This website is operated by Virtulance. “We” are committed to protecting and preserving the privacy of our visitors when visiting our site or communicating electronically with us. This policy sets out how we process any personal data we collect from you or that you provide to us through our website. We confirm that we will keep your information secure and that we will comply fully with all applicable UK Data Protection legislation and regulations. Please read the following carefully to understand what happens to personal data that you choose to provide to us, or that we collect from you when you visit this site. By visiting www.virtulance.co.uk (our website) you are accepting and consenting to the practices described in this policy. If you do not agree to the following policy you may wish to cease viewing / using this website, and or refrain from submitting your personal data to us.
POLICY KEY DEFINITIONS:
“I”, “our”, “us”, or “we” refer to the business, Virtulance.
“you”, “the user” refer to the person(s) using this website.
GDPR means General Data Protection Act.
PECR means Privacy & Electronic Communications Regulation.
ICO means Information Commissioner’s Office.
Cookies mean small files stored on a users computer or device.
TYPES OF INFORMATION WE MAY COLLECT FROM YOU:
We may collect, store and use the following kinds of personal information about individuals who visit and use our website:
Information you supply to us.
You may supply us with information about you by filling in forms on our website. This includes information you provide when you submit a contact/enquiry form. The information you give us may include your name, email address and phone number.
Information our website automatically collects about you.
With regard to each of your visits to our website we may automatically collect information including the following:
• technical information, including a truncated and anonymised version of your Internet protocol (IP) address, browser type and version, operating system and platform;
• information about your visit, including what pages you visit, how long you are on the site, how you got to the site (including date and time); page response times, length of visit, what you click on, documents downloaded and download errors.
HOW WE MAY USE THE INFORMATION WE COLLECT
We use the information in the following ways:
Information you supply to us.
We will use this information:
• to provide you with information and/or services that you request from us
• to provide you with offers and promotions for our services through email
Information we automatically collect about you.
We will use this information:
• to administer our site including troubleshooting and statistical purposes;
• to improve our site to ensure that content is presented in the most effective manner for you and for your computer;
• security and debugging as part of our efforts to keep our site safe and secure.
This information is collected anonymously and is not linked to information that identifies you as an individual. We use Google Analytics to track this information. Find out how Google uses your data here.
DISCLOSURE OF YOUR INFORMATION
Any information you provide to us will be emailed directly to us. We use a trusted third party website and hosting provider to facilitate the running and management of this website. We do not rent, sell or share personal information about you with other people or non-affiliated companies. Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.
Third party links
Our site may, from time to time, contain links to and from the third party websites. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.
PROCESSING OF YOUR PERSONAL DATA
Under the GDPR (General Data Protection Regulation) we control and / or process any personal information about you electronically using the following lawful bases.
Lawful basis: Consent
Where our purpose for processing is: keeping you up to date on our latest news and offers from Virtulance, or any other form of marketing.
Which is necessary because: we need to keep you updated on the services we have provided to you.
Data retention period: We will continue to process your information under this basis until you withdraw consent or it is determined your consent no longer exists.
Sharing your information: We do share your personal information with third parties and they include; MailChimp – EMS.
EMAIL MARKETING MESSAGES AND SUBSCRIPTION
Under the GDPR we use the consent lawful basis for anyone subscribing to our newsletter or marketing mailing list. We only collect certain data about you, as detailed in the “Processing of your personal data” above. Any email marketing messages we send are done so through an EMS (email marketing service provider). An EMS is a third party service provider of software / applications that allows marketers to send out email marketing campaigns to a list of users. Email marketing messages that we send may contain tracking beacons / tracked clickable links or similar server technologies in order to track subscriber activity within email marketing messages. Where used, such marketing messages may record a range of data such as; times, dates, I.P addresses, opens, clicks, forwards, geographic and demographic data. Such data, within its limitations will show the activity each subscriber made for that email campaign. Any email marketing messages we send are in accordance with the GDPR and the PECR. We provide you with an easy method to withdraw your consent (unsubscribe) or manage your preferences / the information we hold about you at any time. See any marketing messages for instructions on how to unsubscribe or manage your preferences, you can also unsubscribe from all MailChimp lists, otherwise contact the EMS provider.
Our EMS provider is;
We hold the following information about you within our EMS system;
Subscription time & date
YOUR RIGHTS – ACCESS TO YOUR PERSONAL DATA
You have the right to ensure that your personal data is being processed lawfully. Your subject access right can be exercised in accordance with data protection laws and regulations. Any subject access request must be made in writing to Virtulance. We will provide your personal data to you within the statutory time frames. To enable us to trace any of your personal data that we may be holding, we may need to request further information from you. If you have a complaint about how we have used your information, you have the right to complain to the Information Commissioner’s Office (ICO).