This Privacy Notice describes how Scottish Organic Producers Association uses and takes care of the personal information that we collect. We take the privacy and security of your personal information very seriously. We will never sell your information to third parties and the sensitive business information you provide will be treated as ‘commercial in confidence’ by us. We commit to protect and respect any personal information you share with us, or that we legitimately get about you from other organisations. We will be clear when we collect your information and not to do anything you wouldn’t reasonably expect.
SOPA is a membership co-operative registered under the Industrial and Provident Societies Act (no 2278R(S)). SOPA is the Scheme Owner for the OF&G (Scotland) organic certification body approved by Defra and UKAS. Our purpose is to offer, through OF&G (Scotland), Defra and UKAS Approved Scottish organic standards for our farming and food processing members, and to support our member businesses in the development of organic food and farming in Scotland and the UK. You can find out more about us at www.sopa.org.uk. Any queries regarding this policy should be directed in writing to firstname.lastname@example.org or our correspondence address PO Box 5, Golspie, KW10 6AA. The independent supervisory authority in the UK to uphold information rights is the Information Commissioner’s Office (ico). Details on how to contact the ico can be found at www.ico.org.uk/global/contact-us/.
At SOPA we collect and use personal information for the purpose of supporting the organic food and farming industry, and in particular for the protection of our members’ interests.
We use the personal information we collect for the following:
Members for certification and inspection purposes:
Members and Potential Members for support and advisory services:
SOPA volunteers, employees and potential employees:
"Certification’ - as a Scheme Owner processing personal information is necessary in order to carry out our duties as required by the European Organic Regulation (EC) 834/2007 and other non-regulatory services that we operate.
‘Contract’ - where we have contractual relationships with suppliers, customers and employees processing is necessary to administer the pre-contract and contractual obligations for the performance of a contract.
‘Legitimate Interest’ - where we use our members, employees or volunteers personal information in ways they would reasonably expect to keep them informed and to run the business.
‘Legal Obligation’ - we process and share some information because it is necessary to comply with laws and regulations to do with running a membership organisation and employing staff, such as health & safety legislation, tax laws, human rights and employment laws, etc.
‘Vital Interest’ - we process some sensitive information on health and disability provided to us by employees and members to enable us to respond in the most appropriate way in the event of a medical emergency.
‘Consent’ - the provision of information to others such as stakeholders or consumers, which may include direct marketing, will be done when the data subject has consented to the processing of his or her personal data for one or more specific purposes. Consent will also be used for photography and recording (video and audio).
We collect personal information in the following ways:
When you give it to us directly
You may give us your personal information as required by the certification schemes you are applying for, when you join SOPA as a member, when you provide feedback or sign up on- or off-line to receive information, or when you apply to work for SOPA, when you complete your employee contract pack, or when you attend one of our events, or when you sign up to volunteer for us, or when you join one of our committees, panels or boards.
From third party organisations
When it is available publicly
We may supplement the information you provide with data from the public domain, such as Companies House, bioc.com and other public databases.
From social media
Depending on your settings for social media and messaging services like Facebook and Twitter, you might give us permission to access information from those accounts or services.
When you use our website
Like most websites, ours use ‘cookies’ to help us make our websites, and your user experience, better. Cookies mean that a website will remember you. They are small text files that sites transfer to your computer / tablet / smartphone and make interacting with a website faster and easier.
When you engage with our email newsletters
We will use online software platforms to distribute news, events, guidance, updates and technical developments to our members and stakeholders. These emails will be governed by the online newsletter programme privacy policies, such as MailChimp and EventBrite etc. You should refer to the Privacy and Cookie Policies for these online software platforms as relevant.
"Personal Information" is information that identifies you as an individual or relates to an identifiable individual. Personal Information we may collect through certification activities, membership applications, event booking and feedback forms, sign-up forms, surveys, websites, public databases and third parties includes:
SOPA will never sell your personal information to third parties and we will not release your personal information to any company outside of SOPA for mailing or marketing purposes, unless you have positively opted in to allow this.
