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Data Use Notes

This page explains how Village Pantry Routes handles personal data in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. We collect only what is needed to plan and deliver local food runs, answer messages, and manage requests such as pauses, swaps and access notes. The tone is practical and the scope narrow.

Controller and Contact

Village Pantry Routes
9 North Street, Guildford GU1 4AA, England
Phone: 441 483 795 264
Email: [email protected]

Data We Collect

  • Identity & Contact: name, email, phone, address, and optional notes such as safe-drop locations or gate codes.
  • Order & Preferences: crate size, dislikes, swap history, and pause dates.
  • Operational Messages: delivery windows, confirmations, and replies to household questions.
  • Technical Events: essential cookies and basic analytics (see Cookie Options).

Legal Bases (UK GDPR Art. 6)

  • Contract: to arrange and deliver crates and extras you request.
  • Legitimate Interests: to keep runs efficient, prevent errors, and maintain basic analytics that improve timing and page performance. We balance these interests with your rights.
  • Consent: for optional analytics cookies and for receiving route updates by email where consent is required.
  • Legal Obligations: record-keeping and accounting duties where applicable.

How We Use Data

  • Plan delivery windows and pack crates in line with preferences and swaps.
  • Send practical messages about timing, access notes, and pauses.
  • Maintain a short history of orders for troubleshooting and fairness.
  • Run minimal analytics to understand page load and form reliability.

Sharing

We share data only where needed to deliver the service:

  • Drivers receive address details and access notes to complete a run.
  • Producers receive aggregated demand signals (never your full profile) to plan volumes.
  • Service providers that host the website or email may process data under strict contracts aligned with UK GDPR.

International Transfers

If data is transferred outside the UK, we use appropriate safeguards such as adequacy regulations or standard contractual clauses, keeping the scope as limited as possible.

Retention

  • Account and order basics: up to 24 months after last activity for operational queries and accounting.
  • Emails and messages: up to 18 months for context on preferences and pauses.
  • Cookie preferences: up to 6–12 months, depending on the type. See Cookie Options.

Your Rights

  • Access your data and receive a copy.
  • Request correction of inaccurate or incomplete details.
  • Request deletion where data is no longer needed or consent is withdrawn.
  • Object to processing based on legitimate interests or direct marketing.
  • Restrict processing while a concern is reviewed.
  • Data portability for information provided by you and processed by consent or contract.

To exercise any right, email [email protected]. We aim to reply within one month under UK GDPR timelines.

Complaints

If you have concerns, contact us first. You also have the right to complain to the UK Information Commissioner’s Office (ICO).

Security

We keep access limited to staff who need it for packing, routing and support. Devices are protected with up-to-date patches and strong authentication. Paper notes used during packing are kept on site and recycled or shredded after runs when no longer needed.

Children

The service is aimed at households and adults arranging deliveries. If we learn that personal data of a child has been provided without a guardian’s involvement, we will remove it where appropriate.

Changes

Updates to these notes will appear on this page with a short summary of what changed. Material changes will be signposted before they take effect.