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 (“sg@aiph.org”, “treve.evans@aiph.org”, “elena.terekhova@aiph.org”, “audrey.timm@aiph.org”, “ron@floracultureinternational.com”, “ron.vanderploeg@aiph.org, “angie@floracultureinternational.com”, “angie.duffree@aiph.org”, “rachel.wakefield@aiph.org”, “hannah.pinnells@aiph.org”, “timothy.blatch@aiph.org”, “katrina.stroud@aiph.org”, “accounts@aiph.org”, “events@aiph.org”, “expos@aiph.org”, “greencity@aiph.org”).
When you call us or leave a message for a member of our staff (“sg@aiph.org”, “treve.evans@aiph.org”, “elena.terekhova@aiph.org”, “audrey.timm@aiph.org”, “ron@floracultureinternational.com”, “ron.vanderploeg@aiph.org, “angie@floracultureinternational.com”, “angie.duffree@aiph.org”, “rachel.wakefield@aiph.org”, “hannah.pinnells@aiph.org”, “timothy.blatch@aiph.org”, “katrina.stroud@aiph.org”, “accounts@aiph.org”, “events@aiph.org”, “expos@aiph.org”, “greencity@aiph.org”).
When you post a letter to us, or a member of our staff ((“sg@aiph.org”, “treve.evans@aiph.org”, “elena.terekhova@aiph.org”, “audrey.timm@aiph.org”, “ron@floracultureinternational.com”, “ron.vanderploeg@aiph.org, “angie@floracultureinternational.com”, “angie.duffree@aiph.org”, “rachel.wakefield@aiph.org”, “hannah.pinnells@aiph.org”, “timothy.blatch@aiph.org”, “katrina.stroud@aiph.org”, “accounts@aiph.org”, “events@aiph.org”, “expos@aiph.org”, “greencity@aiph.org”).
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 sg@aiph.org 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.
