Virtrium

Business Value from IT

Business Value from IT

Privacy Policy

Who We Are

Virtrium Limited gathers and processes your personal information in accordance with this policy and in compliance with the relevant data protection Regulation and laws. This policy provides you with the necessary information regarding your rights and our obligations, and explains how, why and when we process your personal data.

Virtrium’s registered office is at Griffins Court, 24-32 London Road, Newbury, Berkshire, RG14 1JX and we are a company registered in England and Wales under company number 05893669. We are registered on the Information Commissioner’s Office Register; registration number ZA329641, and act as the data controller and data processor when processing your data. Our designated Data Protection Officer/Appointed Person is John Duffin, who can be contacted at Westmead House, Westmead, Farnborough, Hampshire GU14 7LP.

 Information That We Collect

Virtrium processes your personal information to meet our legal, statutory and contractual obligations and to provide you with our products and services. We will never collect any unnecessary personal data from you and do not process your information in any way, other than as specified in this notice.

The personal data that we collect from existing and potential clients is: –

  • Name
  • Personal Email
  • Business Email
  • Mobile Telephone Number
  • Special Category Data (if you have provided us with any specific dietary requirements for an event you are attending)

The personal data we collect from associates may include: –

  • Name
  • Date of birth
  • Home address
  • Personal Email
  • Business Email
  • Home Telephone Number
  • Mobile Telephone Number
  • National Insurance Number
  • Passport Number
  • Limited Company Details
  • Bank Details
  • Special Category Data (if you have provided us with any specific health/medical information that may impact on your work with us)

We collect information in the below ways: –

  • Enquiry form via the website
  • Employment CV’s
  • Response to marketing emails
  • Personal information provided by you to one of our employees

How We Use Your Personal Data

Virtrium takes your privacy very seriously and will never disclose, share or sell your data without your consent; unless required to do so by law. We only retain your data for as long as is necessary and for the purpose(s) specified in this policy. Where you have consented to us providing you with promotional offers and marketing, you are free to withdraw this consent at any time.  The purposes and reasons for processing your personal data are detailed below: –

  • We will occasionally send you marketing information where we have assessed that it is beneficial to you as a customer and in our interests. Such information will be non-intrusive and is processed on the grounds of legitimate interests
  • We will collect your personal data in the performance of a contract
  • We will collect your personal data to enable us to contact you and provide a service

Your Rights

You have the right to access any personal information that Virtrium processes about you and to request information about: –

  • What personal data we hold about you
  • The purposes of the processing
  • The categories of personal data concerned
  • The recipients to whom the personal data has/will be disclosed
  • How long we intend to store your personal data for
  • If we did not collect the data directly from you, information about the source

If you believe that we hold any incomplete or inaccurate data about you, you have the right to ask us to correct and/or complete the information and we will strive to do so as quickly as possible; unless there is a valid reason for not doing so, at which point you will be notified.

You also have the right to request erasure of your personal data or to restrict processing in accordance with the data protection laws; as well as to object to any direct marketing from us. Where applicable, you have the right to data portability of your information and the right to be informed about any automated decision-making we may use.

If we receive a request from you to exercise any of the above rights, we may ask you to verify your identity before acting on the request; this is to ensure that your data is protected and kept secure.

Sharing and Disclosing Your Personal Information

We do not share or disclose any of your personal information without your consent, other than for the purposes specified in this notice or where there is a legal requirement. Virtrium uses third-parties to provide the below services and business functions; however, all processors acting on our behalf only process your data in accordance with instructions from us and comply fully with this privacy notice, the data protection laws and any other appropriate confidentiality and security measures.

NewZapp

We use NewZapp to create and send marketing emails and provide them only with your name and email address. For more information about NewZapp please read their Privacy Notice at  https://www.newzapp.co.uk/email-marketing/privacy-policy.php

Safeguarding Measures

Virtrium takes your privacy seriously and takes every reasonable measure and precaution to protect and secure your personal data. We work hard to protect you and your information from unauthorised access, alteration, disclosure or destruction and have several layers of security measures in place, including: – SSL, TLS, encryptions, pseudonymisation, restricted access, firewalls, anti-virus/malware etc.

Transfers Outside the EU

Personal data in the European Union is protected by the General Data Protection Regulation (GDPR) but some other countries may not necessarily have the same high standard of protection for your personal data. Virtrium does not transfer or store any personal data outside the EU.

Consequences of Not Providing Your Data

You are not obligated to provide your personal information to Virtrium.

Legitimate Interests

As noted in the ‘How We Use Your Personal Data’ section of this notice, we occasionally process your personal information under the legitimate interests’ legal basis. Where this is the case, we have carried out a thorough Legitimate Interests’ Assessment (LIA) to ensure that we have weighed your interests and any risk posed to you against our own interests; ensuring that they are proportionate and appropriate.

We use the legitimate interests’ legal basis for processing your contact details and have identified that our interests are in keeping you informed of our services and events.

How Long We Keep Your Data

Virtrium only ever retains personal information for as long as is necessary and we have strict review and retention policies in place to meet these obligations. If you have ever worked for us we are required under UK tax law to keep your basic personal data (name, address, contact details) for a minimum of 6 years after which time it will be destroyed

Where you have consented to us using your details for direct marketing, we will keep such data until you notify us otherwise and/or withdraw your consent.

Lodging A Complaint

Virtrium only processes your personal information in compliance with this privacy notice and in accordance with the relevant data protection laws. If, however you wish to raise a complaint regarding the processing of your personal data or are unsatisfied with how we have handled your information, you have the right to lodge a complaint with the supervisory authority.

Virtrium

John Duffin,

Westmead House,

Westmead,

Farnborough,

Hampshire GU14 7LP

 

The Information Commissioner’s Office

Ico.org.uk