Our Policies

Book your long weekend in self catering accommodation Suffolk

Sprotts Farm, Holt Road, Polstead. Suffolk CO6 5BT

07970 491 784 hello@sprottsfarm.com

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Account

Sprotts Farm

Holiday Cottage Suffolk

Our Pool Safety Agreement

Using our Swimming Pool.

We are really excited to have a pool at Sprotts! You will find the pool around the back of the main farmhouse. Follow the footpath being The Stables and The Dairy and you will see a long wooden fence, the guest entrance is through the wooden gates.

How to Use the Pool

· We have a little changing hut by the pool, but you may wish to arrive changed.

· The cover is wound back manually at the deep end – make sure all swimmers stay away from the pool until the cover is back.

· Please use outdoor shower before jumping in – this helps cut down on the chemicals we use

· SWIM!

· If you are the last out of the pool please pull the cover back over.

Please follow this guide to ensure you and our other guest are safe when you use it.

· The Pool is open May though to the end of August

· Guests are welcome from 10am to 4pm

· Use of the pool is at your own risk

· No lone swimming

· Do not swim after consuming a heavy meal or after alcohol, strong medication, or prescribed/recreational drugs (unless approved by your doctor).

· Children under 12 must be supervised at all times

· No diving & running around the pool

· No glass around the pool

· No smoking around the pool

· Please be aware of and respect other guest using the pool

· Please take a mobile phone with you, in case of emergency

· Please use our outdoor shower before you swim

· Please bring your own towel

· Please let us know if there is any damage to the pool

· Only guest of Sprotts Farm may use the pool

· 10 guests in the pool at any one time

Covid Specific Rules:

· Please do not enter the pool if you have any of the below symptoms:

o a high temperature – this means you feel hot to touch on your chest or back (you do not need to measure your temperature)

o a new, continuous cough – this means coughing a lot for more than an hour, or 3 or more coughing episodes in 24 hours (if you usually have a cough, it may be worse than usual)

o a loss or change to your sense of smell or taste – this means you've noticed you cannot smell or taste anything, or things smell or taste different to normal

· Before 17th May - One household may use the pool.

· After 17th May Rule of six or two households. We will allow 6 individuals on the basis they agree to socially distance.

· June 21st - there will be no need to socially distance and normality will have resumed, as such normal pool rules of up to ten people will apply.

Emergency information

· In an emergency diel: 999

· When the operator asks for your location you can use the

“what three words” code: expert.pods.dock

Or our Address:

Sprotts Farm

Holt Road

Polstead

Colchester

CO6 5BT

Nearest A&E Hospital

Colchester Hospital

Turner Rd

Colchester

CO4 5JL

01206 747474

Other information:

· There are no lifeguards at the pool

· Shallow end: 90cm

· Deep end: 220cm

· Overall pool length: 10meters

T&C's and Cancellation Policy

Please read these terms and conditions before booking your holiday cottage. If you have any questions about them, please do not hesitate to contact us.
This contract is between (“the Occupier” or “you”), and Thorogoods Haylage Ltd T/A Sprotts Farm (“us” and “owner”).

