Privacy Policy
INTRODUCTION
Welcome to the VirtualPilot privacy
notice.
VirtualPilot respects your privacy and is committed to protecting
your personal data. This privacy notice will inform you as to how we look after
your personal data when you visit our website and tell you about your privacy
rights and how the law protects you.
This privacy notice is provided in a layered format so you
can click through to the specific areas set out below. Please also use the
Glossary at the back of the notice to understand the meaning of some of the
terms used in this privacy notice.
1. IMPORTANT INFORMATION AND WHO WE ARE
2. THE DATA WE COLLECT ABOUT YOU
3. HOW IS YOUR PERSONAL DATA COLLECTED
4. HOW WE USE YOUR PERSONAL DATA
5. DISCLOSURES OF YOUR PERSONAL DATA
6. INTERNATIONAL TRANSFERS
7. DATA SECURITY
8. DATA RETENTION
9. YOUR LEGAL RIGHTS
10. GLOSSARY
1.
IMPORTANT INFORMATION AND WHO WE ARE
PURPOSE OF THIS PRIVACY NOTICE
This privacy notice aims to give you information on how VirtualPilot
collects and processes your personal data through your use of our website,
including any data you may provide when you sign up to our newsletter, purchase
a product or service or take part in a competition.
This website is not intended for children and we do not knowingly
collect data relating to children.
CONTROLLER
VirtualPilot is the controller and responsible for your
personal data (referred to as “VirtualPilot”, “we”, “us” or “our” in this
privacy notice).
We have appointed a data privacy manager who is responsible for
overseeing questions in relation to this privacy notice. If you have any
questions about this privacy notice, including any requests to exercise your
legal rights, please contact the data privacy manager using the details set out
below.
CONTACT DETAILS
You can contact our Data Privacy Manager at:
Post:
VirtualPilot
Lucky 13
Marsh Road
Chepstow
Monmouthshire,
UK
FAO: Data Privacy Manager
Email: dataprivacymanager@virtualpilot.co.uk
You have the right to make a complaint at any time to the
Information Commissioner’s Office (ICO), the UK supervisory authority for data
protection issues (www.ico.org.uk). We would, however, appreciate the chance to
deal with your concerns before you approach the ICO so please contact us in the
first instance.
CHANGES TO THE PRIVACY NOTICE AND YOUR DUTY TO
INFORM US OF CHANGES
This version was last updated on 29/05/2018 and historic
versions can be obtained by contacting us.
It is important that the personal data we hold about you is
accurate and current. Please keep us informed if your personal data changes
during your relationship with us.
THIRD-PARTY LINKS
This website may include links to third-party websites,
plug-ins and applications. Clicking on those links or enabling those
connections may allow third parties to collect or share data about you. We do
not control these third-party websites and are not responsible for their
privacy statements. When you leave our website, we encourage you to read the
privacy notice of every website you visit.
2. THE DATA WE COLLECT ABOUT YOU
Personal data, or personal information,
means any information about an individual from which that person can be
identified. It does not include data where the identity has been removed
(anonymous data).
We may collect, use, store and transfer different kinds of
personal data about you which we have grouped together follows:
Identity Data includes
first name, maiden name, last name, username or similar identifier, marital
status, title, date of birth and gender, payroll number, staff number,
emergency contact first name and last name.
Contact Data includes billing address, delivery address, email address,
telephone numbers and emergency contact telephone numbers.
Financial Data includes bank account and payment card details.
Transaction Data includes details about payments to and from you and other
details of products and services you have purchased from us.
Technical Data includes internet protocol (IP) address, your login data,
browser type and version, time zone setting and location, browser plug-in types
and versions, operating system and platform and other technology on the devices
you use to access this website.
Profile Data includes your username and password, purchases or orders
made by you, your interests, preferences, feedback and survey responses.
Usage Data includes information about how you use our website, products
and services.
Marketing and Communications
Data includes your preferences in
receiving marketing from us and our third parties and your communication
preferences.
