Terms & Conditions for Vegetable Boxes
1. Any orders you make on the website will be automatically submitted to us at the order cut off times, as listed on the veg box page.
2. You cannot cancel or withdraw your order, or any part of it, once the cut off time has passed.
3. You must collect from us on the collection date stated when you ordered. It is your responsibility to make suitable arrangements to collect your order.
4. We cannot accept liability for any inconvenience or loss where you are unable to collect from us, for reasons beyond our control (e.g. adverse weather, vehicle breakdown, traffic congestion, strike actions, supplier failures). We will of course refund you for your order if the order has not been fulfilled due to our misdoing (e.g. closed when we should be open, unable to fulfill order).
5. Our entire liability under these terms and conditions will not exceed the purchase price of the goods in question.
Terms & Conditions for Membership
As per the constitution:
1. The Society shall be owned and controlled by its Members on a fair and equitable basis.
2. The Board may at its discretion admit to membership any individual, corporate body or nominee of an unincorporated body, firm or partnership who supports the objects of the Society and who has paid or agreed to pay any subscription or other sum due in respect of membership for the time being in force.
3. No natural person shall be admitted into membership of the Society unless they have attained the age of 16. All those wishing to become a Member must support the objects of the Society and complete an application for membership. Such an application form must be approved by the Directors and the Directors must approve each application for membership.
4. A corporate body which is a Member shall by resolution of its governing body appoint a representative who may during the continuance of her/his appointment be entitled to exercise all such rights and powers as the corporate body would exercise if it were an individual person. Each such corporate body Member shall supply notification in Writing to the Society of its choice of representative.
5. All Members agree to participate in general meetings and take an active interest in the operation and development of the Society and its business. Members have a duty to respect the confidential nature of the business decisions of the Society.
6. A Member shall cease to be a Member of the Society immediately that they:
– Fail to pay the annual subscription (if any) within 3 months of it falling due; or
– Resign in Writing to the Secretary; or
– Are expelled from membership in accordance with these Rules; or
– Die, are wound up or go into liquidation.
7. A Member may be expelled for conduct prejudicial to the Society by an Extraordinary Resolution, provided that the grounds for expulsion have been specified in the notices calling the meeting and that the Member whose expulsion is to be considered shall be given the opportunity to make representations to the meeting or, at the option of the Member, an individual who is there to represent them (who need not be a Member of the Society) has been allowed to make representations to the general meeting.
8. If on due notice having been served the Member fails to attend the meeting the meeting may proceed in the Member’s absence.
– An expelled Member shall be paid the nominal value of shares held by them at the time of expulsion;
– No Member expelled from membership shall be re-admitted except by an Extraordinary Resolution.
9. In accordance with section 37 of the Act, a Member may nominate one or more persons to whom property which that Member holds in the Society may be transferred on death. On receiving a satisfactory proof of death of a Member who has made a nomination the Society shall, in accordance with the Act, either transfer or pay the full value of the property comprised in the nomination to the individual or individuals entitled thereunder. Any property held by a Member who dies or becomes bankrupt which is not dealt with by nomination under this Rule shall be dealt with as follows:
– Upon a claim being made by:
(a) The personal representative of a deceased Member; or
(b) The trustee in bankruptcy of a Member who is bankrupt; or
(c) The Office Holder to any property in the Society belonging to such a Member,
the Society shall transfer or pay property to which the personal representative, trustee in bankruptcy or Office Holder has become entitled as that person may direct them.
10. Where the Society has evidence that a Member no longer lives at the address shown in its register of Members “registered address”, then subject to carrying out the following procedures, the Secretary may remove the name of such Member from the register of Members, and the Society may then cancel that Member’s shares and forfeit to the Society the amount standing to the credit of such Member in the share register of the Society, together with any sum of money representing interest credited to the Member in the books of the Society in respect of their shares (together referred to as “credit accounts”).
The procedures are as follows:
(a) The Secretary shall take all reasonable steps to establish whether there is a forwarding address, and if there is one, to contact the Member at the forwarding address with the information set out below.
(b) The Secretary shall cause advertisements to be posted conspicuously in all places of business of the Society to which Members have access, giving the following information:
(i) advising that the Society intends to, after a notice period of not less than two calendar months, revise its register of Members removing those Members no longer living at their registered address;
(ii) providing contact details, including via Electronic Means for any Person wishing to update their registered address, or to withdraw from membership of the Society
At the end of the notice period, the Secretary shall update the register of Members by removing those Members no longer residing at their registered address, cancelling their shares.
This policy tells you how The Village Hub Community Limited use your personal data when you visit our website, interact with us or purchase space at our events.