The Occupier is the person named on the booking form, and he/she is responsible for the obligations and conditions of hire. The Occupier shall not pass the booking to another party and shall be in residence at the property during the whole of the letting period. The Occupier must notify The Agent of any changes to the number of people or pets staying at the property in writing before the booking starts.
Booking – We reserve the right to refuse any booking without explanation.
Payment – A booking deposit of 25% of the cost of the holiday plus the booking fee must be paid within 24 hours of making your provisional booking and can be paid by bank transfer. The booking is only confirmed after the deposit is received and a Booking Confirmation email sent from the owner. We will contact you by email unless you advise that you prefer to be contacted by post. You should read the confirmation details carefully and contact the Agent immediately if anything is incorrect.
The balance of the rent is payable six weeks before the start of your holiday. For bookings made less than seven weeks before the start of your holiday, the total is payable) at the time of booking. If the balance of the rent is not paid by the due date, the Owner shall be entitled to cancel the reservation and the Occupier will forfeit the deposit. We will attempt to re-let the property, but should it remain empty the occupier will also be liable for the remaining balance. Rental prices may increase or decrease over time but you will be charged the price quoted on the website at the time of booking.
Our payment supplier "Holiday Let Payments" will keep your card details as a "Good House Keeping Deposit". Any payments that the owner feels should be made due to damage on the house will be agreed with you before payment is taken.
Use of the property –
– The Occupier will usually have access to the property from 5pm on the arrival day. Check your individual booking confirmation email for details.
– The Occupier must depart the property by 10am on the departure day unless a later time is given by the owner. If you are late departing the property, you may be charged an additional fee.
– The Occupier must abide by the arrival and departure times provided by the owner.
– Unaccompanied teenagers are not permitted at any of the properties.
– All children staying at the property must be accompanied by their parents or legal guardians at all times
– All properties are non-smoking, this includes vaping and all forms of cigarettes.
– If you wish to hire a hot tub for your cottage, this must be declared at least 2 weeks in advance of the holiday arrival date in order to be permitted and the name and contact details of the hire company supplied. We reserve the right to charge an additional £25 per booking to cover increased electricity and water costs.- Not all properties have letterboxes and we advise against arranging postal deliveries to the property. We can take no responsibility for undelivered or damaged post.
-Any electrical items brought into a property, such as charging devices, hair straighteners, kitchen equipment etc. must be in good working order and be safe to use.
-If you intend to charge an electric vehicle at a property, please let us know at the point of booking. A £35 per week deduction from the Good Housekeeping Deposit will be made upon your departure and will go directly for payment of the electric bill.
The above conditions must be adhered to at all times.
The Owner reserves the right to terminate the Occupier’s stay if they or members of their party display unreasonable behaviour, cause nuisance to other parties or damage to the property, or if the number of persons occupying the property exceeds the maximum stated. The contract is personal to the Occupier. The property shall not be used for any commercial purposes. This booking is granted by the Owner to the Occupier for the Holiday Period and is not intended to create the relationship of Landlord and Tenant between the parties. The Occupier is granted the right to occupy the property for the holiday period specified but the Occupier has no right to remain in the accommodation after this time and shall not be entitled to any statutory security of tenure. In any of the circumstances in this clause no refunds will be made and you will have no further claim against the Owner or the Agent.
What’s included: Electricity, gas and oil where supplied to the property, are included in the rent. Fuel for fires and stoves is generally not provided. Bed linen and towels are provided at all properties for the number of people expected at the property but the Occupier should bring their own beach towels. Individual property details show whether a travel cot is provided. Travel cots, where provided, have mattresses but all baby bedding and linen should be brought by the Occupier. Where a property is listed as having an iPod dock, we cannot guarantee its compatibility with specific charger ports.
Wi-Fi and Phone Reception: Please note that we cannot guarantee the speed of the broadband at individual properties should it be provided, and you are liable for any additional costs incurred as a result of excessive usage. If a property description does not stipulate that Wi-Fi is included, then it is not. Internet and phone reception in rural areas can sometimes be poor and the connection provided should NOT be relied on for work use. The majority of connections are insufficient for games or film downloads. We will attempt to help resolve technical questions to the best of our ability, but are unable to make any guarantee on the reliability of Wi-Fi connection during guest stays.
Pets – Pets are permitted you must notify us at the time of booking by stating the breed of your dog on the booking form. The Occupier must ensure that all pets staying at the property are in good health and have been treated for worms and fleas within four weeks of arrival as failure to ensure this may incur additional costs. Dogs must be at least 10 months old and have up to date immunisations. Please bring your own pet bedding, towels for drying your pet, and anything you need to protect the cottage. Pets are not allowed on furniture or in bedrooms and must never be left unattended either inside or outside of the property, nor cause disturbance to neighbours. Pets should always be clean and dry before being brought into the property. The Occupier must clear up dog fouling and dispose of immediately and remove any trace of the pet’s occupation, both inside and outside of the property prior to departure. Failure to do so will incur charges from your housekeeping deposit. Gardens are fully enclosed but are not guaranteed to be dog proof, and dogs should not be left outside unattended. Please be aware that we have FREE RANGE CHICKENS, RABBITS and a well behaved (most of the time) Cocker Spaniel. For customers with allergies, we cannot guarantee that the property owner does not have a dog or cat that sometimes occupies the property. We cannot accept responsibility for any suffering which may occur as a result of such animals having been present. Further, although all of our properties are cleaned between lets and ‘deep cleaned’ at the beginning and end of the season, we cannot guarantee that properties will be completely free from pet hair. The cottage owners cannot be held responsible for dogs off the lead.
