Privacy Policy

Privacy Policy – Organic Food Federation

Last updated: 25 November 2025

Organic Food Federation (“we,” “our,” or “us”) is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, and protect your personal data in compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Data We Collect

We may collect and process the following personal data:

• Identity information: Names, account login details
• Contact information: Email addresses, phone numbers, postal addresses
• Business information: Farm or business details, certification applications
• Usage information: Data collected automatically via Google Analytics or other tracking tools
• Marketing preferences: Consent for receiving newsletters or updates

2. How We Use Your Data

We use your personal data for the following purposes:

1. Certification and applications: To process certification applications and maintain member records
2. Communication: To respond to inquiries, provide updates, and send relevant information
3. Website and service management: To operate and improve our website, member portal, and services
4. Marketing: To send newsletters or marketing communications only if you have given consent
5. Compliance: To comply with legal and regulatory obligations

We will never sell your personal data to third parties.

3. Legal Basis for Processing

We process your personal data under the following legal bases:

• Performance of a contract: Managing your certification application or membership
• Consent: Sending marketing communications or newsletters
• Legal obligation: Compliance with UK law and regulatory requirements
• Legitimate interests: Improving our website, services, and user experience

4. Sharing Your Data

We may share your data only with trusted third-party service providers to support our operations, including:

• Website hosting provider (Anzat Software)
• Database/CRM provider (Anzat Software)
• Document systems (System3)

We ensure all third parties comply with UK GDPR and only use your data for the purposes specified. We do not sell your data to any third parties.

5. Cookies and Tracking

Our website uses cookies and tracking technologies such as Google Analytics to monitor website traffic and improve user experience. You can manage or disable cookies via your browser settings.

6. Data Security

We implement appropriate technical and organizational measures to protect your personal data against accidental loss, unauthorized access, or disclosure. Access to personal data is restricted to staff and service providers who need it to perform their duties.

7. Data Retention

We retain your personal data only as long as necessary for the purposes outlined in this Privacy Policy or as required by law.

• Application and certification records: retained for the period necessary to fulfill regulatory or contractual obligations
• Marketing data: retained until you withdraw consent

8. Your Rights

Under UK GDPR, you have the right to:

• Access your personal data
• Request correction of inaccurate or incomplete data
• Request erasure (“right to be forgotten”)
• Object to or restrict processing of your data
• Withdraw consent at any time
• Data portability
• Lodge a complaint with the Information Commissioner’s Office (ICO)

To exercise these rights, please contact us at info@orgfoodfed.com.

9. Contact Us

For any questions about this Privacy Policy or how we handle your data, contact:

Email: info@orgfoodfed.com

Address: Organic Food Federation, 31 Turbine Way, Ecotech Business Park, Swaffham, Norfolk PE377XD

10. Changes to This Policy

We may update this Privacy Policy from time to time. The latest version will always be posted on our website with the “Last updated” date.