Join
Login

Privacy Policy

Why This Policy

At Orchard Link, we take your privacy seriously and we keep our procedures to safeguard your data under constant review. From May 2018 the General Data Protection Regulations (GDPR) placed a greater burden on organisations which gather and hold your personal data, and more accurately set out your rights (see the table below for those rights and how they relate to Orchard Link).

There are a limited number of discrete reasons under which organisations may collect, retain and process your data. Orchard Link does so to pursue its legitimate interests in support of your contact with us, your membership and associated Event, Course and Hiring activity.

This privacy policy has been approved by your Committee. We are not required to appoint a Data Protection Officer, but a committee member will act to safeguard all our interests in this regard. We will review this policy when appropriate and at least once a year. In all instances of wishing to contact Orchard Link about your data, please use the contact form on the website, selecting “My Data” as the category.

The Data We Hold And Process

At Orchard Link we will only use your personal information to keep in touch with you, and other members, through emails and newsletters and to manage Orchard Link and the services we offer as efficiently as possible.  Our primary means of communicating with you will be through a newsletter and emails through our MailChimp account.

If you make equipment bookings you will be asked to provide your name, a contact email address and a telephone number as part of that process. Orchard Link will make that information available to other hiring members through the members-only calendar on the website for the purposes of managing and transferring the equipment. This information will be also held by our booking agent “SimplyBook.Me” and will be held according to SimplyBookMe’s Privacy Policy.

If we receive a request for your data from any other external organisation or individual, we will always refuse, but if we feel the request has merit for you we will contact you with the request and invite you to contact them directly if you desire.

We will keep no more information than that which you have shared with us and at most that will be the following:

This data is kept securely either on our SSL-protected website, or on Orchard Link’s Google drive as password-protected computer files (both controlled under this Privacy Policy and the latter also under Google’s Privacy Policy), or within our Mailchimp Audience SSL-protected database (under Mailchimp’s Privacy Policy). The data will be available to members of the Committee to the minimum level required in pursuit of their activities on your behalf. Your name, contact number and email address will be shared privately with other hiring members (through an online calendar behind the member firewall) when you make a booking in order to manage equipment handovers smoothly. This data will be deleted from the calendar periodically during and at the end of every hire season.

Orchard Link will keep general past personal data records for a maximum of two years from your last subscription expiry, after which they will be deleted.  Anonymised statistical data only will then be retained.  You can always unsubscribe from our Mailchimp emails, but since they will be the primary means of communicating with our Members, we will interpret it as a desire to leave Orchard Link and will cancel your membership accordingly and start the two year deletion clock. Harvestline data is not related in any way to Membership and will therefore be deleted annually in December at the end of each season.

The Data We Do Not Hold Or Process

Orchard Link does not record or store any data categorised by the Data Protection Regulations as “sensitive” or “special category”. Orchard Link does not record, or store any sensitive financial information such as bank account numbers or credit card numbers, except fleetingly that information passed to, and held by, our bank as part of any BACS transfer you request us to make (where necessary to refund where you chose to pay by a card payment). In these instances, we will delete this information from storage under our control as soon as it has been transferred to the bank and, once held by the bank, it will be governed by the HSBC’s Privacy Policy.

In cases where members choose to pay for membership, equipment hire, course fees, etc by Paypal, then the relevant financial data (bank account numbers or credit card numbers) is held by Paypal, not by Orchard Link and the transaction is governed by Paypal’s Privacy Policy.

Website Cookies: While our website uses cookies to manage your visit and remember whether you have logged in or not, Orchard Link does not process or use any information arising from these cookies and we retain no record of your visits, other than anonymised analytical data processed through Google Analytics. You should be aware, however, that your web browser, search engine and the linked websites which you access through our website (primarily Simply Book Me, Paypal and You Tube as well as our social media links) may track your visit to our website and hold data relating to your visit over which we have no control. We advise you to become knowledgeable about the behaviour of the systems you use to access the web and use your privacy controls to best reflect your wishes.

Your Rights Under the GDPR

As a not-for-profit organisation we will remain unregistered with the Information Commissioner’s Office, but we will remain fully compliant with the General Data Processing Regulation (GDPR) which came into force in mid-May 2018. As such you, as the “data subject” within the regulations have the following eight rights, the first seven of which have applicability to Orchard Link.

It should be noted that, in common with most legislation, there is much detail in the rights and if you plan to exercise one of them (particularly those marked *) it would be good to have a look at the full details on the Information Commissioner’s website (linked at the bottom of this page). In all circumstances we will do our best to assist you in exercising your rights or suggesting an independent adviser in the unlikely event of any conflict. We hope that should you elect to pursue any of these rights with us, you will remember that we are all volunteers and responses will take time.