Cleaning and damage – The Occupier must agree to take good care of the property and its contents and on departure leave it in a clean and tidy condition. The good housekeeping deposit will be returned to the Occupier one week after the end of the stay† provided that the property has been left in a satisfactory condition and that no other sums remain payable on your account. The sum is held to cover any losses, damage and additional cleaning charges that may arise if the property is left in an unsatisfactory condition however caused, but excluding reasonable wear and tear. If a call out is carried out and the fault is due to user error a charge may be made to cover the cost of the call out. The Occupier may not be charged for minor items but is responsible for all breakages and damages and the cost will be payable on demand. All damage, loss or breakage to the property or contents must be reported to the Owner as soon as possible. The Owner will repair the damage as soon as is practical. Lost property will be kept for two weeks and if unclaimed it will be donated to local charity shops. We cannot accept any liability for items left at the property. We reserve the right to transfer the Good Housekeeping Deposit between properties and bookings should the occupier be liable for payments due, including remaining balance payments in the event of cancellation.
Use of Swimming Pool New for 2021 we have a beautiful heated outdoor pool. It is open for guest from May to the end of August. 10am to 4pm. Guests must abide by our safety guide (in welcome pack) and use the pool at their own risk. No Children (under 16) are allowed to use the pool without adult supervision. There is no lifeguard, and you must take your own phone to use in case of emergency.
Cancellations – Any cancellation must be made in writing. We will seek to re-let the property for the period of the booking, and if successful the Occupier’s payment will be refunded minus a £50 administration fee. If your cancellation is more than 6 weeks to arrival, you are only liable to pay the deposit amount which is 25% of the value of the booking, regardless of any low deposit offers (see Deposit Offers section below). If your cancellation is within the 6 weeks to arrival, you are liable to pay the full amount including the booking fee if the property is not re-let. If we are only able to re-let part of your cancelled stay or the cancelled dates are re-let at a lower price, then you will receive a part refund. It is not possible to transfer your booking from one property to another. The Owner reserves the right to refuse any booking or to cancel any bookings already made subject to refunding any sums you have already paid, except where otherwise stated in clause 3 and clause 12. The Occupier will have no further claim against the Owner or the Agent. We strongly advise you to take out either Booking Protect cover with an independent holiday insurance as you are liable for the whole holiday cost if the booking period cannot be re-let. The only exemption to clause 10 is Covid-19 affected bookings. If Covid-19 restrictions mean travel is no longer permitted, we will issue you with either a voucher credit, valid for a new booking at the same property for use before 31 December 2021 or process a refund, if preferred.
Liability – Subject to clause 10, the Owner shall be not be liable to the Occupier or members of his party for any accident, loss, damage, injury, expenses, or inconvenience that may be incurred in connection with the rental howsoever suffered or incurred by the Occupier. We recommend that you insure for such loss.
Circumstances beyond the control of the Owner – Except where otherwise stated in these Conditions, the Owner shall not be liable for any change or cancellation which is a result of unusual and unforeseeable circumstances beyond its control; for example fire, flood, exceptional weather conditions and epidemics.
Nothing in these Terms and Conditions purports to limit or exclude liability for personal injury or death as a result of the negligence of the Owner, it agents and sub-contractors. Your statutory rights are not affected.
Complaints – We hope your holiday runs smoothly but if you do have a complaint it is essential that you report it immediately so the Owner can do their best to resolve it. We cannot accept claims for compensation lodged after departure as it is no longer possible to investigate the problem and take remedial action. Compensation will also not be given where the guest has denied the Owner the opportunity to try to put matters right during a stay. Neither the Owner or the Agent shall be held liable for any sudden invasion of pests, building work noise or disruption coming from neighbouring properties or breakdown of appliances, although any breakdowns will be fixed as soon as reasonably possible. Under no circumstances will the Owner’s liability exceed the rental paid for the property.
Access to the property – The Occupier should permit the Owner access to the property at reasonable times for inspection or to carry out maintenance and repairs.
Government Guidance – The guest is responsible for following Government guidance, whatever the subject area. From social distancing to protective masks on public transport, it is our guests’ responsibility to ensure you are conforming to the latest Government guidance, this includes who you are travelling/holidaying with. In relation to specific guidance, such as the Rule of 6, we will endeavour to contact all affected guests informing them of the regulations they must comply with and the choice of options open to them, such as the option to reduce party size, cancel and obtain a full refund, transfer to new dates, or cancel and receive a voucher credit. In the event that a guest chooses not to comply with the legislation during the time frame it is in place, the guest will accept all responsibility for failing to comply.
The Law – Any disputes between you and the Owner will be governed by the exclusive law of the English courts.

