PRIVACY NOTICE – VISUAL TECHNOLOGY SERVICES LIMITED
This Privacy Notice is provided by Visual Technology Services Limited (‘we‘ or ‘us‘). We are a ‘controller’ for the purposes “Data Protection Laws” that applies to us in the UK. We take your privacy very seriously. We ask that you read this Privacy Notice carefully as it contains important information about our processing and your rights.
How to contact us
If you have any questions about this Privacy Notice, how we handle your personal data, or would like to exercise any of your rights, please contact:
· Ian Curington
The Bowler Barn, Bartletts Court, Bath Road Littlewick Green, Maidenhead Berkshire SL6 3RX, U.K
· Telephone number:
+44 (0) 7787-517529
Changes to the Privacy Notice
The latest version of the Privacy Notice can be found here on our website at https://www.pdf3d.com/privacy-policy/. We may change this Privacy Notice from time to time. Please visit our website from time to time to see any such changes.
Current version: 17th March 2021
USEFUL WORDS AND PHRASES
We have listed below certain words and phrases that have particular meanings in the Data Protection Laws and are used throughout this Privacy Notice:
This means any person who determines the purposes for which, and the manner in which, any personal data is processed. In this case we are the controller.
Data Protection Laws
This means the laws which govern the handling of personal data. This includes the General Data Protection Regulation (EU) 2016/679, the Data Protection Act 2018 and further laws and statutory instruments relating to such regulations from time to time.
This means the person to whom the personal data relates.
Data protection regulator
In the UK, this means the UK Information Commissioner’s Office (“ICO“), which is responsible for implementing, overseeing and enforcing the Data Protection Laws in the UK.
This means any information from which a living individual can be identified.
This will include information such as telephone numbers, names, addresses, e-mail addresses, photographs and voice recordings. It will also include expressions of opinion and indications of intentions about data subjects (and their own expressions of opinion/intentions).
It will also cover information which on its own does not identify someone but which would identify them if put together with other information which we have or are likely to have in the future.
This covers virtually anything anyone can do with personal data, including:
· obtaining, recording, retrieving, consulting or holding it;
· organising, adapting or altering it;
· disclosing, disseminating or otherwise making it available; and
· aligning, blocking, erasing or destroying it.
special categories of personal data
This means any information relating to:
· racial or ethnic origin;
· political opinions;
· religious beliefs or beliefs of a similar nature;
· trade union membership;
· physical or mental health or condition;
· sexual life; or
· genetic data or biometric data to uniquely identify you.
WHAT PERSONAL DATA WE COLLECT AND WHAT WE USE IF FOR:
We may collect, use, store and transfer different kinds of personal data about you which we have been provided with as follows:
- Direct Interactions: You may give us your personal data by filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:
- intend to purchase our products or trial our products: when you attempt to make a purchase or trial our products through our website, we collect information (“Enquirer Information”) from you including your name, email address, and company name.
- subscribe to our newsletter;
- complete the end of free trial survey; or
- give us feedback or contact us.
- Third parties or publicly available sources. We will receive Technical Data from analytics providers such as Google Analytics based outside the EU.
HOW WE KEEP YOUR PERSONAL DATA SECURE:
We implement appropriate technical and organisational measures in order to protect your personal data against accidental or unlawful destruction, accidental loss or alteration, unauthorised disclosure or access and any other unlawful forms of processing. We aim to ensure that the level of security and the measures adopted to protect your personal data are appropriate for the risks presented by the nature and use of your personal data.
WHY DO WE PROCESS YOUR PERSONAL DATA:
We use your personal data for the following purposes listed in this section. We are allowed to do so on certain legal bases (please see section ‘How is processing your data lawful‘ for further detail):
Type of data
Why do we need it?
Lawful basis for processing
to give you access to our free trials or to assist you in purchasing our products.
to respond to your enquiries
to provide you with information or advertisements relating to our products or services when in line with the preferences you have shared with us
to help us screen for potential risk and fraud (in particular, your IP address)
to improve and optimise our Site (for example, by generating analytics about how our customers browse and interact with the Site, and to assess the success of our marketing and advertising campaigns.
Information collected via feedback/newsletter subscription
to respond to feedback or any enquiries and to keep you informed about the latest developments, features, offers and news.
HOW IS PROCESSING YOUR PERSONAL DATA LAWFUL:
We are allowed to process your personal data based on the following legal bases for the purposes explained in this Website Privacy Notice:
- Legitimate Interests – We are permitted to process your personal data if it is based on our ‘legitimate interests’ i.e. we have good, sensible, practical reasons for processing your personal data which is in our interests. To do so, we have considered the impact on your interests and rights, and have placed appropriate safeguards to ensure that the intrusion on your privacy is reduced as much as possible. The table in the previous section “Why do we process your personal data” explains the personal data processed on this basis.
You can object to processing that we carry out on the grounds of legitimate interests. See the section headed “Your Rights” to find out how.
- Contract – It is necessary for our performance of the contract you have agreed to enter with us. If you do not provide your personal data to us, we will not be able to carry out our obligations under the terms of your contract.
- Legal obligation – We are subject to legal obligations to process your personal data for the purposes of complying with applicable regulatory rules and to make mandatory disclosures to government bodies and law enforcement agencies.
- Consent – Sometimes we want to use your personal data in a way that is entirely optional for you, such as when you give consent for us to place cookies on your device or when you subscribe to our newsletter. On these occasions, we will ask for your consent to use your information. You can withdraw this consent at any time.
