Westmore Privacy Policy

Westmore Fine Foods – Privacy Policy (Ordering App)

Last updated: September 2026

Westmore Fine Foods (“we”, “us”, “our”) is committed to protecting and respecting your privacy in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Scope of this Policy This Privacy Policy applies to all personal data collected, stored, and processed through the Westmore Fine Foods Ordering Application (the “App”).

2. Data Controller & Company Details Westmore Fine Foods is the data controller responsible for your personal data processed through the App.

Company Name: Westmore Fine Foods Ltd. Registered Address: Unit 4, Tile Kiln Farm Ride, Burnt Farm Ride, Enfield, England, EN2 9DY Contact Email: admin@westmorewholesale.co.uk

3. Information We Collect and Process Through the App, we process the following categories of data:

• Account Information: Username, full name, email address, user role, and last login timestamp. Passwords are stored in a hashed, unreadable format.
• Orders & Transactions: Order date, delivery date, ordered items (product, quantity, price, discounts), order status, selected billing and delivery addresses, and the name/account of the user who placed the order.
• Warehouse Remarks: Optional free-text order instructions provided during checkout intended for warehouse and delivery handling.
• Customer Signatures: Digital signature images, timestamps, and confirmation of acceptance of terms during order placement.
• Favourites: Product IDs saved as favourites for quick re-ordering.
• Device Information & Logging: Device ID, device model, manufacturer, operating system, app version, and technical crash logs/error reports. This data is collected to ensure the security, functionality, and performance optimization of the App.

4. Data Storage, Processors, and International Transfers We utilise trusted third-party service providers (data processors) to operate the App securely.

• User Device: An offline database stores catalog data, prices, customer details, active cart, and local order context so the App can function without an active internet connection.
• Application Server (Mendix): The App operates on a Mendix Cloud environment hosted within the European Union (EU). This server stores user accounts, orders, signatures, favourites, device registrations, and technical logs.
• SAP ERP System: Placed orders are synchronised with our central SAP system, managed by our SAP partner.
• App Development & Support: Our development partner (Aiden) provides technical maintenance and may process data strictly on our instructions for support purposes.
• Email Services: Used securely for sending automated verification codes for password reset requests (“Forgot Password”).

International Transfers: Because Westmore Fine Foods operates in the UK while our servers and parent systems are located in the EU (Netherlands), personal data is transferred from the UK to the EU. This transfer is protected by the UK Government’s adequacy decision for the EU and standard contractual clauses where applicable.

5. Data Retention Periods We do not keep your personal data for longer than is strictly necessary for the purposes set out in this policy.

• Account Data: Retained for as long as the user account is active. Inactive accounts are periodically reviewed and deleted upon termination of the customer relationship.
• Order Data & Signatures: Retained in our financial systems (SAP) in compliance with UK statutory financial retention requirements (typically up to 7 years).
• Technical Logging & Device Data: Retained temporarily for troubleshooting and security monitoring, typically deleted or anonymised within 30 to 90 days.

6. Purpose and Legal Basis for Processing We process your data to fulfill contractual obligations (processing and delivering orders, managing user account access) and for our legitimate business interests (troubleshooting, maintaining, and securing our ordering application).

7. Your Rights under UK GDPR Under UK GDPR, you have the following rights regarding your personal data:

• The right to access your data.
• The right to rectify incorrect data.
• The right to erasure (“right to be forgotten”).
• The right to restrict processing.
• The right to data portability (receiving your data in a structured, machine-readable format).
• The right to object to processing based on legitimate interests.

To exercise any of these rights, or if you wish to lodge a complaint, please contact us. You also have the right to lodge a complaint directly with the UK Information Commissioner’s Office (ICO).

8. Contact Us For questions regarding this Privacy Policy or how we handle your personal data, please contact us at: admin@westmorewholesale.co.uk