END OF TERMS AND CONDITIONS OF YOUR BOOKING

Sprotts Farm – Privacy Policy

Introduction

Thorogoods Haylage Ltd. T/A Sprotts Farm respects your privacy and is committed to protecting your personal data. This privacy policy will inform you as to how we look after your personal data when you visit our website (regardless of where you visit it from) and tell you about your privacy rights and how the law protects you.

1. Important information and who we are

Purpose of this privacy policy

This privacy policy aims to give you information on Sprotts Farm collects and processes your personal data through your use of this website, including any data you may provide through this website when you make a booking enquiry or place a booking with us.

It is important that you read this privacy policy or any other fair processing notice we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This privacy policy supplements any other notices, policies or terms and conditions we may have and is not intended to override them.

Controller

Thorogood Haylage Ltd. T/A Sprotts Farm is the controller and responsible for your personal data (collectively referred to as “we”, “us” or “our” in this privacy policy).

Data Privacy - contact us

In addition, you may contact Alice Thorogood if you have any questions in relation to our data privacy practices or this privacy policy.

If you have any questions about this privacy policy or our privacy practices, please contact our data privacy manager in the following ways:

Name: Alice Thorogood

Email address: hello@sporttsfarm.com

You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data privacy issues (www.ico.org.uk) if you feel we have not protected your data properly. We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.

Changes to the privacy policy and your duty to inform us of changes

We will keep our privacy policy under regular review.

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.

Third-party links

Where this privacy notice is published on our website, please note that our website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy policy of every website you visit.

2. The data we collect about you

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:

Identity Data includes first name, last name, username or similar identifier, marital status, title, date of birth, occupation and gender.
Contact Data includes billing address, delivery address, email address and telephone numbers.
Financial Data includes bank account and payment card details.
Transaction Data includes details about payments to and from you and other details of bookings you have made with us.
Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, and other technology on the devices you use to access this website.
Experience & Preferences Data includes details of your experience in booking with us or staying at our properties, your interests, preferences, feedback and survey responses.
Usage Data includes information about how you use our website and services.
Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences.

We may also collect, use and share Anonymised or Aggregated Data such as statistical or demographic data for any purpose. Anonymised or Aggregated Data could be derived from your personal data but is not considered personal data in law as this data will not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website feature. However, if we combine or connect Anonymised or Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy policy.

We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health, and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.

If you fail to provide personal data

Where we need to collect personal data by law, or under the terms of a contract we have with you, and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with goods or services). In this case, we may have to cancel a booking you have with us but we will notify you if this is the case at the time.

3. How is your personal data collected?

We use different methods to collect data from and about you including through:

Direct interactions. You may give us your Identity, Contact and Financial Data by filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:
- make a booking enquiry;
- place a booking;
- cancel your booking;
- request marketing to be sent to you; or
- give us feedback or contact us.
Interactions with the lead person in your party. Your Identity and Contact details may be given to us by the lead person in your party (i.e. the person that placed the booking) as part of a list of the persons staying at our property.
Automated technologies or interactions. As you interact with our website, we will automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies and other similar technologies.
Contact, Financial and Transaction Data may be collected from or shared with providers of technical, payment and delivery services.

4. How we use your personal data

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

Where we need to perform the contract we are about to enter into or have entered into with you.
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.
Where we need to comply with a legal obligation.

Generally, we do not rely on consent as a legal basis for processing your personal data although we will get your consent before sending third party direct marketing communications to you via email or text message. You have the right to withdraw consent to marketing at any time by contacting us.

Purposes for which we will use your personal data

We have set out below, in a table format, a description of the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are, where appropriate.

Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the table below.

Please note that “legitimate interest” in the table below means the interest of our business in conducting and managing our business to enable us to give you the best service and the best and most secure experience. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law). You can obtain further information about how we assess our legitimate interests against any potential impact on you in respect of specific activities by contacting us.