The rights which specifically apply to Orchard Link

Your Right How you Exercise It with Orchard Link
The right to be informed through this privacy policy
The right of access just ask us
The right to rectification having seen what we hold, you can tell us to change it if it is wrong
The right to erasure In certain circumstances* you can ask us to erase the data we hold at any time; your data will also be erased within two years after you leave Orchard Link for any reason. In these circumstances, clearly you cannot continue to be a member of Orchard Link if we cannot hold your data.
The right to object if for any reason you feel the data we hold is causing you concern – although that is unlikely given that we only hold the above data – you can object* to us, and if you are not happy with our response, to the Information Commissioner
The right to restrict processing we only process your data internally for your benefit as a member and to assist us in managing Orchard Link; you can at any time ask us about this and if you desire, restrict what we do*
The right to data portability although we do not believe there to be any equivalent organisations we cannot rule out there may be a need for us to transfer your data (but only at your request*) to a similar organisation.

The right which doesn’t specifically apply to Orchard Link:

Right which doesn’t apply Why it doesn’t apply
Rights in relation to automated decision making and profiling. we do not conduct these activities

 
*Full details of individual’s rights under GDPR regulations are in this section of the Information Commissioner’s Office website.
For further detailed information on the rules concerning Data Protection please refer to the Information Commissioner’s Office website

Last Updated: 23 June 2020

How to submit a listing

Location, location, location

Harvestline is primarily designed as a service for members of Orchard Link in and around Devon to enable them to buy, sell, source or exchange apples. We are happy, however, in order to support the wider apple and orchard communities in the South West and contiguous apple counties (Hertfordshire, Gloucestershire and Somerset) to also open it for individuals, professional growers and small orchard owners who are offering or selling apples. Non members of Orchard Link looking to offer or sell apples are welcome to submit a listing.

Individuals looking for apples should contact those offering or selling apples direct without posting.

Do not fill in the form if you live outside or your apples are located outside the specified area above as the posting will be rejected automatically.

Be accurate

Please read through the instructions and craft your post carefully giving full details as this will lessen the post being rejected as posts that do not have sufficient details or which do not have an email address will be automatically rejected.

Please fill out the form in full, giving as much information as possible. Please list the varieties if you know them or, failing that, say if the apples are ciders, cookers or deserts or a mixture. The more information you can provide, the better your chances are for success. As well as your region, in particular please give a postcode or the nearest town to where your apples are located. Please include how much you might want per ton or sack if you are selling, or set to zero if you simply need the apples collected.

Orchard owners may not be looking for payment for their apples; but our experience is that most will. For those of you looking at our listings to try to find apples, please remember Orchards are an important resource in the general environment and many have been lost over the last few years, payment gives a little income for orchard owners to help maintain their orchards and helps the surrounding environment.

Keep us in the loop

If you are successful with your post please inform info@orchardlink.org.uk so that your post can be deleted. This will mean individuals will not get unwanted calls or emails. Individual posts will be deleted 60 days after posting, unless you expressly email us within that time to retain it on the site. All posts will be deleted when the listings close at the end of the season (usually the first week in December).

Some important small print

The information you give in the form will be made visible on this website page, so please only provide details that you are willing to have in the public domain. Orchard Link’s role is simply to provide space on this noticeboard for your listings. We do not verify any of the information provided or make any claims about quality, quantity, value or arrangements. Orchard Link plays no part in any agreement or contract that might be made and will have no role or liability in any subsequent dispute.

Here is your step-by-step guide to booking Orchard Link equipment.

Welcome to the 2022 Hire Season! All prospective hirers must read this guide in full before making a booking: it contains important information and updated Terms and Conditions of hire.

You have to be a member of Orchard Link to hire our equipment and get access to the hire system. If you need to join then follow this link. Note that the named hirer must be an Orchard Link member and must be present and supervising the use of the equipment on the hire day.

We have a range of different sized presses for extracting the juice, electric mills (for pulping apples) and pasteurisers. When you book a press, it is provided as a complete ‘kit’ with the mill, press, pasteuriser and various buckets and accessories. A full list of equipment is provided as a .pdf download for each kit. You will need to provide a safe electricity supply for the mill (240V supply capable of handling a 2.2Kw load) and a good supply of water for cleaning the equipment after use.

Our hire area is south Devon, between Exter and Plymouth, and south of the A30. We do not accept bookings from outside that area. A schematic map is here.

When you are logged in as a paid Member, this link will take you to our availability calendar to show you when the equipment is free. If you click on the confirmed hires shown for the dates immediately before and after your preferred date, a pop-up box gives you the contact and location information of the hirers which is helpful in indicating where the equipment will need to be collected from and returned to – although this will change as more people make bookings around the same time.

Once you have decided which equipment kit suits you best, click on the “Go to Booking Page” button on the Hire page. This will take you to our on-line booking system run by SimplyBookIt.

The link takes you to a list of the equipment available where you make your choice, then to the calendar showing the availability of that particular piece of equipment. Equipment is hired by the day: find a day that is free, select it and you will be led through the booking process. Note that you must make your booking at least two days in advance of your hire date. If you cannot select the date you want, that means it is already booked for that day.

If you want to hire equipment for more than one day, you add more and pay just once at checkout. Simply select “Add another booking”. The system then goes back to the equipment select page and you run through the booking process again. The booking system will remember your contact details for successive bookings but you will need to enter the location for each separate element.

