Privacy Policy

1. Introduction and company information

This Privacy Policy explains how Highland Forage Co. collects, uses, stores, shares, and protects personal data when you visit our website, contact us, purchase our products or services, or otherwise interact with us. This Policy is intended to provide clear information about our data handling practices in connection with our forage business.

Data controller: Highland Forage Co.
Address: Highland Forage Co., Unit 4, Riverside Industrial Estate, Station Road, Inverness IV1 1LG, United Kingdom
Email: [email protected]
Phone: +44 1463 724 958

For the purposes of applicable privacy laws, Highland Forage Co. acts as the data controller in relation to personal data collected through our business operations, unless otherwise stated.

2. Data collection and processing

We may collect and process the following categories of personal data:

• Identity data: name, title, company name, job title.
• Contact data: address, email address, telephone number, delivery address, billing address.
• Transaction data: order details, payment status, invoices, delivery records, purchase history.
• Communication data: correspondence with us by email, phone, contact forms, or other channels.
• Technical data: IP address, browser type, device information, operating system, and website usage information.
• Usage data: pages visited, time spent on pages, referral information, and interaction with our website.
• Marketing preferences: your preferences regarding receiving marketing communications from us.
• Business-related information: information relevant to forage supply, delivery requirements, account management, and customer service.

We collect personal data directly from you when you contact us, place an order, request a quote, sign up for updates, or otherwise engage with us. We may also collect data automatically through our website and from third parties such as payment providers, delivery partners, and business service providers.

3. Purpose of data processing

We process personal data for the following purposes:

• to provide and manage our products and services;
• to process orders, payments, deliveries, and returns;
• to communicate with customers, suppliers, and business contacts;
• to respond to enquiries and provide customer support;
• to maintain business records and account administration;
• to improve our website, services, operations, and customer experience;
• to send service-related notices and, where permitted, marketing communications;
• to comply with legal, regulatory, tax, accounting, and reporting obligations;
• to prevent fraud, misuse, and security incidents;
• to establish, exercise, or defend legal claims.

As a forage business, we may also use personal data to coordinate supply arrangements, delivery logistics, account setup, and ongoing commercial relationships with customers, farms, distributors, and other business partners.

4. Legal basis for processing

We only process personal data where we have a lawful basis to do so. Depending on the context, our legal bases may include:

• Contract: where processing is necessary to enter into or perform a contract with you.
• Legal obligation: where processing is required to comply with applicable laws and regulations.
• Legitimate interests: where processing is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms.
• Consent: where you have given us clear consent for specific processing activities, such as certain marketing communications.
• Vital interests: in rare circumstances where processing is necessary to protect someone’s life.

Where we rely on legitimate interests, these may include operating and improving our business, managing customer relationships, securing our systems, preventing fraud, and maintaining accurate records.

5. Data sharing and third parties

We may share personal data with trusted third parties where necessary for the purposes described in this Policy. These may include:

• Service providers: IT hosting, website support, email services, data storage, analytics, and administrative support.
• Payment processors and financial institutions: to process payments and manage refunds.
• Delivery and logistics partners: to arrange transport and delivery of forage products.
• Professional advisers: accountants, auditors, insurers, legal advisers, and consultants.
• Regulators and public authorities: where disclosure is required by law or necessary to protect rights and interests.
• Business partners and suppliers: where needed to fulfil orders, manage supply chains, or coordinate services.

We require third parties to handle personal data securely and in accordance with applicable data protection obligations. We do not sell personal data.

6. Data transfer to third countries

Where personal data is transferred outside the United Kingdom or, where applicable, outside the European Economic Area, we will take appropriate steps to ensure that the transfer is lawful and that your data is protected. These steps may include:

• transferring data to countries recognised as providing an adequate level of protection;
• using standard contractual clauses or equivalent safeguards;
• implementing additional technical and organisational measures where appropriate.

If you would like more information about international data transfers, you may contact us using the details below.

7. Storage duration

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including for the purposes of satisfying legal, accounting, tax, and reporting requirements.

The retention period depends on the type of data and the purpose of processing. In general:

• customer and transaction records are retained for the period required for business administration and legal compliance;
• communication records are retained for as long as needed to manage enquiries and related matters;
• marketing data is retained until you opt out or withdraw consent, where applicable;
• technical and analytics data is retained for a limited period consistent with operational needs and security requirements.

When personal data is no longer required, we will delete it, anonymise it, or securely archive it in accordance with our retention practices.

8. User rights

Depending on applicable law, you may have the following rights in relation to your personal data:

• Access: to request confirmation of whether we process your personal data and obtain a copy of it.
• Rectification: to request correction of inaccurate or incomplete personal data.
• Erasure: to request deletion of your personal data in certain circumstances.
• Restriction: to request that we limit the processing of your personal data in certain circumstances.
• Data portability: to request that we provide your personal data in a structured, commonly used, machine-readable format, where applicable.
• Objection: to object to processing based on legitimate interests or for direct marketing purposes.

To exercise any of these rights, please contact us using the details provided in this Policy. We may need to verify your identity before responding to your request. We will respond within the time limits required by applicable law.

9. Withdrawal of consent

Where we rely on your consent to process personal data, you have the right to withdraw that consent at any time. Withdrawal of consent will not affect the lawfulness of processing carried out before the withdrawal.

If you withdraw consent, we may no longer be able to provide certain services or communications to you where consent is necessary for those activities.

10. Right to complain

If you have concerns about how we handle your personal data, we encourage you to contact us first so that we can try to resolve the issue.

You also have the right to lodge a complaint with the relevant data protection supervisory authority. In the United Kingdom, this is the Information Commissioner’s Office (ICO). If you are located in another jurisdiction, you may have the right to contact your local data protection authority.

11. Data security

We take appropriate technical and organisational measures to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access. These measures may include access controls, secure storage, encryption where appropriate, staff confidentiality obligations, and regular review of our security practices.

However, no method of transmission over the internet or method of electronic storage is completely secure. While we strive to protect your personal data, we cannot guarantee absolute security.

12. Contact information

If you have any questions about this Privacy Policy or how Highland Forage Co. processes personal data, please contact us at:

Highland Forage Co.
Unit 4, Riverside Industrial Estate, Station Road
Inverness IV1 1LG
United Kingdom

Email: [email protected]
Phone: +44 1463 724 958

13. Changes to privacy policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or business operations. Any updated version will be posted on our website with a revised effective date where appropriate.

We encourage you to review this Policy periodically to stay informed about how Highland Forage Co. protects your personal data.

Effective date: 8 July 2026