Terms & Conditions
TERMS AND CONDITIONS
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GENERAL DATA PROTECTION REGULATION POLICY
Attlefield Farm Machinery Ltd (shortened to AFM) needs to gather and use certain information about individuals.
These can include customers, suppliers, business contacts, employees and other people the organisation has a relationship with or may need to contact.
This policy describes how this personal data must be collected, handled and stored to meet the company’s data protection standards — and to comply with the law.
WHY THIS POLICY EXSISTS
This data protection policy ensures Attlefield Farm Machinery Ltd:
- Complies with data protection law and follows good practice
- Protects the rights of staff, customers and partners
- Is open about how it stores and processes individuals’ data
- Protects itself from the risks of a data breach
This policy applies to all staff, volunteers, contractors, suppliers and other people working on behalf of Attlefield Farm Machinery Ltd.
It applies to all data that the company holds relating to identifiable individuals, even if that information technically falls outside of the Data Protection Act 1998. This can include:
- Names of individuals
- Postal addresses
- Email addresses
- Telephone numbers
- …plus any other information relating to individuals
The IT and Data Protection Officer, Henry White, is responsible for:
- Keeping Everyone updated about data protection responsibilities, risks and issues.
- Reviewing all data protection procedures and related policies, in line with an agreed schedule.
- Arranging data protection training and advice for the people covered by this policy.
- Handling data protection questions from staff and anyone else covered by this policy.
- Dealing with requests from individuals to see the data AFM holds about them (also called ‘subject access requests’).
- Checking and approving any contracts or agreements with third parties that may handle the company’s sensitive data.
- Ensuring all systems, services and equipment used for storing data meet acceptable security standards.
- Performing regular checks and scans to ensure security hardware and software is functioning properly.
- Evaluating any third-party services the company is considering using to store or process data. For instance, cloud computing services.
The Marketing Manager Henry White, is responsible for:
- Approving any data protection statements attached to communications such as emails and letters.
- Addressing any data protection queries from journalists or media outlets like newspapers.
- Where necessary, working with other staff to ensure marketing initiatives abide by data protection principles.
WHAT DATA IS COLLECTED?
Data will be collected from you in order to complete general sales and admin processes such as quoting, invoicing and account setup.
- www.afmachinery.co.uk website
When you sign up to our mailing list through www.afmachinery.co.uk, you will be asked for your first name, last name, email address, mobile number, farm type, county and customer type. The only information that is compulsory is first name, last name and e-mail address. This information will only be used for our on-going email marketing campaigns including monthly email, similar product offerings and the occasional postal mailing campaign which may involve data being sent to a separate mailing house for distribution. There is the option to opt out of email marketing at any time.
Upon purchase of any product through our website system, your email address will then be eligible for email marketing for similar Website products. There is the option to opt out of email marketing at any time.
Our website generates notification emails when there is a new contact submission. These emails are not sent via encrypted channels by default.
If you enter a competition at a show or event that we are attending or hosting you will fill in a competition slip that will ask for your full name, address, e-mail address, contact number, and if you are a customer of ours. You will also have the option to tick if you are happy for us to contact you with future promotions. Ticking the ‘Yes’ you will be consenting to being added to our email marketing lists that promote similar products and services.
WHAT IS THE PURPOSE OF THIS DATA COLLECTION?
Marketing is an important part of our business as it ensures that you are up to date with all of our events, promotions, news and future developments. All customer account information will be kept confidential and not be used elsewhere in the company without permission of the individual.
HOW IS YOUR DATA PROCESSED AND WHO HAS ACCESS TO IT?
Attlefield Farm Machinery Ltd uses the on-line email marketing system MailChimp that operates from the US. This organisation is fully compliant with recent GDPR guidelines.
Attlefield Farm Machinery Ltd uses Sage customer accounting system to store customer data relating to purchases.
Attlefield Farm Machinery Ltd uses Google Analytics on the www.afmachinery.co.uk website to help us to analyse trends and improve our marketing efforts. Anyone that visits these websites will have their IP addresses collected but we do not distribute or sell this information to anyone else. Google Analytics is fully compliant with recent GDPR guidelines.
Our website is developed and hosted by Tom Stevens who stores basic server access logs for debugging, security and service review (and not for marketing purposes). The data is also stored in a segregated database which they have access to in order to perform maintenance and the occasional debugging. Tom Stevens may also create additional log files for debugging and testing purposes. These will exist for as long as the files are needed and are deleted straight after and are typically not backed up.
Backups are securely transferred over an encrypted tunnel and go back potentially years. They are kept physically and digitally secure by Tom Stevens with locks and passwords. Encryption of the storage disks are used only when required.
HOW LONG WILL YOUR DATA BE STORED BY AFM?
In accordance with GDPR we will reconfirm data from email marketing every 2 years. Until this time your personal data will only be kept as a confirmation of consent and stored on MailChimp which can only be accessed by our staff that are fully GDPR aware and compliant. Data stored for customer purchases will be kept unless a formal agreement of account closure has been presented to Attlefield Farm Machinery Ltd. Please note: You may opt out from any email marketing by using the unsubscribe links at the bottom of the marketing emails at any time.
Any individual has the right to contact us in writing to update or remove any of their information at any time.
We will conduct staff training on how to store data as well as use of it in the future.
