Data Privacy Notice - Qi Essence Ltd | Phyto Genius®

Data Privacy Notice – Qi Essence Ltd | Phyto Genius® 🖨

optimised blends herbal medicine testing service

Data Privacy Notice – Qi Essence Ltd | Phyto Genius®

GDPR PRIVACY NOTICE – (Seeing this again? Our Privacy Notice has been updated and/or you have reset cookies)

Your personal data – what is it?

Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. The processing of personal data is governed by [the General Data Protection Regulation 2016/679 (the “GDPR”)].

Who are we?

Lorraine Hodgkinson, on behalf of Qi Essence Ltd (QEL), is the data controller (contact details below). This means we decide how your personal data is processed and for what purposes.

How do we process your personal data?

Qi Essence Ltd complies with its obligations under [the GDPR] by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data.

We use your personal data for the following purposes:

Your name, address, telephone number, email address and other information are kept by us solely for the purposes of recording, processing and maintaining your queries, tests, samples, orders and payments etc., and for issuing invoices, reports, receipts, replies etc.

Our Terms and Conditions also detail our policies on cookies, which may be encountered whilst using our websites, and more detail on the standards we apply in storing and handling your data.

We also may use your data for the purpose of keeping accurate accounts and records relating to quality control and necessary processing procedures.

Other purposes may include: –

  • Administration of records.
  • To maintain our own accounts and records.
  • If you contact us, we may keep a record of that contact.
  • Keeping you informed of any relevant changes/notices.
  • Necessary administration of our web servers/payment processing systems etc.

What is the legal basis for processing your personal data?

☐ Your Consent : Where required to receive optional news, updates, offers etc. We require you to opt in to receive this service and you may unsubscribe at any time.

☐ Processing is necessary for the performance of a contract with the data subject or to take steps to enter into a contract :  According to our Terms and Conditions, in order to successfully execute your testing, orders, work on your behalf in performing and processing any services you request of us.

☐ Processing is necessary for compliance with a legal obligation :  In order to follow correct accounting practices demanded by HMRC. Any legal requirements we need to comply with e.g. insurance purposes, employee administration.

Sharing your personal data

Your personal data will be treated as strictly confidential, and will be shared only with anyone directly connected to Qi Essence Ltd or any appropriate bodies as outlined above strictly in line with any necessary duties we are required to meet.

We will only share your data with third parties outside of this with your consent (see Further Processing below).

How long do we keep your personal data

We keep your personal data for no longer than reasonably necessary and normally for a period of at least 6 years from last contact in order to comply with necessary accounting practices, and any other legal requirements.

Your rights and your personal data

Unless subject to an exemption [under the GDPR], you have the following rights with respect to your personal data: –

 The right to request a copy of your personal data which Qi Essence Ltd holds about you;

 The right to request that Qi Essence Ltd corrects any personal data if it is found to be inaccurate or out of date;

 The right to request your personal data is erased where it is no longer necessary for Qi Essence Ltd to retain such data;

 The right to request that the data controller provide the data subject with his/her personal data and where possible, to transmit that data directly to another data controller, (known as the right to data portability), (where applicable)

 The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing;

 The right to lodge a complaint with the Information Commissioners Office.

Further processing

If we wish to use your personal data for a new purpose, not covered by this Data Protection Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior consent to the new processing.

Contact Details

To exercise all relevant rights, queries or complaints please in the first instance contact Lorraine Hodgkinson at 43A, Melbreak Avenue, Cockermouth, Cumbria, CA13 9AE. Telephone 01900 826392 Text: 07761489838 Email:

You can contact the Information Commissioners Office on 0303 123 1113 or via email or at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF.

Data Privacy Notice – Qi Essence Ltd | Phyto Genius®

GDPR PRIVACY NOTICE                                                                                     Current Version 1.0 17/05/2018

QI ESSENCE LTD | HOME OF OPTIMISED BLENDS | HERBAL MATERIALS TESTING SERVICE | 43A, Melbreak Avenue, Cockermouth, Cumbria, CA13 9AE.  UK. | Tel: +44 (0) 1900 826392 | Text: 07761 489838 | Email: | VAT Number: GB 254544794