Fairbanks Seeds NZ Limited (NZCN 1526227) (“Fairbanks”) manages personal information in accordance with the Privacy Act 2020 (“Privacy Act”), and the Information Privacy Principles and Codes of Practice as set out in Part 3 of the Privacy Act (“IPP”).
Throughout this Policy we refer to “Personal Information” which is information or an opinion about an identifiable individual (a natural person), or an individual who is reasonably identifiable, whether the information or opinion is true or not and whether the information or opinion is recorded in a material form or not.
- WHAT KINDS OF PERSONAL INFORMATION IS COLLECTED AND HELD?
Fairbanks collect and hold information about Fairbanks’ employees, contractors who provide us with a service, customers, website users, suppliers, job applicants and other people who may come into contact with us or one of our businesses from time to time.
Examples of Personal Information that may be collected and held by Fairbanks includes but is not limited to:
- Your first and last name
- Date of birth
- Company name and details
- Delivery Address
- Contact phone number
- Mobile phone number
- Email address
- Employment information
- Individual preferences
- Marketing information
Fairbanks may also combine your personal information with other information to provide and improve our products, services, content, and advertising. You are not required to provide the personal information that we have requested, but, if you choose not to do so, we may not be able to provide you with our products or services or respond to any queries you may have.
Fairbanks collects only personal information that is reasonably necessary for, or directly related to, its functions or activities. The nature and extent of personal information Fairbanks collects and holds will vary depending on a person’s particular relationship and interaction with Fairbanks.
- HOW DO WE COLLECT AND HOLD PERSONAL INFORMATION?
- Directly from customers when you provide Personal Information. For example, when purchasing goods from Fairbanks and signing our Terms of Trade.
- When you interact and/or browse our Website or any Application(s) associated with our goods or for a specific purpose.
- When representatives of Fairbanks such as employees undertake certain business functions for Fairbanks. For example to conduct a direct site visit with growers or customers to provide Fairbanks’ services.
Third party providers
Data is collected, processed and stored using third party analytics software, such as MailChimp that is to the best of our knowledge, secure and confidential. Analytical data is used to gain an understanding of user behaviour, perform system critical operations, and in extraordinary circumstances, for legal reasons. Non-identifiable user data is shared between third party services in order to gain insight as to aggregate user behaviour.
Analytic data insights are also used to target users through remarketing, demographics, interests and website behaviour. Third party vendors, including but not limited to Google and Facebook may show our ads on sites across the internet. We and third party vendors, including but not limited to Google, make use of third party cookies together in order to inform, optimise and serve ads based on past visits to a website. We make use of demographic data (such as age, gender and interests) obtained through third party tools in order to, but not limited to: influence marketing spend and communicate internally and externally the aggregate behaviour.
When you use Fairbanks services, applications and/or post on a social networking service such as Instagram or Facebook, the personal information and content you share is visible to other users and can be read, collected, or used by them and Fairbanks. For example, if your name or email address is contained in a public post, that information is then public and can be collected by Fairbanks in order to provide our products and services.
Combining/linking Personal Information
Passive collection of information – Direct Marketing and Behavioural Advertising
As you navigate through our Websites and access our Applications, certain information can be passively collected (that is, information gathered without you actively providing the information) using various technologies, such as cookies, Internet tags or web beacons, and navigational data collection (this includes log files, server logs, and clickstream data).
For example, we may collect information about matters including but not limited to the date, time and duration of visits, and which pages of a Website or Application are most commonly accessed. This information is generally not linked to the identity of visitors, except where a Website or Application is accessed through links in an email or another electronic message we have sent or where we are able to uniquely identify the device or user accessing a Website or Application, such as when you are logged into an account.
We may share hashed portions of your information with certain strategic partners to make our business more responsive to your interests and/or those of like-minded consumers. For example, we may aggregate your email address together with the email addresses of others who place Enquiries on our Site, locally hash such data, and transmit the resulting hashed data to third parties including but not limited to Facebook/ LinkedIn/ Google for the purpose of creating “Custom Audiences” (where targeted ads are sent to people on Facebook who have already been on our Site), and “Lookalike Audiences” (where targeted ads are sent to people on Facebook/LinkedIn/Google who have similar characteristics to people on our Custom Audience list).
Where we use Personal Information for promotional or direct marketing purposes, you may at any time request Fairbanks to not use your Personal Information for sending direct marketing material to you including if you wish to opt-out of the use of certain hashed portions of your Personal Information. Such a request can be made by contacting Fairbanks either in writing, by email or by telephone at the contact details below. When making such a request or complaint, please include your name, email address, and/ or telephone number and describe clearly your request. There is no fee for making such a request. We will acknowledge and action your request as soon as practicable .
Direct marketing can include: displaying an advertisement on a social media site that an individual is logged into, using Personal Information, including data collected by cookies relating to websites the individual has viewed.
Cookies & Web Beacons
We may use web beacons on the Websites from time to time. Web beacons or clear .gifs are small pieces of code placed on a web page to monitor the behaviour and collect data about the visitors viewing a web page. For example, web beacons can be used to count the users who visit a web page or to deliver a cookie to the browser of a visitor viewing that page.
