Depending on the nature of work we’re doing, we may need to process some personal data in the course of our business. This might be through emailing our clients, receiving CVs from job applicants or paying our staff. If you visit our website, we might look at some stats to make sure you’re able to find the information you’re looking for.
Keeping your personal information safe is our top priority and we use secure methods to store and transmit your data. We will never sell your data to anyone.
This document explains what personal information we collect, what we do with it, how long we keep it and how you can contact us to have the information corrected or deleted.
We use Google Analytics to analyse user activity on our website in order to improve our website. We can use such analysis to gain insights about how to improve the functionality and experience of the website. The information is anonymous; we can’t and won’t contact you, unless you specifically enter your contact information into form on our site.
The cookies used to provide this analysis would track information such as your location, your operating system, your web browser, which areas of which pages you look at and how long you spend on our website.
If you don’t want to be tracked while using our site (or other websites) then Google provides a tool to allow you to opt-out:
VL Digital Ltd. is not responsible for web pages linked to its website, nor for any web pages that the user might access through links included on our website. We do not control such web pages, and, therefore, are not responsible for their contents. Users consult such web pages at their own risk, under their own terms, conditions and legal notices for which VL Digital Ltd. is not responsible.
CLIENTS AND PROSPECTIVE CLIENTS
What personal data do we hold and how did we get it?
When you contact us to submit a request for proposals, a request for information or make enquiry via our website, we will collect some information about you so that we can supply you with the requested information and also suggest other services and events we think would be of interest to you. Similarly, we collect information from:
This is all to help us understand the needs of our customers and future customers. The following information is collected:
By using our website, we may track some information about your computer and how you use our site, including your IP address, location, browser type/version, operating system, how you came to our site, how long you visited our site, which pages you looked at on our site (and how often) and how you moved through the site. This is all collected anonymously by Google Analytics so that we can see how people use our site to help us make it better and easier to navigate.
What we do with your personal information
All the information we collect is stored securely in our CRM system and mailing list system. We take the security of your data very seriously and access to these systems is strictly controlled internally.
The information we hold is then used to:
What we don’t do with your data
How long do we keep your personal data?
Your data is kept on our system:
TRAINING COURSES AND EVENTS
In the course of applying to attend one of our training courses, talks or marketing events; you will provide us with personal data about yourself. This would be done either through signing up via our website, responding to an online advert or in telephone conversations with our employees. This data may include the following:
We may use your data (in accordance with GDPR) in the following ways;
The Company collects, uses and processes a range of personal information about you during the recruitment process. This includes (as applicable):
The company may also collect, use and process the following special categories of your personal information during the recruitment process (as applicable):
The Company will only use your personal information when the law allows us to. These are known as the legal bases for processing. We will use your personal information in one or more of the following circumstances:
We need all the types of personal information listed under “What types of personal information do we collect about you?” primarily to enable us to take steps at your request to enter into a contract with you, or to enter into a contract with you, and to enable us to comply with our legal obligations. In some cases, we may also use your personal information where it is necessary to pursue our legitimate interests (or those of a third party), provided that your interests or your fundamental rights and freedoms do not override our interests. Our legitimate interests include: pursuing our business by employing employees, workers and contractors; managing the recruitment process; conducting due diligence on prospective staff and performing effective internal administration.
The purposes for which we are processing, or will process, your personal information are, to:
Please note that we may process your personal information without your consent, in compliance with these rules, where this is required or permitted by law.
VL DIGITAL LTD EMPLOYEES
Personal information is any information about an individual from which that person can be directly or indirectly identified. It doesn’t include anonymised data, i.e. where all identifying particulars have been removed. There are also ‘special categories’ of personal information, and personal information on criminal convictions and offences, which requires a higher level of protection because it is of a more sensitive nature. The special categories of personal information comprise information about an individual’s racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, health, sex life or sexual orientation and genetic and biometric data.
The Company collects, uses and processes a range of personal information about you. This includes (as applicable):
The company may also collect, use and process the following special categories of your personal information (as applicable):
How do we collect your personal information?
The Company may collect personal information about employees, workers and contractors in a variety of ways. It is collected during the recruitment process, either directly from you or sometimes from a third party such as an employment agency. We may also collect personal information from other external third parties, such as references from former employers, information from background check providers, information from credit reference agencies and criminal record checks from the Disclosure and Barring Service (DBS).
The Company will also collect additional personal information throughout the period of your working relationship with us. This may be collected in the course of your work-related activities. Whilst some of the personal information you provide to us is mandatory and/or is a statutory or contractual requirement, some of it you may be asked to provide to us on a voluntary basis. We will inform you whether you are required to provide certain personal information to us or if you have a choice in this.
Your personal information may be stored in different places, including in your personnel file, in the Company’s HR management system and in other IT systems, such as the e-mail system.
We may also occasionally use your personal information where we need to protect your vital interests (or someone else’s vital interests).
We need all the types of personal information listed under ‘What types of personal information do we collect about you?’ primarily to enable us to perform our contract with you and to enable us to comply with our legal obligations. In some cases, we may also use your personal information where it is necessary to pursue our legitimate interests (or those of a third party), provided that your interests or your fundamental rights and freedoms do not override our interests. Our legitimate interests include: performing or exercising our obligations or rights under the direct relationship that exists between the Company and you as its employee, worker or contractor; pursuing our business by employing (and rewarding) employees, workers and contractors; performing effective internal administration and ensuring the smooth running of the business; ensuring the security and effective operation of our systems and network; protecting our confidential information; and conducting due diligence on employees, workers and contractors. We believe that you have a reasonable expectation, as our employee, worker or contractor, that we will process your personal information.
The purposes for which we are processing, or will process, your personal information are:
The Company will only retain your personal information for as long as is necessary to fulfil the purposes for which it was collected and processed, including for the purposes of satisfying any legal, tax, health and safety, reporting or accounting requirements.
The Company will generally hold your personal information for the duration of your employment or engagement. The exceptions are:
Once you have left employment or your engagement has been terminated, we will generally hold your personal information for one year after the termination of your employment or engagement, but this is subject to: (a) any minimum statutory or other legal, tax, health and safety, reporting or accounting requirements for particular data or records, and (b) the retention of some types of personal information for up to six years to protect against legal risk, e.g. if they could be relevant to a possible legal claim in a tribunal, County Court or High Court.
The Company will hold payroll, wage and tax records (including salary, bonuses, overtime, expenses, benefits and pension information, National Insurance number, PAYE records, tax code and tax status information) for six years after the termination of your employment or engagement.
Overall, this means that we will reduce the file of personal information that we hold on you one year after the termination of your employment or engagement, so that we only continue to retain for a longer period what is strictly necessary.
Personal information which is no longer to be retained will be securely and effectively destroyed or permanently erased from our IT systems and we will also require third parties to destroy or erase such personal information where applicable.
In some circumstances we may anonymise your personal information so that it no longer permits your identification. In this case, we may retain such information for a longer period.
YOUR PERSONAL DATA RIGHTS
If at any point you believe that the personal information we hold on you is incorrect, you want us to correct or delete that information, or you no longer want us to hold that information or contact you, you can exercise your rights under the current Data Protection laws. These rights include:
For more information about your personal data rights please visit the Information Commissioner Office website at: https://ico.org.uk/global/privacy-notice/your-data-protection-rights/
If you would like us to update or delete your details:
We have a large team of search marketing experts, specialising in SEO, PPC, website design, CRO, content marketing and digital PR. For professional advice, contact us today on 02392 830281.