Privacy Policy

Privacy Policy

Gibbard Tractors is committed to safeguarding, protecting and respecting your privacy and in compliance with the General Data Protection Regulation (GDPR). This privacy policy explains how we use any personal information we collect about you when you use this website or that you provide to Gibbard Tractors voluntarily when you contact us directly via email, telephone or via our social media.

For the purpose of the data protection laws the data controller is Gibbard Tractors, Prospect House, 196 Moulton Chapel Road, Moulton Chapel, Spalding, PE12 0XB; Tel: 01406 380740; Email: enquiries@gibbardtractors.co.uk

 We are dedicated to safeguarding and preserving your privacy when visiting our site or communicating electronically with us. We do update this Privacy Policy from time to time so please do return and review this document regularly. This Privacy Policy should be read in conjunction with our Terms & Conditions and Cookie Policy

If you are aged 16 or under, please get your parent/guardian's permission before you provide personal information to our site. Users without this consent are not allowed to provide us with personal information.

 

1. What information do we collect about you, what is the lawful basis for processing it and how will we use it?

Information you provide to us:

Placing an order: 

We use Paypal to collect information about you when you place an order for products online (Paypal will securely collect your name, address, telephone number, email and payment card details). Collecting and processing this information allows us to fulfil your order and therefore our legal obligation (and contract) with you. To view Paypal’s privacy policy, click here.

 

Processing your order:

When you place an order with us via our website or over the telephone, your order details are sent to us via Paypal, This enables us to process and fulfill your order. This data is not stored in the website but we simply keep a paper invoice, which is kept in accordance with current HMRC guidelines; once this time has passed we securely destroy your details. Under this same legal obligation, we may email or call you to notify you of any changes to our service or problems with your order. 

Your name and address will be used by Royal Mail so that we can deliver your order.  

Please note: we will not use any financial or credit card information for any purpose other than to discharge our legal/regulatory duties and to process payments made by you for our products and services or due to you by agreement (e.g. refunds). This is all done via Paypal.

 

Orders via telephone:

As far as possible we encourage our customers to place their orders via the website using Paypal. If a customer prefers to make payment over the phone, a paper copy is kept in a secure location until the order has been processed in accordance with Payment Card Industry Data Security Standards and Compliance, after which the details/information are destroyed.

 

Contacting us via email / asking us to send information about a product:

If you contact us to ask for a particular product or to be contacted when that particular product comes into stock, then we will store the data you supply us to fulfil this purpose (e.g. name, email and telephone number). We securely store this data.

We will only use this information to respond to your enquiry. Once this is dealt with, we will delete/destroy your details unless you request we keep them for further contact.

 

Meeting us at a show or event:

If you provide us with personal details at an event or show so that we can contact you when a particular product is in stock, we will simply take this information so that we can respond to your request as requested by you. This information will not be stored once your enquiry has been dealt with. 

 

Information we collect about you:

Information we collect about you with regard to each of your visits to our site:

technical information, including the Internet protocol (IP) address used to connect your computer to the Internet, your browser type and version, time zone setting, browser types and versions, operating system and platform; and information about your visit, including the full Uniform Resource Locators (URL) clickstream to, through and from our site; 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.

We collect this information using Google Analytics so that we can improve and test our website and to help in our efforts to keep it safe and secure.  Please see our Cookie Policy for full details. 

 

2. Using your information in accordance with data protection laws

Data protection laws require that we meet certain conditions before we are allowed to use your data in the manner described in this Privacy Policy. We take our responsibilities under data protection laws extremely seriously, including meeting these conditions. To use your personal data, we will rely on the following conditions, depending on the activities we are carrying out:

 

Compliance with legal obligations: 

As an entity established under the laws of England and Wales, Gibbard Tractors is obliged to comply with UK laws and guidance provided by UK regulatory bodies. In particular, we will need to hold a copy of your order for HMRC purposes.  

 

Necessary for the entry into / performance of a contract: 

When you enter into a transaction with us, a contract between you and us will have been entered into. In order for us to fulfill our obligations under that contract (e.g. to allow you to purchase goods from us), we will need to collect and process your personal information. Failure to provide the requisite personal information and financial information on entering into the transaction or objecting to this type of processing/exercising your deletion rights will unfortunately mean we cannot provide our goods/services to you.

 

Consent: 

We do not have a newsletter (email or hardcopy). If we do in the future, we would only send this with your explicit and recorded consent.