IF YOU HAVE ANY QUESTIONS ABOUT HOW YOUR DATA IS STORED OR IF YOU WANT US TO REMOVE YOUR DATA THEN PLEASE CONTACT: firstname.lastname@example.org
If you would like to opt out you can at anytime. Please either either use the unsubscribe link or email email@example.com please use the read receipt to make sure we have received the email.
Purchasing Machinery and Spare parts
Any Machinery purchased from ourselves must be used for the manufactures intended use. Before the Machine is used the operator must familiarise himself/herself with the machine. The operator must read and UNDERSTAND the operators manual and should not operate the machine if they are under the age limit or have not received the relevant training etc. Copies of any operators manuals can be supplied on request. Any Safety equipment or protective clothes must be worn at all times when using the machine (for example helmets when using ATV’s). The buyer of the machine acknowledges and agrees that the machine is fit for the particular purpose intended when the invoice is paid. It is the Buyers responsibility to check the machine before each use to ensure the machine is in a safe state to use.
Any Parts brought must be fitted by a trained technician/mechanic. The person fitting the parts should have a good understanding of the machine so they can confirm exactly what parts are needed and how they should be fitted. Workshop manuals can also be provided for Torque settings etc.
The above is the purchasers responsibility.
Rehandling fees are explained in the Parts section. If any machine is taken back due to the customer not needing or wanting it within a month of buying it we reserve the right to charge a rehandling fee. After one month we may refuse to take it back unless it is in writing.
New Machines come with manufactures warranty (unless stated), this is not provided by AFM Ltd. AFM Ltd will support the customer and carry out any Manufactures warranties for the brands we sell. Specific Manufactures warranty terms and conditions can be made available before any purchase is made. Any Warranty work is a return to base warranty, this means the machine must be returned to our workshop to be assessed and then repaired. Warranty work should be done as soon as possible, the machine should not be used unless you have confirmation that it is safe to do so from the manufacturer.
Second hand machines.
Any Warranty on second-hand machinery will be negotiated at the time of sale. Our machines which have been through the workshop will come with three months warranty if our asking price is met. If the asking price is met then this will be shown on the invoice as no discount will be shown and the warranty period will be stated on the invoice. If the sales price is not met, then it will come without warranty unless otherwise agreed. If a warranty is given, then this will be in writing (email and stated on the invoice) and will never be given just by verbal agreement. Warranty does not include any form of misuse. For example head gaskets, if the radiator is not cleaned or water not checked then this will not be covered. If the customer can not prove that the machine has not been abused or damaged. On other machinery such as toppers or hedge cutters, if oils have not been checked or the machine has been abused then warranty will be void as it would be from new. Carrying too much or putting too much hp through a machine also voids any warranty. We take our warranty claims from what the manufactures would deem to be warranty on new machines as well as age of machines.
Trade sales (anything sold as trade or sold to other dealers) or spares and repairs come without any warranty unless agreed in writing.
We specialise in Spearhead, Arctic cat genuine parts as well as other manufactures. Parts supplied have a years warranty except for operator error or misuse (this again is provided by the manufacturer of the parts. Wearing parts such as blades, brake pads, bushes, bearings etc come without warranty unless it is a premature failure. Parts which are ordered through ourselves unless they are specially ordered can be returned but there is a 25% handling fee unless it is a mistake from AFM staff which will be 0% handling fee. The delivery is non refundable and the part must be returned in un used original packaging, the delivery back to AFM must be paid by the customer. For this we need a serial number and model number, if the part number has been given to AFM by the customer then we reserve the right to charge a handling fee or refuse to take it back if it was specially ordered. We will help as much as possible in any of the above cases.
If you would like anymore information on the above terms and conditions then please contact us. Please email firstname.lastname@example.org
Non Genuine parts. We can supply non genuine parts on request for many machines, engines and equipment. If a non genuine part is brought from us then it is fitted, the risk and any liability is the purchasers responsibility. For example we recieve a filter number and cross reference the filter through either Man, Donaldson or Hifi’s cross referencing website (links available on request) it is the customer/purchaser’s responsibility to check that it is correct for the job inteneded. The same goes for bearings, drive shafts and any other non genuine parts. If we supply a non genuine part which has been cross referenced from the supplier then this will normally have an N after the part number to idicate that it is a non genuine.
By buying any machines, services or parts you are confirming that you agree to our terms and conditions
All Deposits are non-refundable unless we are unable to fulfil the order within a month. Deposits paid are non-refundable if the purchaser does not complete the order within 60 days of the deposit being paid. Unless agreed in Writing between both parties.
AFM Ltd accepts no liability for consequential loss or damage of any kind whatsoever arising with regard to goods supplied by AFM LTD and so far as is legally possible AFM LTD accepts no liability whatsoever arising under the contractual terms implied here and by the Sale of Goods Act 1893 and 1979. Supply of Goods (implied terms) Acts 1973, Supply of Goods and Services Act 1982 and Unfair Contract Terms Act 1977
No liability is accepted for any direct or indirect cost, damage or expenses relating to damage to property or injury or loss to any person, firm or company or any loss of profits or production arising out of or occasioned by any defect in or failure of goods or by materials or parts thereof supplied by AFM LTD. Risk shall pass to the Buyer on delivery, notwithstanding that title to the goods does not pass until payment in full is made to AFM LTD
No other terms or conditions which may appear on any document issued by the Buyer shall be binding on The Company, unless expressly agreed in writing by the Company.