PRIVACY AND COOKIES
Introduction
Sovereign Turf is a trading name of Sovereign Turf Ltd who are registered in England & Wales No.02845372. We are committed to protecting the privacy and security of your personal information. We take care to protect the privacy of our customers and users of our products and or services that communicate [(online or offline) with us, in store, events, over the phone, through our mobile applications, websites and social media platforms.]
We have therefore developed this privacy policy to inform you of the data we collect, what we do with your information, what we do to keep it secure as well as the rights and choices you have over your personal information.
The Information we collect on our website
We only collect, process and store personally identifiable information in accordance with General Data Protection Regulation (GDPR) and Data Protection Act 2018 and used expressly for the purposes of responding to enquiries on the basis of recorded communication, preferences or indicated requests for marketing information.
If you contact us other than via our website and you give us permission to do so, we may keep a record of that correspondence, adding your information and enquiry details to our CRM system. From time to time we may also use third party services, to collect your information, for example for events bookings.
The data that we collect includes details of your journey through the Sovereign Turf Ltd website, as well as device-specific information such as IP address, mobile device, browser version, operating system, mobile network, device settings and geographical data. The type of information that we will collect on you, and you voluntarily provide to us on this website includes:
Your full name
Your address
The name of your company
Your telephone number(s)
Your Email address
Your IP address at the time
The time and date of when you submitted information
The corresponding statement that you consented to We may, in further dealings with you, extend this information to include your purchases, services used, and subscriptions, records of conversations and agreements and payment transactions .
You are under no statutory or contractual requirement or obligation to provide us with your personal information; however we require at least the information above in order for us to deal with you as a customer in an efficient and effective manner.
The legal basis for processing your data is based on your legitimate interest that we will have stated at the point the information was initially provided, therefore we will not store, process or transfer your data outside the parties detailed above unless we have an appropriate lawful reason to do so.
Contact Form
The primary instance where our website will ask you for personally identifiable information is our contact form. The contact form specifically, is powered by Squarespace. Upon completing your information, you will be asked to consent to our data processing policy which is outlined within this document.
Once submitted, your information will be processed and forwarded to us within a single email sent by the website application. Your information will not be stored within the website application’s database.
Hotjar
We use Hotjar in order to better understand our users’ needs and to optimise this service and experience. Hotjar is a technology service that helps us better understand our users experience (e.g. how much time they spend on which pages, which links they choose to click, what users do and don’t like, etc.) and this enables us to build and maintain our service with user feedback. Hotjar uses cookies (listed later in this policy) and other technologies to collect data on our users’ behavior and their devices (in particular device’s IP address (captured and stored only in anonymized form), device screen size, device type (unique device identifiers), browser information, geographic location (country only), preferred language used to display our website).
Hotjar stores this information in a pseudonymized user profile. Neither Hotjar nor we will ever use this information to identify individual users or to match it with further data on an individual user. For further details, please see Hotjar’s privacy policy.
You can opt-out to the creation of a user profile, Hotjar’s storing of data about your usage of our site and Hotjar’s use of tracking cookies on other websites by following this opt-out link.
Hubspot
This website uses the HubSpot – an inbound marketing and sales platform to customise content to visitors and adapt how we communicate with them.
HubSpot uses cookies (which are detailed below) and pixel tags to analyse your use of our website. This anonymous information is transferred to and stored in a HubSpot server in the USA. You can learn more about HubSpot’s privacy practices by reading their privacy policy.
How we use your information
To contact you, following your enquiry, reply to any questions, suggestions, issues or complaints you have contacted us about;
Make available our products and services to you;
Process your orders;
Take payment from you or give you a refund;
Personalise your shopping experience, for example we may provide you with details of products that match a product, which you may have purchased or enquired about previously;
For statistical analysis and to get feedback from you about our products, websites, mobile apps, and other services and activities. For example, occasionally we may invite you to review a product or service you’ve bought or used from us. If we do, it’s possible that we’ll use independent research and feedback providers to act on our behalf;
To power our security measures and services so you can safely access our website and mobile apps;
Help us understand more about you as a customer, the products and services you consume, so we can serve you better;
Contact you about products and services from us;
Provide you with online advertising and promotions; and
Help answer your questions and solve any issues you have.
Who we might share your information with
We may share your personal data with other organisations in the following circumstances:
If the law or a public authority says we must share the personal data;
If we need to share personal data in order to establish, exercise or defend our legal rights (this includes providing personal data to others for the purposes of preventing fraud and reducing credit risk); or
From time to time, employ the services of other parties for dealing with certain processes necessary for the operation of the Website. However, all the information we share will be collected and anonymised, so neither you nor any of your devices can be identified from it.
