment information and details of orders placed, purchase and sales history and information about complaints.

Lawful basis: This data is processed by us as it is necessary for us to do so to perform our contract with the customer or in anticipation that we will enter into a contract.

2. Our suppliers

Processing: We obtain and hold data about and concerning our suppliers. This data includes details of the supplier’s business name, the names of individuals at our suppliers and their contact details such as email addresses and direct and mobile telephone numbers and postal addresses. We also obtain details of suppliers’ bank accounts and details relating to payments made to the suppliers together with details of orders placed with them by us.

Lawful basis: We obtain this data for the purpose of negotiation and/ or placing orders with our suppliers. This data is processed by us as it is necessary for us to do so to perform our contract with the supplier or in anticipation that we may enter into a contract with them.

3. Third parties

Processing: (1) In the case of other companies, businesses, organisations or associations with whom we have a professional relationship or potentially common interest, we may hold contact details including names, company/business name, email address(es), contact telephone numbers, postal address(es).

The purpose we hold this data is for the professional relationship or in common interest with the other organisation.

Lawful basis: We consider that it is necessary for us to process this data on the lawful basis that it is in the legitimate interests of our business to enhance and preserve those relationships.

Processing: (2) We are passed some third-party data by our customers and suppliers. This data relates to our customers’ customers, shipping and 3rd party storage company details and details of companies supplying raw materials to our suppliers. In these instances, we usually process the information in line with instructions and directions that are given to us by the person who provided the data and do so as data processors. We have agreements in place with those who pass this data to us which regulates our use of the same, what we will do with the data, how long we will hold it for, and when it will either be deleted by us or passed back to the data controller.

Lawful basis: In instances where we are given this data by the third party for our own use and the data is in our control, then we are data controllers of this data. It is necessary for us to process this data either pursuant to the contract that we have with the third party or on the basis that it is necessary for us to do so in the legitimate interests of our business and of the third party itself. The type of data we process in these instances can be varied, but in the main comprises names, addresses, email addresses and telephone contact numbers.

(3) Processing: We are on occasion passed data by customers relating to complaints about our products. This can comprise of names, addresses and e-mail details. In these instances the data is used by us to resolve the complaints and for that purpose alone.

Lawful basis: It is necessary in the legitimate interests of our business to process this data for this purpose, and also necessary in the legitimate interests of all parties.

4. Visitors to our websites

When you visit or use our websites, we process information by way of the use of analytics in relation to information collected about you by way of cookies. For more information about the cookies we use and how long the data will be retained by us please see our Cookies Policy.

Marketing communications

We may send you marketing communication. You have the right to object to processing of your personal data for direct marketing purposes. You can unsubscribe from receiving marketing communications from us by using the unsubscribe methods contained in communications we send to you or by contacting us. See Contact us.

Where you opt out of receiving marketing communications this will not apply to personal data provided to us as a result of registering for or using our service, your service experience or other interactions with this website.

How we share your personal data

We do not sell any of your personal data to any third party, including your name, contact information or payment information.
We may have to share your personal data with the parties set out below:

• Internally: Your personal data will be used by our employees and contractors who are working on providing your services to you/ on a need-to-know basis.
• Our Group of Companies: We are a sister company of Fruitypot Limited. The persons with significant control of Fruitypot Limited are the same as those with significant control of us. As such, data may be shared with Fruitypot Limited and the two companies are joint controllers of the data. The same bases for processing apply to both of us.
• Suppliers for our administration: This would include service providers who support our business including IT and communication suppliers and outsourced business support to ensure our service runs smoothly.
• Suppliers for our customers: To fulfil contracts with our customers, we may share data such as customer names and addresses with third parties such as those who we commission to make deliveries upon our behalf.
• Professional advisers: This would include lawyers, bankers, auditors and insurers who provide consultancy, banking, legal, insurance and accounting services.
• Law enforcement bodies, regulators and other authorities: This is to comply with our legal requirements or adhere to good practices.
• Advertising networks and analytics service providers:This is to support and display ads on our website and other social media tools.
• Third parties: This is in the context of the acquisition or transfer of any part of our business or in connection with the business reorganisation. If a change happens to our business then the new owners may use your personal data in the same way as set out in this privacy notice.

