This privacy notice tells you what to expect us to do with your personal information.
- Contact details
- What information we collect, use, and why
- Lawful bases and data protection rights
- Where we get personal information from
- How long we keep information
- Who we share information with
- Sharing information outside the UK
- How to complain
Contact details
You may contact us via email on [email protected]. This organisation also has an appointed Data Protection Officer, who can be contacted via [email protected].
What information we collect, use, and why
We collect or use the following information to provide services and goods, including delivery:
- Names and contact details
- Account information
- Information relating to compliments or complaints
We collect or use the following information for the operation of customer accounts and guarantees:
- Names and contact details
- Account information, including registration details
- Information used for security purposes
- Marketing preferences
We collect or use the following information for service updates or marketing purposes:
- Names and contact details
- Marketing preferences
- Location data
- Website and app user journey information
- Records of consent, where appropriate
We collect or use the following information for research or archiving purposes:
- Names and contact details
- Location data
- IP addresses
- Website and app user journey information
- Records of consent, where appropriate
We collect or use the following personal information for dealing with queries, complaints or claims:
- Names and contact details
- Account information
- Relevant information from previous investigations
- Customer or client accounts and records
Lawful bases and data protection rights
Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.
Which lawful basis we rely on may affect your data protection rights which are in brief set out below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:
- Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. You can read more about this right here.
- Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. You can read more about this right here.
- Your right to erasure - You have the right to ask us to delete your personal information. You can read more about this right here.
- Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. You can read more about this right here.
- Your right to object to processing - You have the right to object to the processing of your personal data. You can read more about this right here.
- Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. You can read more about this right here.
- Your right to withdraw consent - When we use consent as our lawful basis you have the right to withdraw your consent at any time. You can read more about this right here.
If you make a request, we must respond to you without undue delay and in any event within one month.
To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.
Our lawful bases for the collection and use of your data
Our lawful bases for collecting or using personal information to provide services and goods are:
- Contract - we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
Our lawful bases for collecting or using personal information for the operation of customer accounts and guarantees are:
- Contract - we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
Our lawful bases for collecting or using personal information for service updates or marketing purposes are:
- Contract - we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
Our lawful bases for collecting or using personal information for research or archiving purposes are:
- Legitimate interests - we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
- We collect and use IP addresses for the purpose of identifying and resolving technical issues in our web application. This information is processed through Sentry, a crash reporting tool, to diagnose problems, improve application stability, and ensure users can reliably access our services. The benefit of collecting this information is that it enables us to quickly detect, analyze, and resolve errors that could disrupt user experience. Without this data, identifying the root cause of issues would be significantly delayed, potentially leading to prolonged service outages or degraded performance for our users. We have conducted a balancing test and determined that the impact on users’ privacy is minimal:
- - IP addresses are used only for troubleshooting and are not used for profiling, marketing, or other unrelated purposes.
- - An IP address of a user is stored only when a crash or other error event occurs whilst they are using the web application.
- - The data is securely stored within the EU.
- - Access to this data is restricted to authorized personnel involved in maintaining and improving the application.
We believe our legitimate interest in maintaining a stable and reliable service outweighs the minimal privacy impact on users, as this processing directly benefits them by ensuring a seamless and secure user experience.
- We collect and use IP addresses for the purpose of identifying and resolving technical issues in our web application. This information is processed through Sentry, a crash reporting tool, to diagnose problems, improve application stability, and ensure users can reliably access our services. The benefit of collecting this information is that it enables us to quickly detect, analyze, and resolve errors that could disrupt user experience. Without this data, identifying the root cause of issues would be significantly delayed, potentially leading to prolonged service outages or degraded performance for our users. We have conducted a balancing test and determined that the impact on users’ privacy is minimal:
Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:
- Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
- Contract - we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
Where we get personal information from
- Directly from you
How long we keep information
This section is being worked on.
Who we share information with
Data processors
Microsoft Ireland Operations Limited ("Microsoft")
This data processor does the following activities for us: Microsoft provides cloud computing services that host our web application and databases. They store and process user data on our behalf, ensuring secure and reliable access to our services. Microsoft manages the infrastructure, storage, and networking components of our application, enabling us to deliver a seamless user experience while maintaining data security and compliance.
Amazon Web Services EMEA SARL ("AWS")
This data processor does the following activities for us: AWS provides cloud computing services that host our web application and databases. They store and process user data on our behalf, ensuring secure and reliable access to our services. AWS manages the infrastructure, storage, and networking components of our application, enabling us to deliver a seamless user experience while maintaining data security and compliance.
Stytch, Inc. ("Stytch")
This data processor does the following activities for us: Stytch handles identity management, authentication, and authorization for our web application. It securely processes user credentials, enabling account creation, login, and authentication while ensuring proper authorization for accessing different parts of the application. Stytch manages user identity data and authentication flows, ensuring that only authorized users can access protected resources, thereby enhancing security and user experience.
Functional Software, Inc. ("Sentry")
This data processor does the following activities for us: Sentry helps us manage and analyze crash reports and application performance issues. They collect technical data, including IP addresses, to help us identify, diagnose, and resolve errors in our web application, improving the overall user experience and application stability. Sentry processes and stores this data on our behalf to ensure timely issue resolution.
tawk.to, Inc. ("tawk.to")
This data processor does the following activities for us: tawk.to provides live chat and customer support services on our website. They collect and process user information to enable real-time communication between users and our support team, helping us provide assistance, answer queries, and resolve issues promptly. tawk.to processes this data on our behalf to improve customer service and user satisfaction.
Arctech Innovation Limited ("Arctech")
This data processor does the following activities for us: Arctech manages our marketing campaigns, public outreach, live online and face to face events and some of our social media sites. They also manage and moderate our community forum on forum.vbdhub.org.
Others we share personal information with
- External auditors or inspectors
- Organisations we’re legally obliged to share personal information with
Sharing information outside the UK
Where necessary, we may transfer personal information outside of the UK. When doing so, we comply with the UK GDPR, making sure appropriate safeguards are in place.
For further information or to obtain a copy of the appropriate safeguard for any of the transfers below, please contact us using the contact information provided above.
Organisation name: Stytch ("Stytch")
Category of recipient: authentication, authorization and identity management software service
Country the personal information is sent to: USA
How the transfer complies with UK data protection law: Addendum to the EU Standard Contractual Clauses (SCCs)
Where necessary, our data processors may share personal information outside of the UK. When doing so, they comply with the UK GDPR, making sure appropriate safeguards are in place.
For further information or to obtain a copy of the appropriate safeguard for any of the transfers below, please contact us using the contact information provided above.
Organisation name: Microsoft Ireland Operations Limited ("Microsoft")
Category of recipient: cloud infrastructure and services
Country the personal information is sent to: EU
How the transfer complies with UK data protection law: The country or sector has a UK data bridge (also known as Adequacy Regulations)
Organisation name: tawk.to, Inc. ("tawk.to")
Category of recipient: software service for live chat and customer support
Country the personal information is sent to: USA
How the transfer complies with UK data protection law: The country or sector has a UK data bridge (also known as Adequacy Regulations)
Organisation name: Functional Software, Inc. ("Sentry")
Category of recipient: error monitoring and performance tracking software service
Country the personal information is sent to: EU
How the transfer complies with UK data protection law: The country or sector has a UK data bridge (also known as Adequacy Regulations)
How to complain
If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.
If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AFHelpline number: 0303 123 1113Website: https://www.ico.org.uk/make-a-complaint
Last updated
25th November 2024