How we keep you updated on our business, products and services
Email Marketing
From time to time we may send you relevant offers and news about our business, products and services in a number by email, but only if you have consented to receive these marketing communications.
When interacting with our website, you may be asked if you’d like to sign-up to receive our email marketing communications and you will be asked explicitly to opt-in to receiving these.
You can change your Email Marketing subscription anytime by editing your preferences or unsubscribing altogether via the link at the bottom of any of our email marketing communications or by contacting us via the details at the end of this policy.
Your rights over your information
Right to Access Your Personal Information
You have the right to access the personal information that we hold about you in many circumstances, by making a request. This is sometimes termed ‘Subject Access Request’. If we agree that we are obliged to provide personal information to you (or someone else on your behalf), we will provide it to you or them free of charge and aim to do so within 30 days from when your identity has been confirmed.
We would ask for proof of identity and sufficient information about your interactions with us that we can locate your personal information.
Right to Correction of Your Personal Data
If any of the personal information we hold about you is inaccurate or out of date, you may ask us to correct it.
Right to Stop or Limit Our Processing of Your Data
Under Article 21 of the GDPR, you have the right to object to the processing of your personal data at any time. This allows you to stop or prevent us from processing your personal data, if we are not obligated to use it any more.
For more information about your privacy rights
The Information Commissioner’s Office (ICO) regulates data protection and privacy matters in the UK. They make a lot of information accessible to consumers on their website and they ensure that the registered details of all data controllers such as ourselves are available publicly.
You can make a complaint to the ICO at any time about the way we use your information. However, we hope that you would consider raising any issue or complaint you have with us first. Your satisfaction is extremely important to us, and we will always do our very best to solve any problems you may have.
How long we keep your information for
We retain a record of your personal information in order to provide you with a high quality and consistent service. We will always retain your personal information in accordance with the General Data Protection Regulation (GDPR) and Data Protection Act 2018 and never retain your information for longer than is necessary. Unless otherwise required by law, your data will be stored for a period of 5 years after last contact with you, at which point it will be permanently deleted and therefore irretrievable.
Your data and Social Networks
When using this website, you may be able to share information through social networks like Facebook and Twitter. For example, when you ‘like’, ‘share’ or review our Services. When doing this, your personal information may be visible to the providers of those social networks and/or their other users. Please remember it is your responsibility to set appropriate privacy settings on your social network accounts so you are comfortable with how your information is used and shared on them.
Security
Data security is of great importance to Sovereign Turf Ltd and to protect your data we have put in place suitable physical, electronic and managerial procedures to safeguard and secure your collected data.
We take security measures to protect your information including:
Physical & Managerial Security Procedures
Limiting access to our buildings to those that we believe are entitled to be there (by use of passes, key card access and other related technologies);
Implementing access controls to our information technology
We use appropriate procedures and technical security measures (including strict encryption, anonymisation and archiving techniques) to safeguard your information across all our computer systems, networks, offices and stores.
Never asking you to disclose your own passwords,
Advising you never to enter your account number or password into an email or after following a link from an email.
Website Application and Hosting Security Procedures
HTTPS – This website is secured via Hyper Text Transfer Protocol Secure (HTTPS). It means all communications between your browser and this website are securely encrypted. This means that even if somebody managed to intercept the connection, they would not be able to decrypt any of the data which passes between you and the website.
Secure Payments via PayPal – All transactions taken and processed on this website are handled separately by PayPal.
Secure Update Process – Inline with the security processes of our website development partner agency, this website application’s code-base is administered and updated via a password and FTP free process. All code-changes are deployed via a secure process that does not rely on the storage and visible access of passwords.
Two Factor Authentication – Where possible, the administration interface to this website application and any personally identifiable information herein, is secured behind a two factor authentication login to all staff who have access to it. Additionally, our website development agency can only access the same interface via their secure Google GSuite accounts and hold no password records for accessing the platform at super-admin level.
Web Application Maintenance – Our organisation, working in collaboration with our website development agency, regularly monitor the security of this website and consistently update the core CMS platform and supporting extensions and plugins.
PCI-DSS Compliant Server – Our website application is hosted and operations on a PCI-DSS compliant server independently certified by Security Metrics. The Payment Card Industry Data Security Standard (PCI DSS) applies to companies of any size that accept credit card payments.