International transfers

We may transfer and process your personal data outside of the United Kingdom/European Union to countries where data protection laws are less stringent than those in the UK. When we transfer your personal data outside of the UK/ EU we only do so to entities that offer our users the same level of data protection as that afforded by the UK Data Protection Act 2018, UK GDPR and the EU GDPR.

• We will only transfer your personal information to countries that have been deemed to provide an adequate level of protection for personal information; or
• We will use specific contracts approved for use in the UK or EU which give personal information the same protection it has in the UK/EU. For example, the use of Article 46 UK and EU GDPR safeguard mechanisms to transfer personal data endorsed by the UK Government or European Commission.

To find out more about the transfer mechanism used please contact us.

Data retention

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.

To determine the appropriate retention period for personal information we consider the amount, nature and sensitivity of the personal information, the potential risk of harm from unauthorised use or disclosure of your personal information, the purposes for which we process your personal information and whether we can achieve those purposes through other means and the applicable legal, regulatory, tax, accounting or other requirements.

We may 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.

Children data

This website is not intended for children, and we do not knowingly collect data relating to children. Pursuant to Data Protection Laws this means to individuals under the age of 13.

Data Subject Rights

Under certain circumstances, you have rights under Data Protection Laws. You can:

Request access to your personal data: This is known as a “data subject access request” and enables you to receive a copy of the personal data we hold about you.

Request correction of your personal data: This enables you to have any incomplete or inaccurate information we hold about you corrected.

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. Note: We may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you at the time of your request.

Object to processing of your personal data: This is where we are processing your personal data based on a legitimate interest or those of a third party and you may challenge this.  However, we may be entitled to continue processing your information based on our legitimate interests or where this is relevant to any legal claims.  See also Marketing communications.

Request restriction of processing your personal information: This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the information’s accuracy (b) where our use of the information is unlawful but you do not want us to erase it (c) where you need us to hold the information even if we no longer require it as you need it to establish, exercise or defend legal claims or (d) you have objected to our use of your information but we need to verify whether we have overriding legitimate grounds to use it.

Request transfer of your personal information (“data portability”): This is where in some circumstances we will provide to you or a third party you have chosen your personal data in a structured, commonly used, machine-readable format.

Right to withdraw consent: This is where we are relying on consent to process your personal data. This will not affect the lawfulness of any processing carried out before you withdraw your consent. Depending on the processing activity if you withdraw your consent, we may not be able to provide certain services to you. We will advise you if this is the case at the time you withdraw your consent.

Automated decision making:  This is where decisions are made about you by automated means. We do not carry out automated decision making.

How to exercise your rights

If you would like to exercise any of the rights above, please call our office on 01484 532666 or write to the Compliance Manager at the registered address given at the bottom of this Privacy Policy in the section Contact Us. We will then consider your request and action the same as necessary although in some circumstances we may have a legitimate reason for not being able to action your request. If this should be the case, we will notify you of the reason why.

Contact Us

Queries regarding this Privacy Policy may be directed toward the Compliance Manager by phone on 01484 532666 or in writing to our registered office address: Parkdale House, 1 Longbow Close, Pennine Business Park, Bradley, Huddersfield, HD2 1GQ, UK.

Complaints and Redress

If you have any cause for complaint or do not believe that we are processing data fairly or in line with our obligations as a data controller then we would ask that you contact us in the first instance with your concerns although you are not obliged to do so and you may contact the Information Commissioner’s Office (ICO) whose details can be found at www.ico.org.uk.

If you live or work outside the UK or you have a complaint concerning our personal data processing activities you may lodge a complaint with another supervisory authority.

Changes to our Privacy Policy

This Privacy Policy may be changed from time to time in response to legal, technical or business developments. We will take appropriate measures to inform you when we update our privacy notice. We will obtain your consent to any material privacy notice changes if and where this is required by applicable Data Protection Laws.

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Last updated 13 October 2023