Our
GDPR privacy policy statement
Last Updated: 24/05/2018
PURPOSE OF THIS PRIVACY NOTICE
The purpose
of the below privacy notice is to provide you with information on how VIP Group
and its associated companies collect and process your personal data, we will
only gather and process personal information as detailed in this notice
document unless you are informed otherwise.
It is
important that you read this privacy notice together with any other privacy
notices, or fair processing notices we may provide on specific occasion. These
will outline the purpose of your data being collected and you will be made
aware of how we are using your data. This privacy notice supplements the other
notices and is not intended to override them.
Controller
VIP Group is
the controller and responsible for your personal data (collectively referred to
as "VIP Group", "we", "us" or "our" in
this privacy notice).
Personal information we may collect:
·
Name (Individual
and/or Company)
·
Address (Business
and/or Company)
·
Contact details
(Names, Telephone numbers, Email addresses)
·
Payment
details (Bank and/or card payment)
·
Delivery
address details
·
Order
details
·
Warranty
details
·
If you
contact Us, We may keep a record of that correspondence
·
Marketing
preferences and communications data
·
Usage data
(includes information about how you use our website and services)
·
Technical
data (internet protocol (IP) address, your login data, browser type and
version, time zone setting and location, browser plug-in types and versions,
operating system and platform and other technology on the devices you use to
access our websites)
Why do you ask for personal information?
We only ask
for enough personal information to enable us to deliver our services to you and
where we have a lawful basis including, legitimate
business interest to do so and for performance
of contract which means processing of data where it is necessary for the
performance of a contract to which you as a customer or supplier are a party.
We rely on
legitimate interest as the lawful basis on which we collect and use your
personal data for the purposes of direct marketing.
How is your personal data collected?
We use
different methods to collect data from and about you including:
Direct interactions.
You may give us your Identity and Contact by filling in forms or by
corresponding with us by post, phone, email or otherwise. This includes
personal data you provide when you:
·
Register your
details with us
·
Become a
customer
·
Place orders
with us
·
Request
marketing communications or subscriptions
·
Enter a competition,
promotion or survey
·
Give us some
feedback
Automated
technologies or interactions. As you interact with our website, we may
automatically collect Technical Data about your equipment, browsing actions and
patterns. We collect this personal data by using cookies and other similar
technologies. Please see our cookie policy on the website you are using.
Information
We Collect From Other Sources
From time to time we also obtain personal data from other sources as follows:
·
Names and
contact details of individual contacts at prospective customers from third
party data providers and/or public sources, such as social networks, company
websites and other online sources.
·
Names and
contact details of individual contacts at prospective customer from our
partners.
Will you pass my information on to third parties?
We only pass
your information on to third parties with the explicit intention and agreement
of being able to deliver our goods and services to you and for that intention
alone.
We do not
pass on, sell or share your details to any third party or marketing
organisation that does not directly impact our ability to provide our products
and services to you.
In certain
circumstances, we may be legally required to share certain data held by us,
which may include your personal data, for example where we are complying with
legal obligations, a court order, or a governmental authority.
Will you send me marketing information?
Only if you
give us your explicit consent. We would love to send you marketing information
about our new and exciting products and services, if you don’t give us explicit
consent by opting in or requesting marketing information then we won’t be able
to send you this information.
How can I stop receiving marketing information from you?
Simply opt
out of receiving marketing information, by opting out within your account or
unsubscribing from our marketing services or contacting our customer services
team.
How do we process your data?
We use your
data as necessary to supply the goods and services you have requested from us.
·
To provide
you with our services.
·
To carry out
our obligations arising from any contracts entered into between you and us.
·
To ensure
that content on the Website is presented in the most effective manner for you
and for the device(s) you use to access and view the Website;
·
To provide
you with information and offers that you request from us or which we feel may
interest you.
·
To allow you
to participate in interactive features of our service, when you choose to do
so.
·
To allow you
to participate in surveys.
·
To notify
you about changes to our service.
Marketing:
We may use
your data to contact you with marketing information about our products and
services but only where you have explicitly consented for us to do so or where
there is a legitimate business interest and ongoing relationship with you as a
customer.
Automated decision making/profiling
We may analyse your personal data
to automatically generate and tailor our marketing campaigns specifically to
you and your industry.
Do I have the right to be forgotten?
Yes of
course you have the right to be forgotten, if you request us to remove your
details we will take the necessary steps for your personal details to be removed
from our systems.
We do need
to keep enough personal information as long as there is a business need for
example in order to fulfil the terms of our contract such a warranties.
If we do
remove your details we will no longer be able to contact you nor will be able
to speak to you regarding any previous orders or warranty claims.