Cloudflare – Our website’s DNS is managed through CloudFlare who provide our content delivery network (CDN), DDoS attack mitigation, Internet security and distributed domain name server services.
LINKS TO OTHER WEBSITES
Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.
Cookies
Some services on this website require us to collect personal information from you. To comply with the Data Protection Act, we have a duty to tell you how we store the information we collect and how it is used. Any information you do submit will be stored securely and will never be passed on or sold to any third party.
USER ANONYMITY & PERSONAL INFORMATION
Log files are maintained and analysed of all requests for files on this website’s web servers. Log files do not capture personal information but do capture the user’s IP address, which is automatically recognised by our web servers.
Aggregated analysis of these log files is used to monitor website usage. These analyses may be made available to Sovereign Turf staff and partner agencies to allow them to measure, for example, overall popularity of the site and typical user paths through the site.
Except as stated already, Sovereign Turf will make no attempt to identify individual users. You should be aware, however, that access to web pages will generally create log entries in the systems of your ISP or network service provider. These entities may be in a position to identify the client computer equipment used to access a page. Such monitoring would be done by the provider of network services and is beyond the responsibility or control of Sovereign Turf.
Sovereign Turf will make no attempt to track or identify individual users, except where there is a reasonable suspicion that unauthorised access to systems is being attempted. In the case of all users, Sovereign Turf reserves the right to attempt to identify and track any individual who is reasonably suspected of trying to gain unauthorised access to computer systems or resources operating as part of Sovereign Turf web services.
As a condition of use of this site, all users must give permission for Sovereign Turf to use its access logs to attempt to track users who are reasonably suspected of gaining, or attempting to gain, unauthorised access.
All log file information collected by Sovereign Turf is kept secure and no access to raw log files is given to any third party.
USE OF COOKIES
This website does not store any information that would, on its own, allow us to identify individual users of this service without their permission. Any cookies that may be used by this website are used either solely on a per session basis or to maintain user preferences. Cookies are not shared with any third parties.
Cookies are small text files that are placed on your computer by websites that you visit. They are widely used in order to make websites work, or work more efficiently, as well as to provide information to the owners of the site. The table below explains the cookies we use and why.
_ga, _gid, _gat: Google Analytics: We use Google Analytics to monitor traffic levels, search queries and visits to this website.
Google Analytics stores IP address anonamously on its servers in the US, and neither Sovereign Turf or Google associate your IP address with any personally identifiable information. These cookies enable Google to determine whether you are a return visitor to the site, and to track the pages that you visit during your session. These cookies are set only after the user has given consent to us to use cookies. Read Google’s overview of privacy and safeguarding data
_ga – Expiration Time = 2 years – Used to distinguish users.
_gid – Expiration Time = 24 hours – Used to distinguish users.
_gat – Expiration Time = 1 minute – Used to throttle request rate
HOW DO I CHANGE MY COOKIE SETTINGS?
Most web browsers allow some control of most cookies through the browser settings. To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit www.aboutcookies.org or www.allaboutcookies.org.
To opt out of being tracked by Google Analytics across all websites visit http://tools.google.com/dlpage/gaoptout.
We are planning to enhance our cookie tool to allow users to more easily change their cookie settings after their initial choice.
CONTACT FORMS
When you submit a contact form to us we collect your name and email address so that we can correspond with you. We will only correspond with you regarding your original enquiry. Your data is only used for the original purpose, and never added to any mailing or marketing lists.
Users contacting this website and/or its owners do so at their own discretion and provide any such personal details requested at their own risk. Your personal information is kept private and stored securely until a time it is no longer required or has no use. Every effort has been made to ensure a safe and secure form to email submission process but advise users using such form to email processes that they do so at their own risk.
The most popular web browsers typically provide additional tools to users for controlling or restricting cookies on their device. To find out more about cookies, including how to see what cookies have been set, you can visit www.aboutcookies.org.
Find out how to manage cookies on popular browsers:
To find information relating to other browsers, visit the browser developer’s website.
To opt out of being tracked by Google Analytics across all websites, visit http://tools.google.com/dlpage/gaoptout.
CONTACTING US
If you would like to exercise one of your rights as set out earlier in this policy, or you have a question or a complaint about this policy, the way your personal information is processed, please contact us by one of the following means:
By email: Sales@sovereignturf.co.uk
By phone: 01728 688 984
Sovereign Turf Limited
Fir Tree Farm,
Blaxhall,
Woodbridge,
Suffolk,
IP12 2DX
Thank you for taking the time to read our Privacy Policy.
This Policy was last updated on 08/11/2022
