Privacy Policy

Statement of Privacy

This Privacy and Cookie Statement describes how the International Association of  Horticultural Producers – AIPH and our publication FloraCulture International (FCI) (“we” “our” “us”) collect, use, share, store or otherwise process the information we hold  about you. 

All organisations need a legal reason to use personal information, this statement explains  how we use your information. We are aware that there are several legal grounds that  enable data processing. It is quite complicated but below are the most relevant grounds you  should be aware of. 

As an overview, your personal information allows us to understand our audience. Whether  you are a member, affiliate, FCI partner association, major horticultural expo event exhibitor or organiser, preferred partner, conference delegate, webinar participant,  magazine reader or advertiser, by understanding your interests and preferences we can  offer our best services. By understanding what you like (and what you do not) we are able  to understand your experience on our website, and likewise this information informs us  about how we can improve our services. 

SECTION 1 – HOW DO WE COLLECT YOUR DATA AND WHAT DO WE  DO WITH YOUR INFORMATION? 

We collect data with your consent:  

When you send an email to a member of staff (“[email protected]”, “[email protected]”,  “[email protected]”, “[email protected]”,  [email protected]”, “[email protected],  [email protected]”, “[email protected]”,  [email protected]”, “[email protected]”, “[email protected]”,  “[email protected]”). 

When you call us or leave a message for a member of our staff (“[email protected]”,  “[email protected]”, “[email protected]”, “[email protected]”,  “[email protected]”, “[email protected],  [email protected]”, “[email protected]”,  [email protected]”, “[email protected]”, “[email protected]”,  “[email protected]”). 

When you post a letter to us, or a member of our staff ((“[email protected]”,  “[email protected]”, “[email protected]”, “[email protected]”,  “[email protected]”, “[email protected],  [email protected]”, “[email protected]”,  [email protected]”, “[email protected]”, “[email protected]”,  “[email protected]”). 

Your details are entered into our “ZOHO CRM” or “XERO” account or shredded.  We record in our ZOHO CRM, when and how we got consent, and exactly what it covers. 

When you order and purchase the International Statistics Flowers and Plants book. Your  details are stored in our Xero accounting to fulfill the order. Your payment details are not  retained on our Stripe or PayPal payment platforms. Nothing is handwritten or stored. 

We also process in XERO your personal information to fulfil a contract we have with you.  For example, when you book an advertisement with us, we will process your information to  administer that booking. 

When you register an interest for our AIPH Webinars or FCI webinars, there is an ‘opt-in’  box. We ask for consent to subscribe to our AIPH newsletter or FCI magazine.  

When you register to participate in our bi-annual conferences. By registering your interest, you provide consent for your details to process through Aventri system. Your data will be shredded after the event unless you ‘opt-in’ and consent to receiving company updates. 

When you nominate your business and enter our international competitions: “International  Grower of the Year” and the “Green City Awards”. Your details will be kept for the judging  procedure and award ceremony. 

When you post a comment on our social media pages (“Facebook”, “Twitter”, “LinkedIn”) we can respond. 

When you browse our website, we automatically receive your computer’s internet protocol  (IP) address to provide us with information that helps us learn about your browser and  operating system. 

Email Newsletter: When you subscribe to AIPH or FCI newsletter from the website or a  webinar registration form you have an option to opt in to receiving our newsletters. With  your permission, we send you emails to inform you about the work of AIPH (conferences,  major expo events, advocacy and knowledge sharing). FCI sends a minimum of two email  

newsletters a month informing subscribers on important industry news or events. Your  details are stored on our MailChimp account. At the bottom of each newsletter there is an  option for recipients to unsubscribe at any time and this takes immediate effect in the  database. 

For a legitimate interest: 

Sometimes we may use your information to help achieve our business objectives but only  where that activity does not negatively affect your rights. For example, we might use your  information to analyse the type of industries or readers using our service. 

To comply with legal obligations: 

There may be situations where we need to use your information to comply with legal  obligations. For example, if you visit our office at Horticulture House, Chilton, Didcot,  Oxfordshire, OX11 0RN, UK, we are required by law to keep records of who is in our  building in case there is an emergency, so we can make sure you are safe. If you are  attending our conference, we will also by law keep records of who is attending our event in  case there is an emergency, so we can make sure you are safe. 

SECTION 2 – WHAT INFORMATION DO WE GET AND HOW DO WE GET  YOUR CONSENT

 

What information do we collect? 

When you interact with us, we collect information about you and that particular interaction.  Where you provide information to us about other people, you need to make sure you have  their permission to do so. 

