Summary & key points
We (the company/’Salix’) take your privacy seriously, and are committed to handling all personal data responsibly, legally and proportionately. In essence we will only collect data which is necessary for the operation of our business and the performance of our contracts with our customers and suppliers. Minimal data is held by us about our customers and is retained only where applicable to current orders or when part of a defined and ongoing programme, such as our Salix Sponsorship Scheme (s3), or as part of a mailing list for which explicit consent has been given. Financial data is only held securely for the duration of a contract (order) and is destroyed/obliterated once fulfilment is complete. Information will only ever be disclosed to third parties (eg our delivery company) within the scope of order fulfilment.
We are a small, family run artisan company and our business practice is within all current regulations, but is also firmly rooted in common sense and respect. The majority of all transactions are handled individually online, over the telephone, by email or in person. We have long term business relationships with our customers and suppliers and will always apply this policy to all our transactions whilst also ensuring that we have the information necessary to provide our products and services requested at the highest levels of quality.
For further detail please see the information below, and please feel free to contact us at any time for any clarification or reassurance: firstname.lastname@example.org
Why we may collect your personal data
- We may collect personal data for two reasons:
- For processing and fulfilling orders, tailoring bespoke orders and managing contracts (legitimate business reasons)
- To continue to include you in our schemes or promotions (with your consent)
Personal data we may collect
For processing orders we normally collect your:
- Delivery address
- Billing address
- Telephone number
- Order information, including bespoke details as necessary for the individual order
Payment details: our payment processing either automatic and secure through our online payment gateway, or is manual and personally administered by staff using a secure terminal provided by our Card Processing Providers (Merchants). Any details needing to be held are kept securely and destroyed/obliterated once an order is complete.
Sponsorship scheme (s3):
Our sponsorship scheme which supports talented junior amateur players and professional cricketers requires an application form, usually in response to players contacting us directly seeking support. Once accepted into this scheme we will send essential updates (normally annually) which will reiterate the scheme member’s rights to opt out at any point. Once opted out all data will be removed from our secure system and destroyed.
The details on this form include:
- Age/date of birth
- Home address
- Telephone number
- Clubs played for
- Signed consent by the player and, if under 18, parent/legal guardian
What we use the data for
For data collected to process an order we will only use this data for that order.
For data collected to include players within s3, this is kept for the purposes of ongoing fulfilment and updates for the duration of our acceptance of the player within the scheme, or until a player requests to leave it.
Who do we share your data with
Our mailing lists will never be sold or circulated to associated companies or third parties.
We will only share your details with third parties for whom it is expressly necessary for the purposes of completing your order/contact or transacting any other business with you, for example our delivery company.
We necessarily share your billing address and card payment details with our payment processors solely at the point of sale. This is directly when you pay in person/online, or indirectly when we enter only the details required into the terminal. No details are stored once the payment is complete; all details are destroyed/obliterated completely. Merchant paper copies of the transaction receipt are stored securely until fully reconciled within our accounts system then destroyed completely.
Your s3 membership
As previously outlined, our s3 programme necessarily requires basic personal information in order for players to be assessed and accepted into the scheme. These details are taken on an initial application form which is printed and stored securely. A database holding name, address, telephone, email and scheme level is then kept securely on an encrypted computer for the purposes of confirmation against orders/enquiries and updates. As this is an ongoing scheme, for the continual provision of products and services, which is updated annually/as necessary, your initial consent at the point of application enables us to contact you with future updates until such time as we cease to include you or you choose to leave. You are able to opt out at any time to have your membership cancelled and all data removed/destroyed, and every communication will reiterate that option clearly.
Cricket is a sport for junior and senior players and we work hard to produce an exceptional product for junior players. Understandably individuals under the age of 18 will sometimes interact with the website and with the brand/company itself.
Within the scope of s3 specific and explicit consent from parents/guardians of any applicant under 18 is necessary.