It also tells you about your privacy rights and how the law protects you.
If you have any questions or would like to exercise your privacy rights, please follow the instructions in this policy.
2. Our Business
Our website provides information and sells veg boxes, membership, and accepts donations. It is aimed at the general public. This website is not intended for children and we do not knowingly collect data relating to children.
“The Village Hub Community Limited” trading as “The Village Hub” is registered at 67 Devonport Road, Stoke Village, Plymouth, PL3 4DL.
The Village Hub is the data controller responsible for this website and any handling of personal data carried out by or on behalf of The Village Hub.
3. Personal data which we collect about you
Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).
We collect a variety of information about our customers and visitors to The village Hub website. This personal data falls into these categories:
Identity Data includes: first name and last name. If you interact with us through social media, this may include your social media user names.
Contact Data includes: postal address, email address and telephone numbers.
We collect no Financial Data.
Transaction Data includes: details about payments to and from you and other details of products and services you have purchased from us.
Profile Data includes: profile data which we have added (for example, requested services, size of veg boxes ordered).
Technical Data includes: internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access this website.
We collect no Usage Data.
Tracking Data includes: information we or others collect about you from cookies and similar tracking technologies, such as web beacons, pixels, and mobile identifiers.
Marketing and Communications Data includes: your preferences in receiving direct marketing from us and your communication preferences.
We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data may be derived from your personal data but is not considered personal data in law as this data does not directly or indirectly reveal your identity. For example, we may aggregate your Profile Data to calculate the percentage of customers of any one type.
We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.
4. How is your personal data collected?
We use different methods to collect data from and about you including through:
Direct interactions. You may give us your Identity, Contact and Financial Data by filling in forms or by corresponding with us by post, phone, email or through chat or social media.
This includes personal data you provide when you:
- sign up to our mailing list
- make enquiries or request information be sent to you
- order our products or services
- ask for marketing to be sent to you
- engage with us on social media
- contact us
Automated technologies or interactions. As you interact with us, including via The village Hub website, we may automatically collect Technical Data about your equipment, browsing actions and patterns. We may also collect Tracking Data when you use our website, or when you click on one of our adverts (including those shown on third party websites).
Third parties or publicly available sources. We may receive personal data about you from various types of third parties, including:
- Technical Data and/or Tracking Data from analytics providers, advertising networks and search information providers
- Contact, Financial and Transaction Data from providers of payment and fraud prevention services
- Identity and Contact Data from data partners
- Data from any third parties who are permitted by law or have your permission to share your personal data with us, such as via social media or review sites. We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:
5. How we use your personal data
- Where we need to perform the contract we are about to enter into or have entered into with you. For example, when you purchase a veg box or membership, that’s a contract.
- Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests. For example, when we carry out checks that you are eligible for our services.
- Where we need to comply with a legal or regulatory obligation. For example, keeping records of our sales for HMRC.
Generally, we do not rely on consent as a legal basis for processing your personal data other than where the law requires it, for example in relation to sending certain direct marketing communications. Where our legal basis is consent, you have the right to withdraw consent any time.
6. Explaining the legal bases we reply on to process personal data
The list below shows you a description of all the ways we plan to use personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.
Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data.
We do not carry out any automated decision making.
If you ever have any questions about this, all you have to do is contact us.
Purpose – To register you as a new customer
Type of data – Identity / Contact
Lawful basis for processing – Performance of a contract with you
Purpose – To process and deliver your order
Type of data – Identity / Contact / Transaction / Marketing and Communications
Lawful basis for processing – Performance of a contract with you / Necessary for our legitimate interest (including to recover debts due to us)
Purpose – To deliver direct marketing to you
Type of data – Identity / Contact / Profile
Lawful basis for processing – For most direct marketing communications, we reply on consent, however there are situations in which it is in our legitimate interests to use your personal data in this way, for example, you may have ordered veg boxes from us in the past or shown interest in membership in the past
Purpose – To make suggestions and recommendations to you about goods or services that may be of interest to you
Type of data – Identity / Contact / Profile
Lawful basis for processing – Necessary for our legitimate interests to develop our products/services and grow our business
Purpose – To prevent and detect unlawful acts
Type of data – Identity / Contact / Transaction / Technical / Tracking
Lawful basis for processing – Necessary for our legitimate interests (to protect our business and clients by way of checking for suspicious transactions) / Necessary to comply with a legal or contractual obligation to share personal data for the purpose of law enforcement
Purpose – In order to resolve legal claims or disputes involving you or us
Type of data – All relevant data, depending on the nature of the allegation or claim
Lawful basis for processing – Necessary to bring or defend a claim
7. Advertising, marketing and your communication preferences
We may use your Identity, Contact, Technical, Tracking, and Profile Data to form a picture of what we think you may want or need, or what may be of interest to you. This is how we decide which products may be relevant for you and tell you about them. This is what we call direct marketing.
