EXORA APPLICATION TERMS
PRIVACY NOTICE
Exora is comitted to protecting your privacy and handling your personal information in a safe, fair and transparent way. This notice page explains what information we collect, why we collect it and how we use it and your rights.
1. INTRODUCTION
For the purposes of UK data protection law, Exora is the data controller responsible for deciding how and why your personal information is used.
This Privacy Notice applies when you:
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visit or use our website
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contact Exora
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submit a breeder, retailer, stockist or business application
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create or use a trade account
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purchase livestock, products or services
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subscribe to marketing communications
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interact with our social media pages
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otherwise enter into a business relationship with Exora.
6. WHO WE SHARE INFORMATION WITH
We do not sell your personal information.
We may share information where reasonably necessary with:
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Wix and website infrastructure providers
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payment processors and banks
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couriers and delivery companies
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breeders, suppliers, retailers and fulfilment partners
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email and communication providers
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analytics and cookie-management providers
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IT, security and fraud-prevention providers
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accountants, insurers, solicitors and professional advisers
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government bodies, regulators, law-enforcement agencies or courts
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debt-recovery services where money is owed
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a buyer or successor if Exora is sold, transferred or reorganised.
Our website is created and hosted using Wix.
As the website owner, Exora decides what customer and visitor information is collected and how it is used. Wix generally processes website visitor information on our behalf through its hosting, database, account and website services. Wix may also process certain information under its own privacy terms where applicable.
Some service providers may process or store information outside the United Kingdom.
Where personal information is transferred internationally, we take reasonable steps to ensure an appropriate safeguard recognised under UK data protection law is used. This may include:
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UK adequacy regulations;
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an International Data Transfer Agreement;
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the UK Addendum to approved standard contractual clauses; or
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another legally recognised transfer safeguard.
You may contact us for further information about safeguards applying to your information.
2. INFORMATION WE COLLECT
The information we collect depends on how you interact with Exora.
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We may collect:
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your name, business name and job title
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email address, telephone number and social media details
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billing, delivery, collection or business addresses
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account usernames and account activity
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order, invoice, payment and refund information
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products or livestock purchased, supplied or requested
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trade-account status, pricing level and payment terms
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correspondence, enquiries, complaints and customer-service records
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marketing preferences
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IP address, browser, device, approximate location and website activity
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cookie identifiers and website analytics information; and
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any other information you voluntarily provide.
If you apply to become a breeder, supplier, retailer, stockist or Exora business partner, we may also collect:
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details about your business or breeding activities;
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species, livestock or products you produce or stock
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your experience, standards and husbandry practices
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information about your facilities and production capacity
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photographs or videos of livestock, products or facilities
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licences, registrations, insurance or animal-welfare information
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expected availability and supply volumes
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courier, shipping or collection arrangements
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references
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links to websites or public social media accounts
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your answers to application questions.
We normally collect information directly from you when you complete a form, create an account, place an order or contact us.
We may also receive information from:
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Wix and other website providers
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payment providers
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couriers and delivery companies
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approved breeders, suppliers or retailers
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publicly available business websites or social media pages
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Companies House or other public registers where relevant
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another person acting with your permission.
Where you provide another person’s information, you must have permission to do so and should make them aware of this Privacy Notice.
7. COOKIES AND MARKETING
Our website uses cookies and similar technologies.
Cookies may be used to:
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operate the website
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maintain security
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support account login
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remember shopping-basket contents
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remember preferences
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understand how visitors use the website
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measure performance
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support marketing or advertising.
Cookies that are strictly necessary for the website or a service you request may be used without consent.
Non-essential analytics, advertising and marketing cookies will only be used after you have made a choice through our cookie banner or cookie settings, where consent is required.
You can manage your preferences through the website’s cookie settings. You can also restrict cookies through your browser, although this may prevent parts of the website from functioning correctly.
Where permitted, we may send information about:
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available livestock or products
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new breeders or stockists
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Exora services
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business opportunities
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events
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company news
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relevant offers or updates.
Where consent is required, marketing consent will be requested separately and will not be a condition of submitting an application or placing an order.
