This Notice sets out our commitments to safeguarding your privacy and establishes how we will collect, process, and store your Personal Data when using the Website or receiving services.
Within this policy-
‘Personal Data’ means any information in any format or medium, from which you can be personally identified;
‘we’, ‘us’ or ‘our’ means VIRTUALLY HERE FOR YOU LTD, a company incorporated in England with a registered address at Apartment 19, Hops House, 3 Old Brewery Way, London, E17 7FE and a company registration number of 12954738.
‘Website’ means https://www.virtuallyhereforyou.co.uk/
‘you’ or ‘your’ means the visitor or user of the Website;
We are providing this information as part of our on-going efforts to provide transparency and fairness by ensuring that you have all the information regarding your privacy when using the Website; and to comply with our obligations and your rights created by applicable law.
If you do not agree with anything within this Privacy Notice, you must not use the Website or sign a contract for us to provide services.
If we make any changes we shall make the new notice available on the Website which shall apply from the date of publication so you are encouraged to revisit this Notice periodically to ensure that you agree to the current version.
1. Your Personal Data
1.1.We will only gather, collect, process, or store any Personal Data –
a) with a lawful purpose;
b) that is necessary for processing an enquiry;
c) that is necessary to deliver the website to the device used by you;
d) to take the necessary steps to enter into and in the performance of a contract with you;
e) that is necessary for the administration of an account if you register with the Website;
f) for the recording of a financial transaction;
g) for internal records that we are legally obliged to keep;
h) to deal with complaints, disputes, and legal actions;
i) where necessary to protect the vital interest of you or another person;
j) to send commercial communications from us (including newsletters and notifications), where you request or consent to such communications;
k) to send commercial communications from selected partners, associates, or affiliates only where you expressly request or consent to such communications.
2. Use of the Website
2.1.When visiting the Website, we may collect the following information –
a) the country from where you gain access to the Website;
b) the browser used by your device;
c) the operating system used by your device;
d) the screen resolution and other settings of the device you use;
e) the IP address;
f) the web pages that you visit or access;
g) the length of time you spend on a webpage;
h) the referral source, if any (the way how you arrived at the Website);
2.2. With the exception of the IP address this information is anonymised and you cannot be personally identified from it, therefore it is not classified as Personal Data.
2.3.The information is used with a legitimate interest or consent to
a) generate website usage reports and statistics;
b) maintain a Website that is user friendly and compatible with popular equipment and software;
c) analyse and maintain the security of the Website;
d) the IP address may be used to help identify inappropriate or malicious use;
3.1. If you make an enquiry about the Company, its services, the Website, or its Content whether using the facility on the Website (or otherwise), you will need to provide us with your name, email address, and mobile telephone number.
3.2.This information is processed with
a) A legitimate interest - in order that we can respond to your enquiry; or
b) With your consent to send commercial communications including the availability of new Products, special offers and discounts, newsletters, and notifications.
4.1. If you register with us to use a restricted area we may require your name, address, Company name, email address, you will also need to create a username and password.
4.2.we will use your Personal Data
a) with a legitimate interest for the administration and performance of the account;
b) with a legal obligation and legitimate interest for maintaining internal records;
c) with a legitimate interest to deal with complaints, disputes, and legal actions;
d) with a legitimate interest o detect miss-use;
e) with a legitimate interest to protect the vital interest of you or another person;
f) with a legitimate interest and with your consent to send commercial communications from us except where you opt-out of receiving such communications;
5.1. If you make an order or purchase for services then we will collect your name, address, email address, payment card details, and any other information needed or necessary to deliver the services to you.
5.2.we will use this information
a) with a legitimate interest and in the performance of the contract to deliver any Products or servicers to you;
b) in compliance with a legal obligation for the recording of financial transactions;
c) in the administration and performance of the contract and a legal obligation for internal records;
d) to deal with complaints, disputes, and legal actions;
e) with a legitimate interest to, where necessary, protect the vital interest of you or another person;
f) with your consent to send commercial communications from us including the availability of new products or services, special offers and discounts, newsletters, notifications, you can withdraw your consent at any time by clicking the unsubscribe link in the communications; or otherwise informing us that you wish to opt-out.
6. Processing payments
6.1.All payments for services are processed by a third party payment processing merchant and in full compliance with all recognised standards and security requirements.
6.2.The payment processing merchant will use full encryption to ensure your payment card information remains secure, this means that orders can only be accepted from web browsers that permit communication through Secure Socket Layer (SSL) technology, it is not possible to place an order via an unsecured connection. Most web browsers support SSL.
6.3.We do not process, retain, or store any payment card details, we only collect and pass them through to the processing merchant. A payment processing merchant is bound by strict rules and regulations for the collection, use sand storage of your payment card details.
7. Sharing your Personal Data
7.1.We will not share your Personal Data with anyone except as stated within this Notice.
7.2.We may use a third party software to perform certain functions, this is considered to be sharing your Personal Data with the software.
7.3.We may store your Personal Details in software on our computers or third party servers or on the cloud, although the third party does not access the Personal this is still classed as sharing.
7.4.We will share you name and email address with our email service provider when we communicate with you through email.
7.5.We may share your Personal Data with our employees, officers, agents, consultants, suppliers, or subcontractors insofar as reasonably necessary
a) for dealing with an enquiry or administering a registration;
b) for performance of a contractual obligation;
c) to the extent that we are required to do so by law;
d) in connection with any legal proceedings or prospective legal proceedings;
e) to establish, exercise or defend our legal rights;
f) with the purchaser (or prospective purchaser) of any business, asset, or account which we are (or are contemplating) selling;
7.6.We may also engage other businesses for website, IT or analytic support and maintenance who may, whilst performing their services have access to your Personal Data. These businesses will be working under a contract for services that contain strict conditions in relating to accessing Personal Data and will be subject to confidentiality undertakings.
8. Automated Processing
8.1.We shall not use automated processing of your Personal Data to form or make decisions except where authorised or required by law (for example for the calculation of taxes due from a purchase); or you have given your express consent. If we use automated processing you are entitled to request details of the automated process.
9. Data Security
9.1.We will take all reasonable technical and organisational precautions to prevent the loss, misuse, or alteration of Personal Data, including
a) storing of data on a secure, password protected, and firewall protected device;
b) limiting access to data to only personnel who need access for the performance of a contract or the administration and management of an account;
10. Data transfers outside the EU
10.1.We shall not generally transfer or process any personal data outside the boundaries of the E.U. If any data is transferred outside of the E.U. we shall ensure that the county has sufficient security measures and guarantees in place to protect the security of your Personal Data.
11. Data retention
11.1.Personal Data shall be retained for as long as necessary to fulfil the purpose which it was collected.
11.2.We may retain Personal Data for longer than is necessary for the purpose which it was collected to comply with a legal obligation, for example the retention of financial transactions for accounting purposes or where we may need to exercise or defend our legal rights which means the some information may be retained for up to six years.
12. Your rights
12.1.Under data protection regulations you have the right
a) to know the identity and contact details of the Data Controller and Data Protection Officer (where applicable);
b) to know the purpose and legal basis for processing your Personal Data, and where processing is based on the legitimate interests of the Data Controller, what those legitimate interests are;
c) to know whether your Personal Data is transferred or processed beyond the EU and that appropriate safeguards are in place.
d) to access your Personal Data
e) to erase Personal Data.
f) to restrict processing.
g) to portable data.
h) to withdraw consent
i) to complain.
You can contact us regarding any aspect of the collection, use or storage of your Personal Data at the address given near the top of this Notice.