 

Legitimate interests: 

To use your personal data for any other purpose described in this Privacy Policy, we will rely on a condition known as ‘legitimate interests’. It is in our legitimate interests to collect your personal data as it provides us with the information that we need to provide our services to you more effectively. This requires us to carry out a balancing test of our interests in using your personal data (for example, in order to provide you with the information, products and services that you request from us), against the interests you have as a citizen and the rights you have under data protection laws (for example, to not have your data sold to third party marketing companies without your knowledge, or not store your personal data in insecure or unstable countries or regions). The outcome of this balancing test will determine whether we can use your personal data in the ways described in this Privacy Policy (except in relation to certain marketing activities, where we will always rely on your explicit consent). We will always act reasonably and give full and proper consideration to your interests in carrying out this balancing test.

 

 3. Data storage & transfers:

All information that you provide to use are stored on our secure servers - the Gibbard Tractors website is hosted in the UK by  The servers are based in the UK. In the case of payment information, these details are processed by PayPal. (click here for their privacy policy).

Although we will do our absolute utmost to protect your personal data and are continually working to improve our website, we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.

 

4. Disclosure of your information

We will not share your personal details with any third parties. We will only share your personal information with third party service providers if it is necessary or reasonably required for any of the purposes listed below.

 

We will only disclose your information to:

Suppliers for the performance of any contract we enter into with you (Royal Mail and PayPal as detailed above).

Third party suppliers and service providers to the extent they assist the group with its legal/regulatory obligations e.g. providers of services in respect of anti-money laundering, fraud, verification etc.

Google Analytics to help us in the improvement and optimisation of our site (please see our Cookie Policy).

Law enforcement agencies if we consider your behaviour to be unlawful, offensive, inappropriate or objectionable on our site.

 

We may also disclose your personal information to third parties:

If we are under a duty to disclose or share your personal data in order to comply with any legal obligation.

In the event that we consider selling or buying any business or assets or merge or enter into a joint venture with another business entity in which case we will disclose your personal data to any prospective sellers or buyers of such business or assets.

In the event of an insolvency situation.

To protect our rights, our property, our customers, or others. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction.

 

5. Data portability:

Under the GDPA you have the right to request your personal data that we hold in a commonly used and machine readable form e.g  via CSV files. This information will be sent free of charge.

 

6. Access to your information and correction:

You have the right to request a copy of the information that we hold about you. If you would like a copy of some or all of your personal information, please email or write to us at the following address. There is no charge for this service. Information will be provided without delay and at the latest within one month of receipt. If you make the request electronically we will provide this information in a commonly used electronic format.

 

Under the GDPR you have the right to obtain:

Confirmation that your data is being processed

Access to your personal data - we want to make sure that your personal information is accurate and up to date. You may ask us to correct or remove information you think is inaccurate. We will respond within one month.  

The right to erasure (known as the ‘right to be forgotten’): subject access requests - under the new GDPR regulations which come into force in May 2018, you can request for us to delete any personal data that we hold about you if there is no reason for its continued processing. We will do this within one month and there will be no charge for this.

We can refuse or charge for requests that are manifestly unfounded or excessive. If we refuse a request we will tell you why. You will have the right to complain to the supervisory authority and to a judicial remedy. You must do this without undue delay and at the latest within one month.

We would provide data electronically and in a commonly used format e.g. csv file.

 

7. Other websites:

Our website may contain links to other websites. This privacy policy only applies to this website so when you link to other websites you should read their own privacy policies. We do not accept any responsibility or liability for their policies whatsoever as we have no control over them.

 

8. Safeguarding of your personal data:

We comply with processing legislation to ensure that all data is processed in accordance with data protection laws and in a manner that ensures appropriate security of all personal data, including protection against unauthorised or unlawful processing and against accidental loss, destruction or damage. We regularly review our processes to ensure that all the appropriate measures are used.

 

9. Changes to our privacy policy:

We keep our privacy policy under regular review and we will place any updates on this web page as well as communicating to you via email. This privacy policy was updated on 14 May 2018

 

10. How to contact us:

Please contact us if you have any questions about our privacy policy or information we hold about you: by email enquiries@gibbardtractors.co.uk , by post to Gibbard Tractors, Prospect House, 196 Moulton Chapel Road, Moulton Chapel, Spalding, PE12 0XB, via phone to 01406 380740.