Privacy Policy

The information we collect and why

Trade enquiries

When you send a trade enquiry, we collect your name, business name, type of business, email address, phone number (if given), location or postcode, the products you are interested in, your message, and how you heard about us. We use this to reply to you, talk to you about supplying your business, and, if we go on to work together, to set up and manage that relationship.

Legal basis: taking steps at your request before entering into a contract, and our legitimate interests in responding to enquiries and growing our wholesale business.

Messages through our contact form, by email or by phone

We collect your name, email address and whatever you choose to tell us, so that we can reply. Legal basis: our legitimate interests in answering questions about our business.

Stockists and trade customers

If you buy from us or stock our products, we keep the business contact details we need to take and deliver orders, invoice you and keep accounts. Legal basis: performing our contract with you, and our legal obligations (for example, keeping accounting records).

With your agreement, we list stockists on our “Where to find Hayfields” page: business name, address, website, logo and, if you send one, a short description. You can ask us to change or remove your listing at any time.

Using our website

Like most websites, our web host records technical information when you visit, such as your IP address, browser type and the pages requested. This is used to keep the website secure and working. Legal basis: our legitimate interests in running a secure website.

If you accept analytics cookies, we use Google Analytics to understand how people use the website, such as which pages are popular, so that we can improve it. Analytics only runs if you accept. See our cookie policy. Legal basis: your consent, which you can withdraw at any time using “Cookie settings” at the bottom of every page.

When you use “Find your nearest” on our stockists page, the postcode you type is sent from your browser to postcodes.io, a free UK postcode service, to work out its location. We do not store the postcode you enter.

The stockist map uses map images from OpenStreetMap, which receives your IP address to send them. The map on our contact page is from Google Maps and only loads if you choose to show it.

Who we share information with

We do not sell your personal information. We only share it with:

• companies that provide services we rely on, such as our website host, email provider and IT support, who only use it to provide those services to us;
• delivery partners, when we deliver orders to you;
• our accountants and professional advisers, where needed;
• Google, if you accept analytics cookies or choose to show a Google map;
• authorities such as HMRC, where the law requires it.

Some of these providers, including Google, may process information outside the UK. Where they do, the transfer is covered by UK adequacy regulations (such as the UK–US data bridge) or by contracts approved for UK transfers.

How long we keep information

• Enquiries and messages that do not lead to working together: up to 2 years, so we can refer back to them if you get in touch again.
• Customer and stockist records: for as long as we work together, then 6 years for accounting and tax purposes.
• Stockist listings: until you ask us to remove them, or you stop stocking our products.
• Google Analytics data: up to 14 months.

Your rights

You have the right to:

• ask for a copy of the personal information we hold about you;
• ask us to correct information that is wrong or incomplete;
• ask us to delete your information;
• ask us to restrict how we use it, or object to our using it;
• ask us to transfer information you gave us to another organisation;
• withdraw your consent at any time, where we rely on consent (for example, for analytics cookies).

To use any of these rights, email info@hayfieldsdairy.co.uk. We will reply within one month. There is usually no charge.

Complaints

If you are unhappy with how we have used your information, please contact us first so that we can try to put it right. You can also complain to the Information Commissioner’s Office (ICO): ico.org.uk/make-a-complaint, telephone 0303 123 1113.

Keeping information secure

We take appropriate steps to protect personal information, including keeping our website software up to date, using a secure (HTTPS) connection, and limiting access to the people who need it.

Changes to this policy

We may update this policy from time to time. The date at the top shows when it last changed.