You can stop marketing communications at any time by:
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selecting the unsubscribe option within an email
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changing your communication preferences where available
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contacting us at any moment
When you unsubscribe, we may retain limited information on a suppression list to ensure that we continue to respect your request.
3. HOW AND WHY WE USE YOUR INFORMATION
We only use personal information where we have a lawful reason to do so.
Responding to enquiries
We use your contact details and correspondence to answer questions, provide information and deal with requests.
We rely on:
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our legitimate interest in communicating with customers and business contacts; or
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taking steps at your request before entering into a contract.
Assessing applications
We use application information to:
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assess whether an applicant is suitable for Exora
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check standards, experience, quality and reliability
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protect animal welfare and Exora’s reputation
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communicate with applicants
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select breeders, retailers, stockists and suppliers
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establish potential commercial relationships.
We rely on:
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taking steps at your request before entering into a contract; and
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our legitimate interest in selecting responsible and suitable business partners.
Submitting an application does not guarantee acceptance, exclusivity, orders, sales or any particular level of business.
Managing accounts and business relationships
We use your information to:
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create and administer accounts
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provide access to trade services and pricing
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manage breeder, supplier and stockist relationships
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provide support
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maintain records
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protect account and website security.
We rely on:
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performance of a contract;
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taking steps before entering into a contract; and
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our legitimate interest in operating and protecting Exora.
Processing orders and payments
We use information to:
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accept and process orders
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issue invoices
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collect payments
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arrange delivery or collection
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provide order updates
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manage refunds, credits or account balances
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resolve order or delivery problems.
We rely on:
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performance of a contract;
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compliance with legal obligations; and
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our legitimate interest in managing payments and recovering money owed.
Legal, security and fraud-prevention purposes
We may use information to:
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maintain tax and accounting records;
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meet trading, licensing or animal-welfare requirements;
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prevent fraud or misuse;
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protect our systems and users;
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investigate complaints;
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establish or defend legal claims; and
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respond to lawful requests from authorities.
We rely on:
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compliance with legal obligations; and
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our legitimate interest in protecting Exora, its customers and its business partners.
Improving and promoting Exora
We may analyse website use, applications, orders and feedback to improve our website, products, services and business processes.
We may also use information to market Exora where you have consented or where marketing is otherwise permitted by law.
We rely on:
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our legitimate interest in developing and improving Exora
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consent for non-essential cookies and certain marketing
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another lawful marketing basis permitted under applicable law.
Where we rely on consent, you may withdraw it at any time.
8. HOW LONG WE KEEP INFORMATION
We only keep personal information for as long as it is reasonably required for the purpose for which it was collected.
Our normal retention periods are:
Orders, invoices and financial records
Normally retained for approximately six years, or longer where required for taxation, accounting, legal or regulatory purposes.
Active customer, breeder, supplier and trade accounts
Retained while the account or commercial relationship remains active and normally for up to six years after it ends.
Approved applications
Retained for the duration of the business relationship and normally for up to six years after it ends.
Unsuccessful, incomplete or withdrawn applications
Normally retained for up to 12 months after the decision, withdrawal or last contact, unless there is a legitimate reason to retain the information longer. With your agreement, we may retain limited application information for future opportunities.
Enquiries and general correspondence
Normally retained for up to two years after the matter has been closed.
Complaints, debts and legal disputes
Normally retained for up to six years after the matter is closed, or longer where legal proceedings or another legitimate requirement applies.
Marketing records
Retained while you remain subscribed. Limited suppression-list information may be retained after you unsubscribe.
Cookie and analytics information
Retained according to the periods shown within our cookie settings and the settings of the relevant website or analytics provider.
At the end of the relevant period, information will be deleted, securely destroyed or anonymised unless we are legally required to keep it.
We use reasonable technical and organisational measures to protect information against:
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unauthorised access
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accidental loss
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misuse
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alteration
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disclosure
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destruction.
These measures may include account passwords, access restrictions, secure website and payment providers, software-security controls and confidentiality arrangements.
No online system can be guaranteed to be completely secure. You are responsible for keeping your login details confidential and should contact us immediately if you believe an account has been compromised.
