Privacy Policy

Who we are

Batch & Thyme is run by Frances Robinson, trading as Batch & Thyme, [business address], Balcombe, West Sussex. We are the "controller" of the personal information described here, which means we decide how and why it is used.

[ICO registration number, if you are registered: ZXXXXXXX]

For any privacy question, email [email address].

What information we collect

We collect only what we need to take, prepare and deliver your order.

  • Contact details: name, company, email address and phone number, from checkout, enquiries and email.

  • Delivery details: address, postcode, delivery date and time, and any delivery notes, from checkout.

  • Order details: items, quantities, prices and delivery fee, from checkout.

  • Payment details: whether a payment succeeded. We never see or store your full card number. This comes from our payment provider, [name].

  • Dietary and allergy requirements: what you tell us so we can prepare your order safely, from checkout or email.

  • Messages: enquiries, quote requests and replies, from the contact form and email.

  • Website usage: pages viewed, device type and approximate location, from cookies, if you accept them.

Dietary and allergy requirements can reveal information about your health or beliefs. UK data protection law treats this as "special category" information and gives it extra protection.

Why we use it and our lawful basis

UK GDPR says we need a lawful reason for each use of your information. These are ours.

  • Taking, preparing, delivering and confirming your order: contract, because we need it to fulfil the order.

  • Taking payment and processing refunds: contract.

  • Acting on dietary and allergy requirements: your explicit consent, given when you enter them. You can withdraw it, but we may then be unable to supply the order, and we will refund you in full.

  • Keeping accounting and tax records: legal obligation.

  • Answering enquiries and quoting for deliveries over 20 miles: steps taken at your request before a contract, and our legitimate interest in replying.

  • Resolving disputes and preventing fraud: legitimate interests.

  • Measuring how the website is used: your consent, through the cookie banner.

  • [Marketing emails, if you send them]: your consent. You can unsubscribe at any time.

We do not make decisions about you using automated processing.

Who we share it with

We do not sell your information. We share it only with the services that help us run the business, and only what each one needs.

  • Payment provider: [name], to take payment and process refunds.

  • Website and hosting provider: [name], which stores orders and form entries.

  • Email provider: [name], to send order confirmations and replies.

  • Accountant: [name], to prepare our accounts and tax returns.

  • Analytics provider: [name], only if you accept analytics cookies.

  • Delivery drivers or couriers: Frances Robinson your name, address and phone number, to complete delivery.

We may also share information if the law requires it, for example with HMRC or the police.

How long we keep it

We keep information only as long as we need it for the reason we collected it.

  • Orders, invoices and payment records: 6 years, to meet tax and accounting rules.

  • Dietary and allergy requirements: until the order is delivered and any complaint window has passed, then deleted within 3 months.

  • Enquiries that do not become orders: 12 months.

  • Marketing email list: until you unsubscribe.

  • Analytics cookies: up to the expiry shown in the cookie list below.

Cookies

Cookies are small files a website saves on your device. We use two kinds.

  • Essential cookies keep the website and basket working. They are always on, and you cannot switch them off.

  • Optional cookies (analytics [and marketing, if used]) are off until you accept them. You can change your choice at any time through [cookie settings link].

Cookies we use:

  • [Cookie name] ([provider]): [purpose]. Lasts [duration].

Your rights

You can ask us to do any of the following. Email [email address]. We will reply within one month, and we do not charge a fee.

  • See the information we hold about you.

  • Correct anything that is wrong or incomplete.

  • Delete your information, unless we must keep it by law, for example invoices.

  • Restrict how we use it while a concern is looked at.

  • Object to uses based on our legitimate interests.

  • Receive your information in a portable format.

  • Withdraw consent at any time, for example for dietary information or marketing. This does not affect anything we did before you withdrew.

Security, transfers, complaints and changes

Security. Card payments are handled by our payment provider, so we never see or store full card details. Orders and enquiries are held on [platform], protected by [password and two-step sign-in]. Only Frances Robinson [and named staff] can see them.

Transfers outside the UK. Some of our providers may store information outside the UK. Where they do, we rely on [UK adequacy rules or the provider's standard contractual clauses].

Complaints. Please contact us first so we can put things right. You can also complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.

Changes. We will update this page if our practices change and show the date of the latest update here: [date].