We may disclose your personal information to third parties for the following reasons:
We ensure that there are appropriate and proportionate controls in place to protect your personal information.
For example we use encryption, where appropriate, and we store data within SOPA and OF&G (Scotland)’s secure network and cloud environment. We also limit and control who has access to the personal information we hold.
Where we use third party suppliers or partners to process personal data, we put a contract in place that sets out our expectations and requirements, especially regarding how they manage and securely transfer the personal information and fully comply with all applicable UK Data Protection.
SOPA’s own systems and storage are within the European Economic Area (EEA). Some of our suppliers or partners may process personal information on our behalf outside the EEA, where a recognised data security protocol is in place between the EU/UK and the third country (e.g. the EU-US Privacy Shield).
We use information you provide to us through your various interactions with SOPA and OF&G (Scotland) to keep your personal information up to date. We also use sources such as postcode look-up to ensure we have the correct address for you, Companies House, and information provided to us by other organisations as describe in Section 5 to maintain and improve the information we hold. We really appreciate it if you let us know if your contact details change by emailing us at email@example.com
We will retain your personal information for no longer than necessary for the purpose it was obtained, unless a longer retention period is required or permitted by law.
By law you have certain rights over your personal data that we hold about you and these are summarised below. Some of the rights are complex and not all the detail is included in our summaries, you should therefore read the relevant guidance on the Information Commissioner’s Office website: https://ico.
To enquire about exercising any of these rights please contact us using the details given in section 2. We may need to verify your identity before implementing your request. We will try to comply with your request as soon as reasonably practicable.
You (data subjects) have the right to ask for a copy of the personal information held about you - known as a Subject Access Request (SAR). Responses are usually made within 30 days, unless an extension is required.
Rectification: You have the right to ask us to correct any errors in the personal information held about you.
You have the right to make an objection (based on your specific situation) to how we are processing or profiling your personal information.
Please note that the personal information we hold for ‘public task’ purposes is not eligible for erasure. Personal information obtained through consent is eligible and each request we receive will be treated on a case-by-case basis. It should be noted that we will retain enough information to ensure the individual is not contacted again. On occasion, some data may also have to be retained for legal record keeping purposes and we will always inform you when this is the case.
Where processing information is based on your consent, then that consent can be withdrawn at any time. However, SOPA and OF&G (Scotland) are required within certain regulatory frameworks to hold or provide information regarding its members.
Make a complaint:
You also have the right to lodge a complaint with the UK’s independent supervisory authority for upholding information rights - the Information Commissioner’s Office (ico). Details on how to contact the ico can be found at www.ico.org.uk/global/contact-us/.
We may change this Privacy Notice from time to time. The effective date of this Privacy Notice, top right of the page, indicates the last time this Notice was revised. If we make any significant changes in the way we treat your personal information we will communicate this to you.
SOPA will use the information you provide to be in touch with you and to include you in organic updates, news, market intelligence, financial accounts and regulatory information about your membership with us. We prefer to use email wherever possible so help us save the environment and time by agreeing to receive our communications to your email address.
We only hold your contact details for the duration of your active membership with us. Your details and information are closely guarded and treated with respect.
We only hold information provided by you. This includes contact details, business location, type and size, business operations and other legal requirements covered by EU Organic Regulation 834/2007 and 884/2008.
We do not share your details with any external company without your permission to do so. Government or legal requirements are excluded from this.
We are required by law to share information with OF&G (Scotland), and Scottish Government, Defra or Trading Standards can also demand to see regulatory information about your organic business.
This information includes details of your registered organic (and non-organic if applicable) business to ensure traceability, compliance to the organic standard as well as compliance to funding support arrangements.
PO Box Golspie, KW106AA
Email: firstname.lastname@example.org Tel: 0300 772 9795
Scottish Organic Producers Association, Registered Office is c/o Drummond Laurie, Algo Business Centre, Glenearn Rd, Perth, PH2 8BX.
Scottish Organic Producers Association is a Co-operative registered under the Co-operative and Community Benefit Societies Act 2014, Registration Number SP02278R. Organic Certification GB-ORG-17