Data Protection Policy Statement

HomeData Protection Policy Statement

Who are we?

Chichester Crop Consultancy Ltd (CCC) is a co-operative providing independent agronomy advice to it’s members. All farmer clients of CCC are shareholders in the Company and it is a non profit making organisation. Founded in 1985, CCC covers farms throughout the South of England.

Our Commitment to your privacy

We are committed to keeping the personal details of all our members safe. This policy document will explain how and why we use your personal data, to ensure you remain informed and in control of that information.

Any reference to CCC, Chichester Crop Consultancy Ltd, or to ‘we’ or ‘us’ refer to:

Chichester Crop Consultancy Ltd. Registered Company Number: 1875496 – incorporated 4 January 1985. Co-operative.

Why do we collect your personal data?

We use your personal data to keep in touch with you as follows:

To administer your CCC membership

We will only ever collect, store and use your personal data when we have an identified purpose and reason to do so. The Information Commissioner’s Office (ICO) refers to this as a ‘lawful basis’. Further information as to why we hold your data is outlined below.

To administer your CCC membership, which may involve:

  • Processing standing order payments and issuing invoices for services
  • Sending you correspondence with regard your membership
  • Getting in touch with you if there are problems with processing levies or outstanding invoices

The ICO define the lawful basis for processing your data for these purposes as ‘contractual’

We collect personal data to send you

  • Newsletters (email and post) with information regarding agronomy matters, trials results, meetings, events. No marketing is involved and the ability to opt out of e mails is given

The ICO define the lawful basis for processing your data for these purposes as ‘contractual’

We collect personal data to send you

To administer and distribute CCC Accounts and information regarding the Accounts which will involve:

  • Distribution of CCC yearly accounts
  • Providing notice of CCC AGM and information regarding Company Business

The ICO define the lawful basis for processing your data for these purposes as ‘contractual’


We will only ever collect, store and use your personal data when we have an identified purpose and reason to do so. The Information Commissioner’s Office (ICO) refers to this as a ‘lawful basis’. Further information as to why we hold your data is outlined below.

  • Ordering services
  • Payment of account
  • Location

Legitimate interest

This is where we have identified a genuine and legitimate reason for contacting you, which crucially does not override your rights or interests. We use legitimate interest to send you the information by post, telephone and email.


We respect your right to update the way to get in touch with you at any time. To amend your communication preference or update your contact details please contact:


Manor Farm, Donnington, Chichester, Sussex PO20 7PL
Telephone: 01243 537862

E Mail:

What kind of personal data do we process? How do we collect it?

Basic Information

We will usually collect basic information about you, including your name, postal address, telephone number, email address and your bank details if you are financially involved with us.

We collect this data from you directly. Sometimes this is in person; other times, it is over the telephone, in writing or through an email. Occasionally we obtain information such as your telephone number or other contact details, from external sources (only where you have given permission for such information to be shared).

Additional information

We may also collect additional information about you or on your behalf, which may include:

  • Soil results
  • Your preference of how you would like us to contact you
  • Records of events you’ve attended
  • Your date of birth and gender

This data is collected from you directly. If you do not wish your data to be held or have any questions please contact us:

Data Protection Officer, CCC Ltd, Manor Farm, Donnington, Chichester PO20 7PL

Telephone: 01243 537862

Our website, cookies and links to other sites

Our website uses ‘cookies’ to help provide you with the best experience we can. Cookies are small text files that are placed on your computer or mobile phone when you browse websites:

Our cookies help us:

  • Make our website work as you’d expect
  • Remember your settings during and between visits
  • Improve the speed / security of the site
  • Continuously improve our website for you

We are not responsible for the privacy practices or the content of any other websites linked to our website. If you have followed a link from our website to another website you may be supplying information to a third party. If an external website requests personal information from you the information you provide will not the covered by the CCC Privacy Policy.