ORGANISATIONS THAT WE MAY SHARE YOUR DATA WITH:
We use processors to support our IT systems and operate our website, such as web hosting providers, internal technology providers such as our CRM system, helpdesk system, and IT support providers . Some of these service providers will process your data as part of the services they offer to us. We take steps to ensure that our service providers treat your data in accordance with the law, only use it in accordance with our contract with them and keep it secure. If you would like to know the names of our service providers, please contact us (see section “How to Contact Us“).
Your personal data is transferred outside of the UK and the EEA in order for our web hosting and CRM system providers which are located in the US, to provide services to us. Any transfer of your data outside the UK and the EEA will be carried out in accordance with the law to safeguard your privacy rights and give you remedies in the unlikely event of a security breach or to any other similar approved mechanisms.
RETENTION AND DELETION OF YOUR PERSONAL DATA:
We only retain your personal data for as long as we need it by law. The following categories of personal data will be kept for the following periods and will be securely deleted/ destroyed after the expiry of the retention period:
Data we process
How long this will be held for
Device Information (cookies/analytics data)
If we process your data on the basis of ‘legitimate interests’, we will retain your data for as long as the purpose for which it is processed remains active. We review the status of our legitimate interests every twelve (12) months and will update this notice whenever we determine that either a legitimate interest no longer exists or that a new one has been found.
Until the enquiry has been completed and no further responses are received for a reasonable period. If you are an existing customer, the enquiry may be added to other information that we hold about you as a customer.
For a period of up to 6 years after resolution of the complaint. If you are an existing customer, the complaint and its resolution may be added to other information that we hold about you as a customer.
Until you tell us that you no longer wish to receive the subscription or marketing material.
As a European data subject, you have the following legal rights under the Data Protection Laws in relation to your personal data. You can exercise these rights free of charge, by contacting us (please see “How to contact us“). We will respond to any rights that you exercise within a month of receiving the request unless the request is particularly complex, in which case we will respond within three months.
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
Please be aware that there are exceptions and exemptions that apply to some of these rights, which we will apply in accordance with the Data Protection Laws.
YOUR DATA PROTECTION RIGHTS
WHAT DOES THIS MEAN?
1. Right to be informed
You have the right to be provided with clear, transparent and easily understandable information about how we use your personal data and what your rights are. This is why we are providing you this Privacy Notice.
2. Right of access
You have the right to obtain access to your personal data we process and certain other information (similar to that provided in this Privacy Notice).
This is so you are aware and can check that we are using your information in accordance with Data Protection Laws.
You may ask for:
· A copy of your information;
· Details of the purpose for which it is being processed;
· Details of the recipients or classes of recipients to whom it is or could be disclosed, including if they are overseas and what protections they have in place;
· The period for which it is held (or the criteria which determines this);
· Any information available about the source of the data; and
· Whether we carry out any automated decision-making or profiling, and where we do information about the logic involved and the outcome or consequences of that decision or profiling.
To help us find the information, please give us as much information as possible about the type of personal data you would like to see.
3. Right to rectification
You are entitled to have your information corrected if it is inaccurate or incomplete. If you would like us to do this, please contact us (see section “How to Contact Us“).
4. Rights to ask us to stop contact you with direct marketing
You can ask us to stop contacting you for direct marketing purposes. If you would like to do so, please contact us. Alternatively, you can also click the ‘unsubscribe’ button at the bottom of the email newsletter. It may take up to 7 days for this to take place.
5. Rights in relation to automated decision making
These rights are not applicable as we do not carry out any automated decision making.
6. Right to erasure
This is also known as the ‘right to be forgotten’ and, in simple terms, enables you to request the deletion or removal of your information where:
· You do not believe that we need your data in order to process it for the purposes set out in this Privacy Notice;
· If you had given us consent to process your data, you withdraw that consent and we cannot otherwise legally process your data;
· You object to our processing and we do not have any legitimate interests that mean we can continue to process your data; or
· Your data has been processed unlawfully or have not been erased when it should have been.
7. Right to restrict processing
You have rights to ‘block’ or suppress further use of your information. When processing is restricted we can still store your information, but may not use it further. You may request that we stop processing your personal data temporarily if:
· You do not think your data is accurate. We will start processing again once we have checked whether or not the data is accurate;
· The processing is unlawful but you do not want to erase your data;
· We no longer need the personal data for our processing, but you need the data to establish, exercise or defend legal claims; or
· You have objected to the processing because you believe that your interests should override [the companies] legitimate interests.
8. Right to data portability
You have rights in certain circumstances to obtain and reuse your personal data for your own purposes across different services.
9. Right to object to processing
You have the right to object to certain types of processing, including processing based on our legitimate interests and processing for direct marketing.
10. Right to withdraw consent
If you have given your consent to anything we do with your personal data, you have the right to withdraw your consent at any time (although if you do so, that does not mean anything we have done with your personal data with your consent up to that point is unlawful.)
Please contact us if you wish to withdraw your consent to anything we do with your personal data.
You may be entitled to compensation for damage caused by contravention of the Data Protection Laws.
Complaints to the regulator
It is important that you ensure you have read this Privacy Notice. If you do not think that we have processed your data in accordance with this Privacy Notice, you should let us know as soon as possible. You also have the right to complain to the Information Commissioner’s Office (ICO). Information about how to do this is available on its website at www.ico.org.uk.