Generally, this may include: 

  • Your personal details (“name”) 
  • Contact information, and preferences (“company”, “address” “industry”,  “Advertisement”) 
  • More sensitive information, for example when you tell us your story for the purpose  of an article, either as a press release or through a telephone interview. Information about your use of our products, and other services when you submit  your story, enter a competition, or advertise with us  
  • Images of you or your business if supplied for use in “advertisement” “feature” or  “article” 
  • Conversations you have when you call our members of staff, management, sales, or  communication team. 
  • Information about anyone we are travelling to meet if that information is provided to  us 
  • Information about the devices you use to interact with us online or through social  media. 

When and how we collect your information 

We collect information you provide to us directly and indirectly when interacting with our  office or a member of the team. 

This may include when you: 

  • Booking an advertisement, register for an event, enter a competition online, over  email or on the phone 
  • Sign up to our email newsletters  
  • Visit our website  
  • Fill out an International Statistics Yearbook online forms  
  • Interact with us by email, text, or on social media 
  • Post testimonial reviews of your interaction with us 
  • Complete our market research/customer surveys 

Our website 

We also receive information about you directly or indirectly when you interact with us  online. For example, when you visit our websites you may choose the area of news you  wish to read. Indirectly you provide us with your general location (like which country or  region you are in). We may also receive information from other technologies that are on  your device or browser.  

We also receive information about you directly or indirectly when you interact with us on  social media (“Twitter”, “Facebook”, “LinkedIn”, “Instagram”) 

When you provide us with personal information to complete a transaction, verify your  credit card, place an order, arrange for a delivery or return a purchase, we imply that you  consent to our collecting it and using it for that specific reason only.

 

If we ask for your personal information for a secondary reason, like marketing, we will  either ask you directly for your expressed opt-in consent, or provide you with an  opportunity to say no. 

How can you withdraw consent?: 

If after you opt-in, you change your mind, you may withdraw your consent for us to contact  you, for the continued collection, use or disclosure of your information, at any time. 

SECTION 3 – DISCLOSURE 

The reason we use your information will often be obvious from the way you interact with  us. For example, if you submit a “press release” or an “article”, we will use that information  to publicise your “expo”; “event” or “association”.  

If you submit your credit card details to advertise your business in our magazine and online.  

However, our uses of your information may not always be so obvious. You can find out  more below. When you provide your information to us, we may use it to:  

  • Manage our relationship with you 
  • Allow you to participate in member business 
  • Send you market research surveys 
  • Monitor the use of our products and services and content 
  • Provide linked services, like joint promotions with partners 
  • Conduct analysis, system testing and statistical research 
  • Send you direct marketing, where you have consented 
  • Allow social sharing functionality 
  • Conduct data matching and audience insight activities 
  • Facilitate payments and credit checks 
  • Investigate and respond to disputes 
  • We may disclose your personal information if you request us to publicise a “press  release” or an “article” 
  • We may disclose your personal information if required by law to do so or if you  violate our Terms of Service. 

Your data is stored through our ZOHO data storage, databases and on a secure server  behind a firewall on our domain server at www.riweb.uk. You may wish to view their 

 

privacy policy here

We sometimes use your information for reasons that we think you might want a bit more  detail on, so to help we have added more information to these below. 

Payment: 

When you pay for transactions with a credit card nothing is handwritten or stored. We  refer you to our secure payment platform Stripe or PayPal which is encrypted through the  Payment Card Industry Data Security Standard (PCI-DSS). Your purchase transaction data is  stored only as long as is necessary to complete your purchase transaction. After that is  complete, your purchase transaction information is deleted. 

All direct payment gateways adhere to the standards set by First Data as managed by the  PCI Security Standards Council, which is a joint effort of brands like Visa, MasterCard,  American Express and Discover. 

PCI-DSS requirements help ensure the secure handling of credit card information by our  store and its service providers. 

For more insight, you may want to read First Data’s Terms of Service here  www.firstdata.com 

Here are links to Stripe’s GDPR policy and PayPal GDPR Policy

Newsletter: 

We may send you newsletter communications about our products, services, events and  offers, as well as those of our commercial partners that we think you’ll be interested in. 

Direct marketing communications will be sent by email, through social media (such as  LinkedIn, Twitter, and Facebook), and via other electronic means such as when you visit our  website. 

You will be able to opt-out of direct marketing by following the instructions in the  communications you receive or changing your device settings.  

Sometimes we may compare our customer database with our commercial customers or  partners databases either directly with each other or by using an independent third party.  This helps us understand if customers are on both databases, and allows us to plan joint  marketing activities, and promotions. Additionally, we may match databases for business  planning/continuity purposes. 

We will only share personal information for data matching purposes where we have an  agreement in place with the commercial customer or partner. This ensures that they  comply with their data protection obligations, protect the information we share and limit  the use of any shared information. 

We may provide commercial customers and partners with information about the  effectiveness of campaigns they run and well as the potential reach of future campaigns by  providing aggregated reports of customer segments. This is called audience insights and 

 

helps us plan promotions and other marketing campaigns. your personal information is not  shared for this activity. 