9. YOUR DATA-PROTECTION RIGHTS AND COMLAINTS
4. APPLICATIONS AND TRADE ACCOUNTS
Information submitted through breeder, retailer, stockist or business applications will be used to assess the applicant and manage the application process.
We may:
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review the information provided
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contact the applicant for further details
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check publicly available business information
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request photographs, references or supporting documents
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discuss supply, capacity, quality, welfare or delivery arrangements
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approve, reject or place an application on hold; and
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retain records of the decision.
We may request evidence of licences, registrations, insurance or business status where relevant to the proposed relationship.
Some information is required to properly assess an application or establish a trade relationship. If the required information is not provided, we may be unable to process or approve the application.
Approved applicants may receive a trade or partner account. We may use account information to manage:
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access permissions
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trade pricing
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orders and invoices
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payment terms
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availability
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communications
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account security
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the ongoing commercial relationship.
Exora may suspend, restrict or close an account where reasonably necessary to protect security, prevent misuse, manage unpaid accounts or end a commercial relationship.
Application decisions are not intended to be made solely through automated processing. A person will normally be involved in the final decision.
Depending on the circumstances, you may have the right to:
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request access to the personal information we hold about you;
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ask us to correct inaccurate or incomplete information;
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ask us to delete information in certain circumstances;
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ask us to restrict how information is used;
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object to certain uses of your information;
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receive certain information in a portable format;
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withdraw consent where we rely on consent; and
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complain about how your information has been handled.
These rights do not apply in every situation. We may need to retain information where it is required for an order, legal obligation, unpaid account, dispute or legal claim.
We may request reasonable information to confirm your identity before dealing with a request.
We will normally respond within one month. This period may be extended where permitted for particularly complex or numerous requests.
We do not normally charge a fee. However, a reasonable fee may be charged, or a request may be refused, where permitted by law because it is clearly unfounded, repetitive or excessive.
Your Right to Object
You have the right to object at any time to the use of your personal information for direct marketing.
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You may also object where we rely on legitimate interests.
Where you object to legitimate-interest processing, we will stop using the relevant information unless we can demonstrate compelling legitimate grounds to continue or the information is required to establish, exercise or defend a legal claim.
To exercise your rights, contact:
Email: [INSERT BUSINESS OR PRIVACY EMAIL ADDRESS]
We would appreciate the opportunity to resolve any concern directly.
You also have the right to complain to the UK supervisory authority:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Telephone: 0303 123 1113
5. ORDERS, PAYMENTS AND DELIVERIES
When you place an order, we use the information provided to fulfil the order and meet our contractual obligations.
This may involve sharing the minimum information necessary with:
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payment processors
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banks
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couriers
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delivery or collection providers
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approved Exora breeders
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suppliers
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retailers
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fulfilment partners.
Where livestock or products are dispatched directly by an approved breeder or supplier, we may provide them with your:
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name
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delivery or collection address
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telephone number
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email address
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order details
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relevant delivery instructions.
This information must only be used to prepare, dispatch, deliver and support the relevant order.
Payments may be processed through Wix Payments, PayPal or another payment provider made available at checkout or agreed with you.
Exora does not normally receive or store your complete card number or card-security code. Payment providers may process information independently for payment processing, fraud prevention and legal compliance under their own privacy notices.
If information required to process payment, fulfil an order or arrange delivery is not provided, we may be unable to accept or complete the order.
10. CHILDREN, EXTERNAL WEBSITES, AUTOMATED DECISIONS AND UPDATES
Exora’s breeder, retailer, stockist and trade services are intended for people aged 18 or over.
We do not knowingly invite children to create trade accounts, submit commercial applications or enter into business agreements.
Where a person under 18 contacts us, we may request the involvement or permission of their parent or legal guardian.
Please contact us if you believe that a child has provided personal information improperly so that we can investigate and take appropriate action.
Our website may contain links to third-party websites, payment providers, social media platforms, breeders, retailers or other external services.
Exora is not responsible for the content, security or privacy practices of external websites. You should review the privacy notice of any third party before providing personal information.
We do not currently use solely automated decision-making that produces legal or similarly significant effects for individuals.
We may update this Privacy Notice where:
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our website changes
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new services are introduced
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our business model changes
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we use different providers
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legal requirements change.
