This Privacy Notice explains what personal data we collect and how it is used. This notice also explains what rights you have over your personal data and how you can use those rights. You have the right to object to some of the processing which Whitakers Chocolates carries out. More information about your rights and how to exercise these is set out in the “Your rights” section of this notice.
Whitakers Chocolates Limited is registered in England No.697955.
We collect information when you purchase something or use our services for instance for a quotation. This includes visit to our websites or corresponding with us.
Information we store and use is to enable us to trade with you, this information includes;
• Company Name
• Company Address (including site location)
• Company Contacts (Buyers/Accounts/Management/Site Contacts etc.)
• Various Telephone numbers as supplied by you
• Various email address as supplied by you
• VAT number
• Suppliers Bank Account Details as supplied by you
We are allowed to use your data only if we have a proper reason to do so such as:
• To fulfil a contract we have with you;
• When it is in our legitimate interest;
• When you consent to it; or
• To comply with the law.
A legitimate interest is when we have a business or commercial reason to use your data. This involves us making an assessment of when we can rely on our legitimate interests. For more information on this assessment contact us at email@example.com. We have set out below how and why we may use your personal information and the legal basis we rely on. This is also where we tell you what our legitimate interests are.
When you buy something from us or enter a competition we run, we use your information to fulfil our contract with you.
We take information to communicate with you, check your identity, take payment, and provide products and services.
To run our business and pursue our legitimate interests, we use your information.
Our legitimate interests include keeping our records up to date, fulfilling our legal, compliance and contractual duties, working out which of our products and services may interest you, improving our site and services, developing new products and services, and telling you about them and conducting market research.
Further details of our legitimate interests:
To run and promote our business, we use your information:
• To provide and improve our products and services and to respond to you if you
• When we monitor Whitakers Chocolates website, social media platforms such as
Facebook and Twitter and online services and responses to email marketing. If you
post comments online or in other media we may capture this information, contact
you, and use it to improve our products and services.
• To run competitions and promotions and track which offers seem of interest to you.
• To understand you better as a customer by analysing your transactions and other
information you provide to us or which we learn through your interactions with us.
To contact you where you provide us with feedback or pass this data to a third-
party business partner of ours or yours for action.
To prevent, investigate and/or report fraud, terrorism, misrepresentation, security incidents or crime, including where we are required to do so by law we may:
• Monitor Whitakers Chocolates accounts and review all communications and emails.
• Use other organisations to check the validity of the credit or debit card details you
use to Pay (for further details see “Data sharing” below). To comply with law,
assess and uphold
legal or contractual rights and claims, and for monitoring, auditing and training on
• We keep records and pass your data to our insurers when necessary (for further
details see Data sharing below).
• We monitor, incoming and outgoing calls and emails.
• We may verify your identity.
• We keep records to comply with health and safety legislation, including accounting
for the number of individuals on our premises and logging accidents.
We may, if you give us consent
• Send you electronic marketing, including promotions and offers, in relation to our
products and services you can subscribe or unsubscribe from our marketing
communications at anytime.
• Use data for other purposes where we explain that purpose when we ask for your
consent. When you give consent, you are able to withdraw that consent at any time
by contacting us, for instance by emailing us at firstname.lastname@example.org. If
you do so we can only continue to use your data if another legal basis applies, such
as when we’re required to do something by law. Nevertheless, you have an
absolute right to opt-out of direct marketing at any time. You can opt out of
marketing by selecting “unsubscribe” in emails
When the law requires us to process your data we will do so. This can include
• Legal, compliance, regulatory and investigative purposes, including for government
agencies and law enforcement.
• When you exercise your rights under data protection legislation, including when you
ask to subscribe or unsubscribe from our marketing communications.
For some activities Whitakers Chocolates uses third party service providers, when
these service providers ask for customer data from you we may share information
with them. We use third party providers for the following services:
Email spam filtering
• Sending promotional offers
• Customer feedback surveys
• Anti Virus scanning and detection
• Security software
• IT hosting, including the provision of applications and website hosting
• Payments’ processing to enable you to pay by credit or debit card if our business is
to be integrated with another business or sold, your details would be shared with
our advisers and any prospective purchaser’s advisers. Your information will be
passed to the new owners and you would be notified.
Personal data may be shared with government authorities and/or law enforcement
officials for the prevention or detection of crime, if required by law or if required for a
legal or contractual claim.
We keep your data to enable us to fulfil our contract with you or to provide services where required by law or to protect legal rights. We always look to keep your data for the minimum time in line with data protection principles and our processes. For example, we keep:
• Records of payment information in line with tax law and audit requirements.
• Customer feedback and correspondence with our support teams for up to 6 years
afterwards, depending on the nature of the interaction and any applicable law, such
as health and safety. This enables us to respond to any questions or complaints.
Information to maintain records according to rules that apply to us. If you
unsubscribe from marketing communications we keep a record of this request
indefinitely to ensure we do not send you direct marketing again. We may keep
your data for longer if we cannot delete it for legal, regulatory or technical reasons.
You have rights over your personal data.
• ask for a copy of your information;
• ask for information to be corrected;
• ask for information to be erased or deleted;
• ask for us to limit or restrict processing;
• object to us processing your data, in particular where we use the data for direct
marketing, including profiling for direct marketing purposes. The right to object does
not apply if we must process the data to meet a contractual or legal requirement;
• ask us to send you a copy in a structured digital format or ask for us to send it to
another party. Some rights, however, may be limited. We may be obliged by law or
regulation to keep information. We must respect other people’s privacy as well,
which means we may need to redact or remove information where it includes
personal data about someone else, even if it is connected to your data. On
occasion there may be a compelling legitimate interest to keep processing data. If
you want a copy of your data, to object to how we use your data, or ask us to delete
it or restrict how we use it or, please see ‘Contact details’ below. To process a
request from you, we may need to confirm your identity to ensure we’re
accessing the right data. You have a right to complain to an EU data protection
authority. This can be where you live, work or where the matter occurred. In the
UK, the authority is the Information Commissioner’s Office (the“ICO”).
To exercise any of your rights or to withdraw consent you can email:email@example.com
To discuss or change your account details, including preference settings, contact us at: firstname.lastname@example.org
For any queries relating to data protection please contact us in writing to:
Whitakers Chocolates Limited 85 Keighley Road, Skipton, North Yorkshire, BD23 2NA.
If we make any changes or updates to this notice we will communicate these.