This Privacy Policy explains how Shivrai and Co Limited, trading as Shivrai Botanicals (“Shivrai”, “we”, “us” or “our”), collects and uses personal information through our website and in connection with our business activities. We are the controller of the personal information described in this policy under the UK GDPR and the Data Protection Act 2018.
We supply businesses only. Most of the personal information we hold relates to people acting in their work role for a company.
Company number: 17389841 (registered in England and Wales)
Registered office: Union House, 111 New Union Street, Coventry CV1 2NT
Email: privacy@shivraibotanicals.co.uk
Website: https://shivraibotanicals.co.uk
1. Information we collect
Depending on how you interact with us, we may collect:
- name;
- company and job title;
- business email address;
- telephone number;
- business address;
- country and delivery details;
- information included in an enquiry or quotation request;
- product, specification, quantity and application requirements;
- documents or files you choose to send to us;
- information relating to orders, payments and business communications; and
- technical information about how you use our website, such as IP address, browser and device information.
Please do not send sensitive personal information through our website unless it is necessary for the enquiry.
Where we get information from. Most information comes from you, through our contact form, by email or by phone. We may also obtain business contact details from public sources such as company websites, Companies House, trade directories and professional networking sites, and from our suppliers and logistics partners. Where we collect your details from a source other than you, we tell you so, and where we do, we give you this policy in our first communication with you and in any event within one month.
2. How we use your information
We use personal information to:
- respond to enquiries and quotation requests;
- discuss products, specifications, samples and supply requirements;
- provide quotations and arrange orders;
- communicate about deliveries, documentation and accounts;
- provide customer and supplier support;
- maintain business records;
- process payments where applicable;
- comply with legal, tax, accounting and regulatory obligations;
- protect our website, systems and business against fraud or misuse;
- improve our website and services; and
- send business marketing communications where permitted by law.
We do not sell personal information to third parties.
3. Lawful bases
Depending on the circumstances, we process personal information on one or more of the following lawful bases:
Contract or steps before entering into a contract — for example, when responding to an enquiry, preparing a quotation or fulfilling an order.
Legitimate interests — for example, managing business relationships, contacting businesses that may want our ingredients, operating and improving our website, maintaining records, preventing fraud and communicating with business contacts where permitted. We have considered whether our interests are outweighed by your rights and expect that dealing with people in their work role is within their reasonable expectations. You can object at any time (see section 7), and you can ask us for a summary of our assessment.
Legal obligation — where processing is necessary to comply with legal, tax, accounting, customs or regulatory requirements.
Consent — where consent is required, such as marketing to individuals who are not at a company, or non-essential cookies.
Where we rely on consent, you can withdraw it at any time.
4. Who we share information with
We may share relevant information with trusted third parties where necessary to operate our business, including:
- suppliers and manufacturers;
- freight forwarders and logistics providers;
- customs brokers and import/export service providers;
- testing and analysis laboratories;
- payment providers and banks;
- IT, hosting and software providers;
- professional advisers such as accountants, lawyers and insurers;
- regulators, government bodies or law-enforcement authorities where legally required; and
- prospective buyers or successors if our business is reorganised, sold or transferred.
We only share information where there is a legitimate business or legal reason to do so and, where appropriate, require service providers to protect the information they process for us and to use it only on our instructions.
5. International transfers
Because Shivrai operates an international supply chain, relevant business information may be transferred to organisations located outside the UK, including suppliers, laboratories and logistics providers in India, and service providers in the European Economic Area and the United States.
Transfers to the EEA are covered by UK adequacy regulations. For the United States, we rely on providers covered by the UK Extension to the EU-US Data Privacy Framework or approved contract terms. The UK has no adequacy regulations for India, so for transfers there we limit the information to what a shipment or order needs and rely on appropriate safeguards or, where applicable, on the transfer being necessary to perform a contract with you or your company.
You can contact us for details of the safeguard that applies to a particular transfer.
6. How long we keep information
We retain personal information only for as long as reasonably necessary for the purposes for which it was collected, including legal, accounting, contractual and regulatory requirements.
As a general guide:
- business enquiries and outreach that do not lead to an order are normally retained for up to 2 years after the last substantive communication;
- contractual, financial, customs and transaction records are retained for up to 6 years after the end of the financial year to which they relate; and
- if you opt out of marketing, we keep your email address on a do-not-contact list for as long as we send business marketing, so that we honour your choice.
We may retain information for longer where necessary to establish, exercise or defend legal claims or comply with a legal obligation. When we no longer need information, we delete it or make it anonymous.
7. Your rights
Subject to applicable law, you may have the right to:
- request access to the personal information we hold about you;
- ask us to correct inaccurate or incomplete information;
- request deletion of your information;
- request restriction of certain processing;
- object to processing based on our legitimate interests, and object at any time to direct marketing;
- request portability of information where applicable; and
- withdraw consent where processing is based on consent.
You will not normally have to pay to exercise these rights.
To exercise a right, email privacy@shivraibotanicals.co.uk. We may need to verify your identity before responding. We respond within one month, and may extend this by up to two further months for complex requests, in which case we will tell you why.
8. Marketing
We may send relevant business marketing communications where permitted by applicable law. We email people at companies and other corporate bodies, using work contact details. We do not send marketing emails to individuals at sole traders or partnerships, or to personal email addresses, without their consent. We do not buy, sell or rent contact lists.
Every marketing email tells you how to opt out. You can unsubscribe at any time by using the unsubscribe option or by emailing privacy@shivraibotanicals.co.uk.
We will not make continued receipt of marketing communications a condition of doing business with us.
9. Cookies
Our website uses only cookies and similar technologies that are strictly necessary, for example to keep the site secure and to protect our contact form from spam. These do not require consent. We do not use advertising or tracking cookies.
If we introduce non-essential cookies, such as analytics that store information on your device, we will update this policy and obtain your consent first where the law requires it. You can also block or delete cookies in your browser settings.
10. Website security
We use reasonable technical and organisational measures to protect personal information against unauthorised access, loss, misuse or disclosure, including encrypted connections, two-factor authentication on our business accounts and restricted access.
However, no internet transmission or storage system can be guaranteed to be completely secure. If a personal data breach is likely to put your rights at risk, we will tell you and the Information Commissioner’s Office as the law requires.
11. Third-party websites
Our website may contain links to third-party websites.
We are not responsible for the privacy practices or content of those websites. You should review their privacy policies before providing them with personal information.
12. Automated decisions and children
We do not make decisions about individuals using automated means alone. Our website and services are for businesses and are not directed at anyone under 18, and we do not knowingly collect their information.
13. Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our business, website, technology or legal requirements. We review it at least once a year.
The latest version will be published on this page with its updated date.
14. Complaints
If you have concerns about how we use your personal information, please email privacy@shivraibotanicals.co.uk so that we can try to resolve the issue. We will acknowledge your complaint within 30 days of receiving it, investigate it without undue delay, and tell you the outcome and any action we take.
You also have the right to complain to the Information Commissioner’s Office (ICO), the UK’s independent data protection regulator, at any time. Information about how to make a complaint is available at:
https://ico.org.uk/make-a-complaint/
15. Contact us
If you have questions about this Privacy Policy or how we process personal information, contact:
Shivrai Botanicals
Shivrai and Co Limited
Union House, 111 New Union Street, Coventry CV1 2NT
privacy@shivraibotanicals.co.uk
https://shivraibotanicals.co.uk