Linked services, third party sites and content  

Our website may, from time to time, contain links to other websites which are outside of  our control and are not covered by this Policy. We do not accept any responsibility or  liability for other sites’ privacy policies. If you access other websites using the links provided,  please check their policies before submitting any personal information. 

Sharing with advertising partners 

When you visit our website, we may pass information about you and any devices you are  using to our advertising network partners to enable them to deliver relevant adverts and tell  advertisers that adverts have been delivered and seen. 

Payments and credit checks 

Your information may be used to take payment for products and services and may be used  to verify credit details related to payments. 

Disclosures required by law 

Your information will be disclosed where we are obliged by law to do so. We may also  disclose your information where we are allowed by law to protect or enforce our rights or  the rights of others and for the detection and prevention of crimes, such as fraud. 

Acceptable usage 

If you post or send offensive or inappropriate content anywhere on or to any of our  websites or apps, or otherwise engage in disruptive behaviour on any of our websites or  apps, we may use the information that is available to us about you to stop such behaviour.  This may involve responding to or informing relevant third parties and law enforcement  agencies about the content and your behaviour. 

SECTION 5 – THIRD-PARTY SERVICES 

Links 

When you click on links online, they may direct you away from our site. We are not  responsible for the privacy practices of other sites and encourage you to read their privacy  statements. 

SECTION 6 – SECURITY 

To protect your personal information, we take reasonable precautions and follow industry  best practices to make sure it is not inappropriately lost, misused, accessed, disclosed,  altered or destroyed. 

If you provide us with your credit card information, the information is encrypted using  secure socket layer technology (SSL) and stored with an encryption. Although no method  of transmission over the Internet or electronic storage is 100% secure, we follow all PCI DSS requirements and implement additional generally accepted industry standards.

 

SECTION 7 – AGE OF CONSENT 

By using this site, you represent that you are at least the age of majority in your state or  province of residence, or that you are the age of majority in your state or province of  residence and you have given us your consent to allow any of your minor dependents to use  this site. 

SECTION 8 – CHANGES TO THIS PRIVACY POLICY 

We reserve the right to modify this privacy policy at any time, so please review it  frequently. Changes and clarifications will take effect immediately upon their posting on the  website. If we make material changes to this policy, we will notify you here that it has been  updated, so that you are aware of what information we collect, how we use it, and under  what circumstances, if any, we use and/or disclose it. 

SECTION 9 – COOKIES 

We use cookies to help improve our websites in a variety of different ways. Including  collecting contextual information about your visit to the site to enhance functionality and  user experience. 

What are cookies? 

Cookies are small text files placed on your devices when you visit websites via internet  browsers. Our use of cookies is to primarily help enhance your user experience and  improve the efficiency of our website.  

You can change your cookie settings very easily in your browser settings. However, you  need to be careful about restricting the use of cookies, as they may prevent the websites  you visit from working as they were intended. 

SECTION 10 – CONTROLLING YOUR DETAILS 

You have the right to object, erase, or restrict our processing of your information – for  example, where we process your personal information because this is in our legitimate  interests, you may object to this.  

Controlling direct marketing 

You can change your mind about receiving direct marketing from us or change your  preferences by logging into your account if you have one. Opting-out in any marketing or  product communication you have received from us by writing or emailing us, using the  contact details below. 

Controlling other communications 

You can control the communications you receive from us, such as product related  communications, and opt-out by writing or emailing us, using the contact details below. 

Controlling profiling

 

If you would like to opt-out of profiling, you can opt-out by writing or emailing us, using the  contact details below. 

Audience Insights 

If you would prefer not to have your information used for data matching purposes you can  opt-out by writing or emailing us, using the contact details below. 

Requesting copies of your information 

You may request a copy of your personal information which we may hold about you. You  may also ask us to correct any inaccuracies in your personal information. This right may be  restricted by law where disclosing information may result in the personal information of  other individuals being disclosed and it would be unreasonable to do so. 

Withdrawing consent 

Where we may rely on consent to use your information, you have the right to withdraw  that consent for that processing activity at any time. If you do withdraw consent, we may  not be able to provide you with the product or service you have requested. 

CONTACT 

If you would like to: access, correct, amend, or delete any personal information we have  about you, register a complaint, or simply want more information to contact our secretary  general at [email protected] or write to AIPH, Horticulture House, Chilton, Didcot,  Oxfordshire, OX11 0RN, United Kingdom 

Complaining to the regulator 

If you have any comments, concerns or complaints about our uses of your information we  would ask that you contact us first, so that we can try and resolve any matter. However,  where we are unable to help, you can complain to the Information Commissioner’s Office in  the United Kingdom. The helpline is 0303 123 1113 if you have any questions.