We may carry out direct marketing by email, phone or direct message via social media. For example, you might have The Village Hub newsletter arrive in your inbox.
You have a right at any time to change your mind and opt out of marketing. The easiest way to opt out is to use the unsubscribe link at the bottom of the email.
If you see The Village Hub adverts on websites and in social media, these may not be directed specifically at you, we might just have bid for the space. But here’s some things we may do that may be specifically directed at you:
- emails, for example the monthly newsletter
- text messages, for example with information on services
- phone calls, to tell you something that might be relevant to you and your business
Cookies can tell us if you have seen a specific advert, and how long it has been since you have seen it. This is helpful, because it means we can control the effectiveness of our adverts. Cookies also help us understand if you’ve opened a marketing email because we don’t want to send you things you don’t read.
8. Disclosures of your personal data
We may share your personal data with the parties set out below for the purposes set out in this policy. We may also share your personal data if the law otherwise allows it.
We may share personal data with the following categories third parties:
- suppliers and service providers (such as payment processing, post and courier services)
- auditors and professional advisers like bankers, lawyers, accountants and insurers
- government, regulators and law enforcement
- Those who we are obligated to provide information, for example safeguarding workers
- Volunteers, for example if they are delivering your shopping or prescriptions they will require to know where to deliver to
We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.
9. Payment information
The Village Hub uses third party payment processors Stripe to process payments made via the website. Your payment details are communicated directly from your browser to thee payment processors – The Village Hub never see your card details. This means that the payment form is either off-site or displayed in a frame on the payment page.
For Stripe we only store the tokens required to identify the transaction with Stripe, issue refunds and identify transactions made using Stripe.
10. Data Security
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
It is recognised that The Village Hub may need to work outside of the office. This could take the form of using home computers, laptops or palm computers, which do not necessarily have the requisite security measures that are present on computers within The Village Hub sites. This will only be allowable if the devices have security measures in place.
Wherever possible, personal data will not be worked on outside of the office. However, it is recognised that this may be necessary, in exceptional circumstances.
11. Third-Party Links
12. Data Retention
We will only keep your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.
By law we have to keep basic information about our customers (including Contact, Identity, and Transaction Data) for six years after they stop being customers for HMRC purposes.
13. Your Legal Rights
If the General Data Protection Regulation applies to you because you are in the European Union, you have rights under data protection laws in relation to your personal data:
- The right to be informed – that’s an obligation on us to inform you how we use your personal data
- The right of access – that’s a right to make what’s known as a ‘data subject access request’ for copy of the personal data we hold about you
- The right to rectification – that’s a right to make us correct personal data about you that may be incomplete or inaccurate;
- The right to erasure – that’s also known as the ‘right to be forgotten’ where in certain circumstances you can ask us to delete the personal data we have about you (unless there’s an overriding legal reason we need to keep it, such as meeting accounting needs for HMRC)
- The right to restrict processing – that’s a right for you in certain circumstances to ask us to suspend processing personal data
- The right to data portability – that’s a right for you to ask us for a copy of your personal data in a common format
- The right to object – that’s a right for you to object to us processing your personal data (for example, if you object to us processing your data for direct marketing)
- Rights in relation to automated decision making and profiling – that’s a right you have for us to be transparent about any profiling we do, or any automated decision making. (We don’t do any automated decision making)
These rights are subject to certain rules around when you can exercise them. You can see a lot more information on them on the UK Information Commissioner’s Office website.
If you wish to exercise any of the rights set out above, please email us.
You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.
You have the right to make a complaint at any time to the Information Commissioner’s Office (“ICO”), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.
14. How To Contact The Village Hub About Privacy
If you have any questions or would like to exercise any of your rights, please email us on firstname.lastname@example.org or write to us at The Village Hub, 67 Devonport Road, Stoke Village, Plymouth, PL3 4DL
15. Keeping Information Updated
It is important that the personal data we hold about you is accurate and current. Please keep us informed if any of your personal data changed during your relationship with us. You can do this by emailing us.
16. Changed To This Policy
The General Data Protection Regulation is new and guidance is constantly being issued. You may see updates and changes to our policy over the coming months. Be sure to check back for any updates.
Copies of Public Liability Insurance, Professional Indemnity Insurance and Employers Liability Insurance can be requested if needed.