Finally you will be transferred to our PayPal page to make a payment using your debit or credit card or using your PayPal account if you have one. When making a booking, you must complete the payment within 15 minutes, or your session will time-out.

(Note that the “Pay Later” option on the payment page is only for organisations which have agreed an invoicing arrangement with us in advance: any unauthorised booking made using “Pay Later” will be cancelled when seen).

On completion, you will receive an e-mail message confirming your booking. If you do not receive the confirmation email, your booking has not completed. Please read your confirmation email thoroughly and keep it for reference as it contains essential information which you will need at the time of hire.

Your confirmed booking, together with your email, mobile phone number and location will show up on the hire calendar. Only logged in Orchard Link members can see this information. (See our Privacy Policy).

Given the high value of the equipment hired out without deposit, members hiring for the first time will be required to provide proof of address (the membership registered address) before a booking is confirmed. Send a scan or photo of a current Council Tax bill or a recent (3 months) utility bill to presshire@orchardlink.org.uk when the booking is complete. If you omit to do this, we will remind you, but the booking will be cancelled up to a week but no less than 72 hrs before it is due if this is not received.

Our equipment is all based at our store (click here for map) outside Ugborough, near Ivybridge. But at the height of the harvest season when the equipment is in almost daily use, the equipment passes directly from one hirer to the next. So, you will EITHER need to collect your equipment from our store, OR, if another member has the equipment on hire immeditately before you, you will collect it from the previous hirer.

At the end of your hire, you will EITHER need to return the equipment to our store at Ugborough OR, if another member is using it immediately after you, that person will collect it from you.

The system only works if everyone arranges the collection, return and transfer of the equipment through good communication with the hirers before and after them, or if to/from Ugborough, with our volunteer depot manager George Arnison. The booking confirmation email contains all the information necessary to do this.

A simple flowchart to guide you can be downloaded here.

If another member has booked your equipment for use the following day, you must have it fully cleaned and ready for collection by the next person by 6.30pm at the end of your hire day.

After you have passed on the equipment to the next hirer or back to the store, you must email Presshire to inform us where the equipment is then located. Please note that if you have not done so then you will retain responsibility for any subsequent loss or damage until we are next notified of any subsequent handover.

If you simply want to change the date of your booking, and provided there are more than 7 days to go to your booked date, first check on the calendar that your preferred new date is available for that equipment, then email us requesting the change. (This avoids the need for cancellation, refund and re-booking from scratch).

If you need to cancel your booking completely, please do so as soon as possible using the unique cancellation link provided in your booking confirmation email. This will cancel your booking instantly and maximise your chance of a refund. If for some reason you cannot do this, then email your cancellation to us at Presshire.

Refunds and cancellation charges:

  • If you cancel your booking within two days of hire start for any reason: no refund.
  • If you cancel your booking within seven days of hire start: 50% refund.
  • If you cancel your booking more than seven days before hire start: 100% refund less a £5 admin fee.


Any refunds will be made through the PayPal account that made the initial payment. However, if the inital payment was made by credit or debit card (rather than through a Paypal account) then the refund can only be done by BACS which will take longer. If you paid by card, and you cancel, please ensure you supply full bank details for BACS transfer.

We provide instructions for the safe use of the equipment on our website hire page and in paper format with each kit. Do read and follow those instructions! You are working with expensive professional equipment involving heavy weights, sharp blades, mains electricity and water. An instructional video for the Speidel 2,2kW Apple Mill is available here.
You must tell us and the next hirer straight away if there are any defects, breakages or losses.
Hiring members are responsible for ensuring all those using the equipment are fully briefed on its correct operation before use and are supervised throughout the hire period.

Care of equipment.

Hirers are required to use the equipment strictly in accordance with the instructions provided and to pass it on in clean and operable condition.

Losses and breakages or theft.

Hirers must check the equipment on receipt to ensure everything is present and working correctly. If there are any losses, breakages or malfunctions or any equipment is lost through theft, you must notify Orchard Link, the previous and the next hirer straight away. Orchard Link will not accept responsibility for loss of hired equipment time, caused by failure to notify of a known loss, break or malfunction. To be fair to all hirers, in the event of damage or loss caused by misuse, failure to follow the operating instructions, or mistreatment, or if you fail to report a loss or damage you are likely to be liable for any additional costs and you may lose your opportunity to hire the equipment again in the future. You are responsible for the safe custody and reasonable precautions against theft whilst the equipment is in your care.

You remain the hirer of the equipment, with all attendant liabilities, until you notify us that you have passed it on to the next hirer or have returned it to the depot.

Insurance.

Orchard Link has its own third party insurance, but this does not cover you for your use, loss, damage or theft of the equipment while out on hire nor, if you are organising an apple pressing event involving other people or the public generally, does it cover you for any claims against you. You must therefore ensure that you have suitable occupiers’ and public liability insurance of your own to cover your use of the equipment.

If you have a query about your booking or the equipment which is not covered here or by the detail of your confirmation email, please email us.