If it’s
because we are sending you marketing information you may just want to
unsubscribe from our marketing services instead.
How long will you use my personal data for?
We will only
retain your personal data for as long as necessary to fulfil the purposes we
collected it for, including for the purposes of satisfying any legal,
accounting, or reporting requirements.
To determine
the appropriate retention period for personal data, we consider the amount,
nature, and sensitivity of the personal data, the potential risk of harm from
unauthorised use or disclosure of your personal data, the purposes for which we
process your personal data and whether we can achieve those purposes through
other means, and the applicable legal requirements.
In some
circumstances you can ask us to delete your data see below for further
information.
In some
circumstances we may anonymise your personal data (so that it can no longer be
associated with you) for research or statistical purposes in which case we may
use this information indefinitely without further notice to you.
Data security
We have put
in place appropriate security measures to prevent your personal data from being
accidentally lost, used or accessed in an unauthorised way, altered or
disclosed. In addition, we limit access to your personal data to those
employees, agents, contractors and other third parties who have a business need
to know. They will only process your personal data on our instructions and they
are subject to a duty of confidentiality.
We have put
in place procedures to deal with any suspected personal data breach and will
notify you and any applicable regulator of a breach where we are legally
required to do so.
International transfers
We do not
transfer your personal data outside the European Economic Area (EEA).
Your Legal Rights
Under
certain circumstances, you have rights under data protection laws in relation
to your personal data:
·
Request
access to your personal data (commonly known as a “data subject access
request”). This enables you to receive a copy of the personal data we hold
about you and to check that we are lawfully processing it.
·
Request
correction of the personal data that we hold about you. This enables you
to have any incomplete or inaccurate data we hold about you corrected, though
we may need to verify the accuracy of the new data you provide to us.
·
Request
erasure of your personal data. This enables you to ask us to delete or
remove personal data where there is no good reason for us continuing to process
it. You also have the right to ask us to delete or remove your personal data
where you have successfully exercised your right to object to processing (see
below), where we may have processed your information unlawfully or where we are
required to erase your personal data to comply with local law. Note, however,
that we may not always be able to comply with your request of erasure for
specific legal reasons which will be notified to you, if applicable, at the
time of your request.
·
Object to
processing of your personal data where we are relying on a legitimate
interest (or those of a third party) and there is something about your
particular situation which makes you want to object to processing on this ground
as you feel it impacts on your fundamental rights and freedoms. You also have
the right to object where we are processing your personal data for direct
marketing purposes. In some cases, we may demonstrate that we have compelling
legitimate grounds to process your information which override your rights and
freedoms.
·
Request
restriction of processing of your personal data. This enables you to ask
us to suspend the processing of your personal data in the following scenarios:
(a) if you want us to establish the data’s accuracy; (b) where our use of the
data is unlawful but you do not want us to erase it; (c) where you need us to
hold the data even if we no longer require it as you need it to establish,
exercise or defend legal claims; or (d) you have objected to our use of your
data but we need to verify whether we have overriding legitimate grounds to use
it.
·
Request the
transfer of your personal data to you or to a third party. We will provide
to you, or a third party you have chosen, your personal data in a structured,
commonly used, machine-readable format. Note that this right only applies to
automated information which you initially provided consent for us to use or
where we used the information to perform a contract with you.
·
Withdraw
consent at any time where we are relying on consent to process your
personal data. However, this will not affect the lawfulness of any processing
carried out before you withdraw your consent. If you withdraw your consent, we
may not be able to provide certain products or services to you. We will advise
you if this is the case at the time you withdraw your consent.
If you wish
to exercise any of the rights set out above, please contact us.
No fee
usually required
You will not
have to pay a fee to access your personal data (or to exercise any of the other
rights). However, we may charge a reasonable fee if your request is clearly
unfounded, repetitive or excessive. Alternatively, we may refuse to comply with
your request in these circumstances.
What we may
need from you
We may need
to request specific information from you to help us confirm your identity and
ensure your right to access your personal data (or to exercise any of your
other rights). This is a security measure to ensure that personal data is not
disclosed to any person who has no right to receive it. We may also contact you
to ask you for further information in relation to your request to speed up our
response.
Time limit
to respond
We try to
respond to all legitimate requests within one month. Occasionally it may take
us longer than a month if your request is particularly complex or you have made
a number of requests. In this case, we will notify you and keep you updated.
Links to other websites
This privacy
notice does not cover the links within VIP Group Websites linking to other
websites. We encourage you to read the privacy statements on the other websites
you visit.
We do not
control these third-party Sites and are not responsible for their privacy
statements.
Changes to this privacy notice
We will keep
this privacy notice under regular review and we will place any updates here. At
the start of this privacy notice, we will tell you when it was last updated.