How Fairbanks hold your personal information
When you provide your personal information to Fairbanks, you agree for your data to be collected, processed and stored using third party customer relationship management software together with financial software, that to the best of our knowledge has security safeguards in place to protect your personal information. . We hold personal information electronically and in hard copy form, both at our own premises and with the assistance of these service providers.
Fairbanks retains the information you provide to us. This includes your contact details to enable us to verify transactions and customer details and to retain adequate records for legal and accounting purposes. This information is held on secure servers in controlled facilities and is stored for the length of time required for Fairbanks to achieve the purpose for which we collect your personal information as set out in Section 4.
If you access our Website from outside of New Zealand, you acknowledge that you are sending information (including personal information) to Australia where our servers are located.
We have systems in place to ensure that information is accessible by our employees on a need-to-know basis.
We act to safeguard the security and privacy of your information, whether you interact with us personally, by telephone, mail, over the internet or other electronic medium. We strive to take reasonable steps to protect the information we hold from misuse, interference, loss and unauthorised access modification or disclosure, however we cannot guarantee its absolute security.
We store information both in hard copy paper form and in soft copy electronic form. Where the information is of a sensitive nature, we will take particular steps to secure the information. Paper based documents are held in a secure premise.
In certain circumstances we use third party storage providers such as cloud storage and back-ups to hold information that is stored in soft copy electronic form.
When your personal information is no longer needed for the purpose for which it was obtained, we will take reasonable steps to destroy or permanently de-identify your personal information. However most personal information is stored in client files which will be kept for a minimum of seven years.
- THE PURPOSE FOR WHICH WE COLLECT, HOLD, USE AND DISCLOSE PERSONAL INFORMATION
Fairbanks collects your personal information in various ways in the course of conducting its business, to provide and improve our products, services, content, and advertising including for the purposes of:
- Contacting customers
- Providing goods and services to customers
- Providing newsletters and discounts to customers via e-mail
- Responding to customer queries in relation to our products and services
- Interaction with customers who utilise our Website
- To better understand your needs, enabling us to improve our products and services
- To make improvements to the Websites to enhance the user experience
- Promotional and marketing activities
- Monitor the effectiveness of our advertising
- To customise our Websites according to your interests
- Direct Marketing and Behavioural Advertising
- Fulfilling our Terms of Trade
- HOW CAN YOU CONTROL YOUR PERSONAL INFORMATION?
You have the right and may request to access your readily retrievable personal information as held by Fairbanks. Such a request must be made in writing via our contact details below. You can expect it to take us 10 working days to direct your request to the appropriate department within Fairbanks and a further 20 working days to receive a response.
Fairbanks will take reasonable steps to ensure the accuracy and completeness of the personal information we hold. However, if you believe that any personal information that we hold about you is incorrect or out of date, then you can contact in writing via our contact details below.
Fairbanks will grant you access to your personal information as soon as possible, subject to the circumstances of the request.
Verification of identity is required with a request to access (or update) personal information so that we can ensure your personal information is disclosed only to you.
An individual can contact Fairbanks in relation to lodging a complaint about a breach of the IPP or a binding registered IPP code, via our contact details below.
Fairbanks will make an assessment of the complaint and will respond to you within a reasonable timeframe. Any further action following this initial response will vary depending on the nature of the complaint. If necessary, the complaint may be taken to the Office of the Privacy Commissioner or to another review body if an external review is required.
You may opt out of our direct marketing emails by clicking on the link contained in any such emails or by writing to Fairbanks at [email@example.com].
Privacy Act 2020
An individual has the right under the Act to request access to documents that we hold and ask for information that we hold about that person to be changed or annotated if it is incomplete, incorrect, out-of-date or misleading.
- DISCLOSURE OF PERSONAL INFORMATION
Where we receive your personal information and we did not solicit the information, we will do our best to notify you of our receipt of your personal information within a reasonable time. If we determine that we could not have received the information under the IPPs we will use our best endeavours to destroy the information. We may use or disclose the information to make such a determination.
We will only use and disclose your personal information in limited circumstances, including the purpose(s) for which your personal information was collected as outlined in Section 4. We will only retain your personal information for as long as it is required for Fairbanks to fulfil the purpose that it was collected for and for Fairbanks to meet our legal and regulatory obligations under New Zealand law.
Disclosure of personal information to third parties
Personal information we collect from you may be disclosed to and used by our employees, service providers, contractors, suppliers, specialist advisers, insurers, credit providers, and affiliated and related companies, and anyone else as authorised by you to receive and disclose your personal information.
We do not sell, publish or disclose your information to any other party where the information could be linked to you. Information may be disclosed to relevant parties, if this information is publicly available, but will only be used in a way that will not identify you.
Fairbanks will not disclose personal health information to any other person, including next of kin, unless you as the individual about whom the information relates has given express consent, or the disclosure is required or authorised by or under New Zealand law, or would otherwise be consistent with the IPPs.
- FAIRBANKS SEEDS CONTACT DETAILS
|firstname.lastname@example.org or our Privacy Officer: Cameron Robbie at email@example.com
12 Alpito Place
|Ph: (09) 2390893 Fax: (09) 2390896