Trusting Farmlands with your Data

Farmlands collects shareholder data through a global-leading platform from Microsoft. We use your data to help us understand your business better, which leads to better service.

Personal data is collected when you use our website, our services and our technology. This document applies to all your personal data that we collect from you or other sources.   

When it comes to your data:

• We will not share your data with anyone else unless you have agreed or opted into doing so.
• You have the right to view personal data we have belonging to you. If you believe this data to be incorrect you can request to have it updated.
• We use your data to help us improve our service to you and other Farmlands shareholders.
• We can tell you who we could share data with and when this could possibly occur.
• We are happy to explain how the data is collected and how you can stop this from occurring.
• We can tell you how we keep your data secure.
• You can lodge a complaint if you are unhappy with our actions regarding your data.
• We can explain the different types of data and who owns it.
• Farmlands is committed to – and abides by – the principles and practices set out in the Privacy Act 2020. This document explains how we ensure the security and accuracy of your personal data. You are at the centre of everything we do and protecting your data is paramount to us. The terms stated below apply to our collection, use and sharing of personal data. This document works in conjunction with Farmlands’ other Terms and Conditions.
  
  The definitions
  
  While you are reading this document:
• “Farmlands Website(s)” means www.farmlands.co.nz and www.clickandcollect.farmlands.co.nz
• "our", "we", "us" or "Farmlands" means Farmlands Co-operative Society Limited or any related member of Farmlands providing you with our services
• "you" means you, the person using our services or visiting our website
• "services" means all goods or services we provide and anything else we do for you, including providing you with access to our website
• A “cookie” is a file that allows us to track and target the interests of users.
• Personal data is information that directly identifies you, such as your name, email, address, phone number, CCTV footage,  and bank account details.

In addition to our commitment to privacy, our Website Disclaimer applies to your use of our services. It is important you are familiar with our legal disclaimer. Please read it in conjunction with this Privacy commitment. It includes our website management rights.

Collecting your data

When we collect personal data from you we will clearly state that the information is being collected and why. There are different types of data but the simple way to remember is personal data (anything that can identify you) is owned by you. Transformed (created by data science and algorithms) or Aggregated (overall summary and overview) data, which cannot identify you, is owned by Farmlands.

Data we collect
Some examples of personal data we collect from you are:

• Identification, address and financial information to credit check you and to stay compliant with the Anti Money Laundering and Countering Financing of Terrorism Act 2009. This is either initial or ongoing customer due diligence, just as you would with a bank.
• Your address, so we can deliver supplies or subscription services, either by delivery or in person. 
• Your phone number or email so we can contact you in case of a product or service related matter.  

If you are phoning the Farmlands Contact Centre, your call is automatically recorded for training purposes and to maintain and improve our service.

When you visit our website, we collect and store the following information about your visit:

• The IP address of your machine when connected to the Internet and the domain name from which you are accessing the Internet.
• The operating system, search engine and the browser your computer uses.
• What you visited on our website and what you purchased (if anything) from our website.
• The date and time you visited our website.
• The individual webpages you look at.
• If you provide it, your Farmlands Card/Account/shareholder number.
• The domain name of the page you visit after leaving our website.
• If you log in to MyFarmlands, your account number and activity on Farmlands Websites will be tracked while browsing or logged in.

If you do provide us with personal data via your use of a Farmlands Website (e.g. allowing the use of cookies or by filling out an electronic query form), we may link this information to your Farmlands shareholder profile or for customer profiles when visiting Farmlands Websites.

Farmlands will only collect data that helps us provide you and other Farmlands shareholders with better service. We don’t want to be intrusive and shareholders and their data is treated with confidence and respect.

By that, we mean wherever possible we will collect personal data directly from you and communicate with you either by email, letters or other forms of communication. If we collect personal data about you from someone else, we will take steps to make you aware of this and our reason for collecting that information.

We will take reasonable steps to ensure the data we collect is relevant, accurate and complete.

Use and sharing of data

How we use your data
 Generally, your personal data is used to provide you with goods and services you have ordered and for marketing purposes associated with our business as a rural supplies and services co-operative.

We will only use your personal data for the purpose it was collected for, unless:

• You have agreed to us using it for another purpose, or it can assist another part of our co-operative you are receiving supplies or services from;
• We have to by law, or to prevent or lessen a serious and imminent threat to your health or that of another person; or
• The other purpose is listed in the Privacy Act 2020.

When you visit our website
Your information helps us measure the number of visitors to different parts of the site and for different purposes connected with the provision of goods or services. For example, we can measure the effectiveness of advertising, auditing the use of the site and improving it for different customer profiles, internal reporting and general system administration.


When you use farm management software
Through our partners, farm management software provides you with data on your inputs and operations across your property. Farmlands will request access to this data from shareholders.

The reason we would like access to this data is so we can help provide you with an improved service for your business. Personal data from your property can help Farmlands provide a more proactive service, while also helping us gain an understanding of the requirements of other shareholders in the area.

Data from farm management software is an “opt-in” service, however we encourage shareholders to help us provide a better service. The retention of data from farm management software is governed by the same policies and guidelines as data from our website.

Retention of data

We will hold your data while you have a Farmlands Account with us. We will retain this data once an Account closes where we have a genuine business reason to do so, e.g. compliance with legal, tax or accounting requirements.

Access to your data

You are entitled to know if we hold personal data about you, the type of information and the purpose for which we use it. You have the ability to access personal data we hold about you if it is stored in a way that it can be readily retrieved and inspect our records, take notes or obtain a photocopy, computer print-out or scanned copy via email. We will respond to your written or emailed request as soon as practicable.

