Privacy, Data Protection
& Cyber Security Policy

At The Prepared Chef Ltd, we are committed to protecting your personal information, maintaining the security of our systems and operating our business in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

This policy explains how we collect, use and protect information provided through our website and during the course of our business.

About Us

The Prepared Chef Ltd manufactures premium prepared foods, compound butters and bespoke food products for the hospitality, foodservice, wholesale and retail sectors.

We are committed to maintaining the confidentiality, integrity and availability of the information entrusted to us by our customers, suppliers and business partners.

Information We Collect

When you contact us or use our website, we may collect information including:

• Name
• Company name
• Job title
• Email address
• Telephone number
• Business address
• Information contained within enquiries
• Order and quotation information
• Website usage information such as browser type, IP address and pages visited (where analytics are enabled)

We only collect information that is necessary to provide our services or respond to enquiries.

How We Use Your Information

We use personal information to:

• Respond to enquiries
• Prepare quotations
• Process and fulfil orders
• Deliver products and services
• Manage customer relationships
• Improve our products and website
• Meet legal and regulatory obligations
• Protect our business against fraud and cyber threats

We never sell personal information to third parties.

Legal Basis for Processing

We process personal data where:

• it is necessary to fulfil a contract;
• it is necessary for our legitimate business interests;
• we are required to comply with legal obligations; or
• you have provided consent where required.

Marketing Communications

Where you have requested information or chosen to receive updates from us, we may occasionally send information about new products, services or company news.

You may unsubscribe at any time.

Sharing Information

We may share information with carefully selected third parties where necessary, including:

• Delivery and logistics providers
• Payment providers
• Professional advisers
• IT support providers
• Website hosting providers
• Regulatory or government authorities where required by law

We only share the minimum information necessary for these purposes.

Data Security

Protecting customer and business information is a key priority.

We maintain appropriate technical and organisational measures designed to safeguard information against unauthorised access, disclosure, alteration or destruction.

These measures include:

• Secure encrypted website connections (HTTPS)
• Secure business email systems
• Password-protected business devices
• Multi-factor authentication where appropriate
• Restricted access to customer information
• Regular software and security updates
• Anti-virus and malware protection
• Secure cloud storage and backups
• Regular monitoring of business systems
• Staff awareness of data protection responsibilities

No internet-based service can be guaranteed to be completely secure, however we continually review and improve our security controls.

Cyber Security Commitment

The Prepared Chef Ltd recognises the importance of cyber security in protecting both our business and our customers.

We are committed to:

• Protecting customer and supplier information.
• Keeping business software and systems up to date.
• Maintaining secure backups of important business data.
• Using reputable cloud service providers.
• Restricting access to sensitive information.
• Responding promptly to suspected cyber security incidents.
• Continually reviewing and improving our cyber security practices.

Cyber security forms part of our ongoing business management and operational procedures.

Data Retention

We only retain personal information for as long as necessary to:

• provide our services;
• comply with legal obligations;
• resolve disputes; and
• meet accounting and regulatory requirements.

When information is no longer required, it is securely deleted or anonymised.

Your Rights

Under UK GDPR you have the right to:

• Request access to your personal information.
• Request correction of inaccurate information.
• Request deletion where appropriate.
• Restrict processing.
• Object to certain processing activities.
• Request transfer of your personal information.
• Withdraw consent where processing relies upon consent.

Requests will be responded to in accordance with applicable legislation.

Cookies

Our website may use cookies to improve functionality and help us understand how visitors use the site.

Where required, visitors will be asked for consent before non-essential cookies are stored on their device.

Third-Party Websites

Our website may contain links to external websites.

We are not responsible for the privacy or security practices of third-party websites and encourage users to review their policies before providing personal information.

Changes to this Policy

This policy may be updated periodically to reflect changes in legislation, technology or business practices.

The latest version will always be available on this website.

Contact

If you have any questions regarding this policy or how we process your information, please contact us using the details on our Contact page.

If you believe your personal information has not been handled correctly, you also have the right to contact the Information Commissioner's Office (ICO).

Website: https://ico.org.uk

The Prepared Chef Ltd is committed to maintaining the highest practical standards of privacy, data protection and cyber security while delivering high-quality food products and customer service.