Hampshire Market Garden CIC
Privacy Policy
Last updated: April 2025
1. Who We Are
Hampshire Market Garden CIC is a Community Interest Company registered in England and Wales. We are a Soil Association certified organic and regenerative market garden based in Hampshire, operating a veg box subscription scheme, farm shop, honesty shop, community events, workshops, and plug plant sales.
Our registered address is:
Hampshire Market Garden CIC
59 St. Catherines Road
Winchester
England
SO23 0PS
You can contact us at [email protected] or via WhatsApp at +44 7591 378149.
2. What Personal Data We Collect
We collect and process the following types of personal data:
Contact and account information
Full name
Email address
Phone number (including WhatsApp)
Delivery address and postcode
Order and transaction data
Veg box subscription details and preferences
Payment records (we do not store full card numbers)
Order history and delivery instructions
Plug plant pre-orders
Communications data
Emails and WhatsApp messages you send to us
Your responses to surveys, feedback requests, or review invitations
Event and workshop bookings
Website and marketing data
Pages you visit on our website
How you found us and which ads or content you engaged with
Your interactions with our emails (opens, clicks)
Cookie and tracking data (see Section 6)
3. How We Use Your Data
We use your personal data for the following purposes:
- Fulfilling your veg box subscription, including weekly packing, delivery, and order management
- Processing payments for subscriptions, events, workshops, and shop purchases
- Sending you order confirmations, delivery updates, and subscription management communications
- Sending you our weekly farm emails and marketing updates where you have opted in or are an existing customer
- Sending WhatsApp messages where you have opted in or contacted us via WhatsApp
- Running our referral programme and tracking referrals where applicable
- Organising and managing community events, workshops, and volunteer days
- Improving our website, marketing, and customer experience
- Complying with legal and financial obligations
4. Our Legal Basis for Processing
Under UK GDPR, we process your data on the following legal bases:
Contract: to fulfil your subscription, process orders, and manage your account
Legitimate interests: to send relevant farm updates and marketing to existing customers, and to improve our services
Consent: where you have actively opted in to marketing communications, WhatsApp messaging, or SMS updates
Legal obligation: where we are required to retain financial or transaction records
Where we rely on consent, you can withdraw it at any time by contacting us or using the unsubscribe link in any email.
5. Who We Share Your Data With
We share your data only with trusted third-party services that help us run our operations. We do not sell your data to any third party.
Order management and subscriptions
Ooooby (shop.hampshiremarketgarden.co.uk): our veg box shop platform, which processes subscription sign-ups, orders, and payments
Payments
Stripe: used for event bookings, workshop payments, and online transactions
Square: used for in-person sales at our farm shop and markets
CRM and marketing communications
GoHighLevel (GHL): our primary CRM platform, where we store customer records, send emails, manage WhatsApp messages, and run marketing automations
Website analytics and advertising
Google Analytics 4 (GA4): collects anonymised data about how visitors use our website
Meta (Facebook and Instagram): we use the Meta Pixel to track website visits and conversions to help us measure and optimise our advertising
Google Maps: embedded maps on our website may collect data as part of their standard operation
YouTube: embedded videos on our website may set cookies and collect data
Automation and integration
Zapier: we use Zapier to connect our platforms (for example, passing order data between Ooooby, Square, and GHL). We may connect additional platforms in the future using similar tools
Reviews
Trustpilot: if you leave a review, your data is subject to Trustpilot's own privacy policy
All third-party processors are required to handle your data securely and in accordance with UK GDPR.
6. Cookies and Tracking Technologies
Our website uses cookies and similar tracking technologies.
These include:
Essential cookies: required for the website to function correctly
Analytics cookies: used by Google Analytics 4 to help us understand how visitors use our site. This data is anonymised and aggregated
Advertising cookies: used by the Meta Pixel to track visits and conversions from our Facebook and Instagram advertising
Third-party cookies: set by embedded Google Maps and YouTube content
We are in the process of implementing a cookie consent tool so that you can manage your preferences. In the meantime, you can control cookies through your browser settings. Please note that disabling cookies may affect how parts of our website function.
For more information about cookies and how to manage them, visit www.aboutcookies.org.
7. How Long We Keep Your Data
We keep your personal data for as long as is necessary for the purposes set out in this policy:
Active customer records are retained for the duration of your relationship with us and for up to 6 years afterwards, in line with UK financial and legal requirements
Marketing data is retained until you unsubscribe or request deletion
Event and workshop booking records are kept for up to 2 years
Website analytics data is subject to Google's own retention settings
When data is no longer needed, we securely delete or anonymise it.
8. Your Rights
Under UK GDPR, you have the following rights:
Right of access: you can request a copy of the personal data we hold about you
Right to rectification: you can ask us to correct inaccurate or incomplete data
Right to erasure: you can ask us to delete your data in certain circumstances
Right to restrict processing: you can ask us to limit how we use your data
Right to data portability: you can ask us to provide your data in a commonly used format
Right to object: you can object to processing based on legitimate interests, including direct marketing
Right to withdraw consent: where processing is based on consent, you can withdraw it at any time
To exercise any of these rights, please contact us at [email protected]. We will respond within 30 days.
You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at www.ico.org.uk or by calling 0303 123 1113.
9. Data Security
We take the security of your personal data seriously. We use appropriate technical and organisational measures to protect your data against unauthorised access, loss, or disclosure. Our platforms (including GHL, Ooooby, Stripe, and Square) use industry-standard security practices including encryption and access controls.
In the event of a data breach that is likely to affect your rights and freedoms, we will notify you and the ICO as required by law.
10. Previous Communication Platforms
In the past, Hampshire Market Garden used Mailchimp, Brevo, Sender, and SendPulse to communicate with customers. We no longer use these platforms for new communications. All current marketing and customer communications are managed through GoHighLevel (GHL). If you have any concerns about data held on legacy platforms, please contact us.
11. Children's Privacy
Our services are not directed at children under the age of 13. We do not knowingly collect personal data from children. If you believe we have inadvertently collected data from a child, please contact us and we will delete it promptly.
12. Changes to This Policy
We may update this privacy policy from time to time to reflect changes in our practices or legal requirements. When we do, we will update the date at the top of this page. We encourage you to review this policy periodically.
13. Contact Us
If you have any questions about this privacy policy or how we handle your data, please get in touch:
Email: [email protected]
WhatsApp: +44 7591 378149
Hampshire Market Garden CIC, 59 St. Catherines Road, Winchester, England, SO23 0PS
Hampshire Market Garden CIC | hampshiremarketgarden.co.uk