If we decline your request, it will be for a good reason but we will always explain why, e.g.:

• Providing access poses a serious and imminent threat to the life or health of you or another person.
• If your request for access is frivolous or vexatious.
• If providing access reveals the intentions of Farmlands in relation to negotiations with you and could prejudice our negotiations.
• If providing access would be likely to prejudice an investigation of possible unlawful activity.
• If denying access is required by law.

Access to your data by others
We will not share your personal data with anyone else unless:

• You have consented or asked us to share that data.
• Our disclosure relates to why the data was collected in the first place and we have no reason to believe you would object to that disclosure.
• You are likely to know, or were notified, that the personal data is usually disclosed to that person or agency.
• Our disclosure is necessary to prevent or lessen a serious and imminent threat to life or health of any person.
• That disclosure is made in relation to an investigation and law enforcement process.
• Access to that information is mandated by law, for example, the police, a government agency or the courts may have a legal right to request the information from us.

Can the police request my personal data?
Yes they can – and we have procedures in place in case this happens. In most circumstances, we will not respond without a search warrant or court summons. An exception to this is where there is an imminent threat to life for safety.

Can government departments request my personal data?
Sometimes departments such as Work and Income New Zealand, New Zealand Inland Revenue Department and New Zealand Security Intelligence Service have a lawful need to access personal data held by us. We will seek a formal notice confirming a department’s authority under law to request personal data before acting on their request.

Can a Court require you to provide personal data?
 If your personal data held by us is required as evidence in court or tribunal proceedings we will require a copy of the summons or court order and obtain legal advice before we provide your information.

Correction and deletion of data

If the personal data we hold about you is not accurate or complete then you may ask us to correct it. To update your personal data, such as your billing address, you can contact us by email, or call us on 0800 200 600.

Use of Cookies for advertising and analytics

Our website places a “cookie” on the hard drive of your computer. In addition, our website uses third party cookies from Google Analytics for Display Advertisers, including the following features:

• Google Display Network Impression Reporting – gives us additional insight into who has viewed our paid digital advertising on other websites. This helps create more effective advertising, saving shareholders money.
• DoubleClick Platform integrations and Remarketing with Google Analytics – integrating both our web analytics and paid advertising platforms allows us to further tailor our advertising, making sure you see the right types of offers for you requirements, when you are using the internet outside our website.
• Google Analytics Demographics and Interest Reporting – gives us insight into behaviour, demographics and interests on an anonymous and aggregate level. This means we can better understand the interests of people by age and gender, meaning shareholders see products that benefit them when visiting our sites.

Cookies are used to analyse your use of our website and to serve ads when you visit our website. The information we collect and share with third parties through cookies is aggregated and therefore anonymous (it does not include personal data likely to identify you). The information may be used to serve you ads in relation to our products when you visit our website and third-party websites. Google's privacy policy may also apply when you visit our website. You can access information about Google's Privacy Policy here.

While we recommend users enable cookies on their browsers in order to enjoy all the features of our websites, the decision remains in your hands. If you make a purchase from www.clickandcollect.farmlands.co.nz  you will be required to enable them. Most browsers allow you to control management of cookies, this will be different depending on each user's PC – refer to your browser help menu for further information.


Data Security

Data, Cloud and Website Security
We will take practical and sensible steps to protect your personal data from misuse, loss and from unauthorised access, modification or disclosure. Your personal data is housed in our Microsoft Azure cloud hosted, an enterprise-grade platform with high availability and good practice security protocols. Farmlands retains full responsibility for the management of this platform. Farmlands uses industry standard encryption protocols and enterprise-grade cyber security systems, which have been tested.

When signing in or shopping online, look for the 'padlock' symbol at the bottom of your web browser. The 'padlock' symbol is a certificate of authenticity and ensures the site is secure. You can double-click the padlock symbol to view the certificate's details.

Opting out

Turning off cookies
As stated above, your internet browser should allow you to control the use of cookies. In addition, you can opt-out of Google Analytics Advertising Features here or use a browser plug-in to opt-out of Google Analytics cookies here.

How do I unsubscribe from email marketing communications?
There are two ways to unsubscribe to any email message:

1. Follow the unsubscribe instructions in the email.
2. By phone or in writing using the contact details contained in the message.

If you have difficulty unsubscribing using any of the methods above please call us on 0800 200 600.

Complaints

How do I file a complaint?
We take our Privacy commitment seriously and we require our employees to comply with this. Breaches must be reported to Farmlands’ Head of Risk, Legal and Governance and/or Privacy Officer.
If you feel that your personal data has been used without your permission, you can issue a formal complaint by emailing us at privacy@farmlands.co.nz

Changing this Data Privacy Commitment Statement

Changing this commitment
We may change this Data Privacy Commitment at any time by changing or removing existing terms or adding new ones. Changes may take the form of a completely new commitment. We will tell you about any changes by posting an updated commitment on our website. Any change we make applies from the date we post it on the website. If you have any questions about our Data Privacy Commitment, email us at privacy@farmlands.co.nz.

Other Data use

Transformed Data
Farmlands may use your personal data to create anonymised data – this is data in a transformed state that does not identify you. By anonymising personal data, we are protecting your privacy.

Aggregated Data
Farmlands may also group transformed data to produce statistics. Anonymous and aggregated data will never identify you and may be used by us for legitimate business reasons, including research, internal analysis and analytics, to help us understand business trends and for forecasting.
Farmlands may share transformed and aggregated data with our Card Partners, vendors and third parties, provided that the data will not specifically identify you or your property.

Ownership of Data

Who owns the data?
You own your personal data. We will only give other companies access to your personal data with your agreement or consent.
Transformed data belongs to Farmlands, as it is completely new data created from our algorithms and data science.