Sensitive personal data

We do not collect or store sensitive personal data (such as information relating to health, beliefs or political affiliation except for CCC employees or CCC Directors).

When we do so, we will be very clear as to why we are collecting such information and we will only do so with your specific consent and permissions. In these situations, we collect the data from you directly.

If you are a member of staff or Director of CCC we may collect extra information about you, for example:

  • Reference
  • Details of emergency contact

We may also collect sensitive personal data if you have an accident

  • on CCC premises
  • at a CCC Event
  • Staff: Whilst working

This information will be retained for legal reasons, for safeguarding purposes and to protect us (including in the event of an insurance or legal claim). If this does not occur, we will take extra care to ensure your privacy rights are protected.

Recruitment and employment

In order to comply with our contractual, statutory, and management obligations and responsibilities, we process personal data, including ‘sensitive personal data’, from job applicants and employees.

Such data can include, but isn’t limited to, information relating to health, racial or ethnic origin, and criminal convictions. In certain circumstances, we may process personal data or sensitive personal data, with explicit consent.

How do we store your data?


All the personal data we process is processed by our staff in the UK.

Electronic data and databases are stored on secure computer systems and we control who has access to information (using both physical and electronic means). Our staff are kept aware of data protection legislation and we have a set of data protection procedures which personnel are required to follow when handling personal data.

Payment security

Payment made to suppliers and customers are made through the UK Banking system and due care is taken in handling such information.


CCC does not operate CCTV.

Data retention policy

We will only use and store information for as long as it is required for the purposes it was collected for. We continually review what information we hold and delete what is not longer required.

Your rights

We respect your right to control your data. Your rights include:

  • The right to be informed -This privacy notice outlines how we capture, store and use your data. If you have any questions about any elements of this policy, please contact us
  • The right of access – If you wish to obtain a record of the personal data we hold about you, through a Subject Access Request, we will respond within one month
  • The right to rectification – if we have captured information about you that is inaccurate or incomplete, we will update it
  • The right to erase – You can ask us to remove or randomise your personal details from our records
  • The right to restrict processing – you can ask us to stop using your personal data
  • The right to data portability – you can ask to obtain your personal data from us for your own purposes
  • The right to object – you can ask to be excluded from contact

For more information on your individual rights please see The Information Commissioner’s Office.

Making a complaint

CCC wants to exceed your expectation in everything we do. However we know that there may be times when we do not meet our own high standards. When this happens we want to hear about it, in order to deal with the situation as quickly as possible and put measure in place to stop it happening again.

We take complaints very seriously and we treat them as an opportunity to develop our approach.

Our policy is:

  • To provide a fair complaints procedure that is clear and easy to use for anyone wishing to make a complaint
  • To publicise the existence of our complaints procedure so that people know how to contact us and make a complaint
  • To make sure everyone in our company knows what to do if a complaint is received
  • To make sure all complaints are investigated fairly and in a timely way
  • To make sure that complaints are, wherever possible, resolved and that relationships are repaired
  • To learn from complaints and feedback to help us to improve what we do.


All complaint information will be handled sensitively, in line with relevant data protection requirements.


Overall responsibility for this policy and its implementation lies with the appointed Data Protection Officer (DPO) – R Cartwright..

For further information on how to make a complaint please see our complaints procedure.

Information Commissioners Office

For further assistance with complaints regarding your data, please contact the Information Commissioner’s Office, whose remit cover the UK.

Information Commissioner’s Office

Wycliffe House
Water Lane

Telephone: 0303 123 1113
E mail:

Get in touch

Should you wish to find out more about the information we hold about you or about our Privacy Policy, please contact us:

DPO, CCC Ltd, Manor Farm, Donnington, Chichester, Sussex PO20 7PL

Telephone: 01243 537862

Changes to this Privacy Policy

We update this policy periodically to ensure it accurately reflects our personal data.

This Privacy Policy was last updated on 1 May 2018

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