For all other usage of our products and website, and communications with us as a brand and company, this is the responsibility of the individual and, in the case of individuals under the age of 18, the responsibility of parents and guardians to supervise this activity.
As we provide ongoing support with Salix products we necessarily require details to validate any warranty claim and to process any services relating to warranty and repairs. Only the core information required to process this is taken at the time of any work and fulfilment of the service provided. Following completion, we retain a basic record of the work under a repair number, to enable us to refer to a product’s history as part of the warranty/repair work. These are manual records and are stored securely at the company premises.
Business customers, suppliers & affiliated individuals
For our trade customers, suppliers and any affiliated individuals, we hold the essential information necessary for the provision and procurement of products, services and information updates. We operate within our own terms and conditions for all purchases and supplies and will only retain historical transaction information within the scope of our normal business operations. Any requests regarding this can be addressed to us directly at email@example.com
Direct order fulfilment on behalf of a Third Party Organisation
Very occasionally, our trade customers, ie our specialist stockists, will request that an order is dispatched from us to their customer’s address instead of to their normal business premises. On these occasions this data (name, address, telephone and email) will be used solely in dispatch and not retained once the order is complete. We will only undertake this direct fulfilment on the explicit understanding that the recipient has given our customer consent to do this.
Please note that personal data sent to us by way of unsolicited correspondence, for example speculative letters of introduction or CVs will be treated as though consent given for us to review and retain data, unless expressly stated otherwise. We will only keep the information if we reasonably believe that we may be in contact at a later date, which is the normal purpose of such unsolicited material unless otherwise stated.
By its very nature, social media is a way for the owner/user to disseminate personal information to a wider audience. Control of and responsibility for data ultimately lies with the social media sites themselves (eg Twitter, Instagram, Facebook). However, should a customer, player, supplier or any other party contact Salix through any social media platform publically (as opposed to private messaging) with content which includes personal data (eg names, photographs) then we will understand that the owner is happy for this information to be viewed on the platform and can be circulated/disseminated (eg retweeted) at our discretion.
How to control and access your data
We hope to have outlined our reasons and basic processes for handling and processing data, but if at any point you wish either to know exactly what data we hold on our records about you, or you wish to have this amended or removed in part or in its entirety, then please contact us and we will respond promptly, within 28 days.
We can supply this information by email or by post, but we may need to ask you for further confirmation of your identity before any disclosure.
For this and all other contact regarding your data/GDPR: firstname.lastname@example.org
A cookie is a text-only string of information that may be stored on your computer’s hard disk. Cookies do not contain any information that personally identifies you, but personal information that we store about you may be linked, by us, to the information stored in and obtained from cookies. The cookies used on the website include those which are strictly necessary cookies for access and navigation.
We may use the information we obtain from your use of our cookies for the following purposes:
- to recognise your computer when you visit the website
- to enable the use of our e-commerce facility
- to improve the website’s usability
- For more information about cookies, visit www.allaboutcookies.org
We may also collect data when you browse our web sites so that we can analyse how our site is used in order to improve our website performance and your enjoyment in using our site.
We may collect some personal data, but this data is quickly consolidated and your personal data is removed, as we are only interested in looking at summary trends.
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 any applicable regulator of a breach where we are legally required to do so.
How to complain
The Information Commissioner’s Office (ICO) is the governing body related to the implementation of GDPR.
This office issues guidance on how to deal with any concern or complaint regarding anyone who is storing or processing your personal data.
The ICO recommends that you contact us and try and resolve the issue with any company directly.
Should you need to contact us in this regard then we will make every effort to help and to resolve any issues to your satisfaction, within the scope of the law and our normal business practice as outlined in this policy.
Our contact details:
Salix Cricket Bat Company Limited
Kent ME17 3JY
Please address any enquiry to Mrs Victoria Kember who is the Data Controller.
If you are not satisfied that we have resolved your issue then you can contact ICO for advice:
https://ico.org.uk/concerns/ or by telephone on 0303 123 1113
Thank you for your custom and support.