Purpose/Activity

Type of data

Lawful basis for processing including basis of legitimate interest

To register you as a new customer or guest

(a) Identity

(b) Contact

Performance of a contract with you

To process your booking or cancellation, which will include:

(a) Managing payments, fees and charges

(b) Collecting and recovering money owed to us

(c) Returning money already paid to us in accordance with applicable terms and conditions governing cancellations

(a) Identity

(b) Contact

(d) Transaction

(a) Performance of a contract with you

(b) Necessary for our legitimate interests (to enforce our rights, including recovering money due to us)

To process your details as part of a party staying at any of our properties

(a) Identity

(b) Contact

Necessary for our legitimate interests (to manage our properties and to protect our rights)

To manage our relationship with you which will include:

(a) Notifying you about changes to our terms or privacy policy

(b) Asking you to leave a review, take a survey or provide us with feedback about our properties or our services

(a) Identity

(b) Contact

(d) Marketing and Communications

(a) Performance of a contract with you

(b) Necessary to comply with a legal obligation

(c) Necessary for our legitimate interests (to keep our records updated, to study how our guests use our services and/or how people interact with our website, to improve our services and to develop and grow our business)

To administer and protect our business and this website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data)

(a) Identity

(b) Contact

(a) Necessary for our legitimate interests (for running our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganisation or group restructuring exercise)

(b) Necessary to comply with a legal obligation

To deliver relevant website content and advertisements to you and measure or understand the effectiveness of the advertising we serve to you

(a) Identity

(b) Contact

(d) Usage

(e) Marketing and Communications

(f) Technical

Necessary for our legitimate interests (to study how customers use our services, to develop them, to grow our business and to inform our marketing strategy)

To use data analytics to improve our website, services, marketing, customer relationships and experiences

(a) Technical

(b) Usage

Necessary for our legitimate interests (to define types of customers for our services, to keep our website updated and relevant, to develop our business and to inform our marketing strategy)

To make suggestions and recommendations to you about goods or services that may be of interest to you

(a) Identity

(b) Contact

(d) Usage

(e) Experience & Preferences

(f) Marketing and Communications

Necessary for our legitimate interests (to develop our services and grow our business, and to provide the best service to our guests)

Marketing

We strive to provide you with choices regarding certain personal data uses, particularly around marketing and advertising.

Promotional offers from us

We may use your Identity, Contact, Technical, Usage and Profile Data to form a view on what services or products we think you may want or need, or what may be of interest to you. This is how we decide which services and offers may be relevant for you (we call this marketing).

You may receive marketing communications from us if you have requested information from us or made a booking with us and you have not opted out of receiving that marketing.

Third-party marketing

We will get your express opt-in consent before we share your personal data with any third party for marketing purposes.

Opting out

You can ask us or third parties to stop sending you marketing messages at any time by following the opt-out links on any marketing messages sent to you or by contacting us at any time.

Where you opt out of receiving these marketing messages, this will not apply to personal data provided to us as a result of you making a booking with us.

Change of purpose

We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.

If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

5. Disclosures of your personal data

We may share your personal data with the parties set out below for the purposes set out in the table above.

Master Cancel – the providers of our cancellation insurance policy.
Service providers acting as processors based within the UK and/or the EEA who provide IT and system administration services or booking systems.
Professional advisers acting as processors or controllers such as marketing consultants, insurers or lawyers. These professional advisers will usually be based in the UK and/or the EEA.
HM Revenue & Customs, regulators and other authorities based in the United Kingdom who require reporting of processing activities in certain circumstances.
Third parties to whom we may choose to sell, transfer or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. 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 policy.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

6. International transfers

If we transfer your personal data out of the UK and/or EEA, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:

We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data by the European Commission or by the UK Information Commissioner.
Where we use certain service providers, we may use specific contracts approved by the European Commission or the UK Information Commissioner which give personal data the same protection it has in the UK or Europe.

Please contact us if you want further information on the specific mechanism used by us when transferring your personal data out of the EEA.

7. Data Security

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected personal data breach and will notify you and the UK Information Commissioner of a breach where we are legally required to do so.

8. Data retention

How long will you use my personal data for?

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

By law we have to keep basic information about our customers (including Contact, Identity, Financial and Transaction Data) for six years after they cease being customers for legal and/or tax purposes.

In some circumstances you can ask us to delete your data: see section 9 of this policy below for further information.

In some circumstances we will 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.

9. Your legal rights

Under certain circumstances, you have rights under data protection laws in relation to your personal data. You have the right to:

Request access to your personal data (commonly known as a "data subject access request"). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
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. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios:
- If you want us to establish the data's accuracy.
- Where our use of the data is unlawful but you do not want us to erase it.
- Where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims.
- You have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. 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.

If you wish to exercise any of the rights set out above, please contact our data privacy manager.

No fee usually required

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we could refuse to comply with your request in these circumstances.

What we may need from you

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

Time limit to respond

We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

Thorogood Haylage Ltd T/A Sprotts Farm

March 2021

Sprotts Farm

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