We also collect, use and share Aggregated Data such as statistical or
demographic data for any purpose. Aggregated Data may be derived from your
personal data but is not considered personal data in law as this data does not
directly or indirectly reveal your identity. For example, we may aggregate your
Usage Data to calculate the percentage of users accessing a specific website
feature. However, if we combine or connect Aggregated Data with your personal
data so that it can directly or indirectly identify you, we treat the combined
data as personal data which will be used in accordance with this privacy notice.
We do not collect any Special Categories of Personal
Data about you (this includes details about your race or
ethnicity, religious or philosophical beliefs, sex life, sexual orientation,
political opinions, trade union membership, information about your health and
genetic and biometric data). Nor do we collect any information about criminal
convictions and offences.
IF YOU FAIL TO PROVIDE PERSONAL DATA
Where we need to collect personal data by law, or under the terms
of a contract we have with you and you fail to provide that data when
requested, we may not be able to perform the contract we have or are trying to
enter into with you (for example, to provide you with goods or services). In
this case, we may have to cancel a product or service you have with us but we
will notify you if this is the case at the time.
3. HOW IS YOUR PERSONAL
DATA COLLECTED?
We use different methods to collect
data from and about you including through:
Direct interactions. You may
give us your Identity, Contact and Financial Data by filling in forms or by
corresponding with us by post, phone, email or otherwise. This includes
personal data you provide when you:
Buy or express an interest in our products or services, in-store or on our
website;
Create an account on our website;
Subscribe to our newsletter;
Request that we send marketing materials to you;
Enter a competition, promotion or survey;
Submit a product review;
Speak to customer services.
Automated technologies or interactions. As you interact with our website, we may automatically collect
Technical Data about your equipment, browsing actions and patterns. We collect
this personal data by using cookies, server logs and other similar
technologies. We may also receive Technical Data about you if you visit other
websites employing our cookies.
4. HOW WE USE YOUR
PERSONAL DATA
We will only use your personal data when
the law allows us to. Most commonly, we will use your personal data in the
following circumstances:
• Where we need to perform the contract we are about to enter into or have
entered into with you.
• Where we have your consent.
• Where it is necessary for our legitimate interests (or those of a third
party) and your interests and fundamental rights do not override those
interests.
• Where we need to comply with a legal or regulatory obligation.
You have the right to withdraw consent to marketing at any
time by unsubscribing via the link provided with each marketing email we send
to you or by contacting us on dataprivacymanager@virtualpilot.co.uk
PURPOSES FOR WHICH WE WILL USE
YOUR PERSONAL DATA
We have set out below, in a table format, a description of all the
ways we plan to use your personal data, and which of the legal bases we rely on
to do so. We have also identified what our legitimate interests are where
appropriate.
Note that we may process your personal data for more than one
lawful ground depending on the specific purpose for which we are using your
data. Please contact us if you need details about the specific legal ground we
are relying on to process your personal data where more than one ground has
been set out in the table below.
|
Purpose/Activity |
Type
of data |
Lawful
basis for processing including basis of legitimate interest |
|
To
register you as a new customer |
(a)
Identity |
Performance
of a contract with you or your employer |
|
To
process and deliver your order including: |
(a)
Identity |
(a)
Performance of a contract with you or your employer |
|
To
manage our relationship with you which will include: |
(a)
Identity |
(a)
Performance of a contract with you |
|
To
administer and protect our business and this website (including
troubleshooting, data analysis, testing, system maintenance, support,
reporting and hosting of data) |
(a)
Identity |
(a)
Necessary for our legitimate interests (for running our business, provision
of administration and IT services, network security, to prevent fraud and in
the context of a business reorganisation or group restructuring exercise) |
|
To
deliver relevant website content and advertisements to you and measure or
understand the effectiveness of the advertising we serve to you |
(a)
Identity |
Necessary
for our legitimate interests (to study how customers use our
products/services, to develop them, to grow our business and to inform our
marketing strategy) |
|
To
use data analytics to improve our website, products/services, marketing,
customer relationships and experiences |
(a)
Technical |
Necessary
for our legitimate interests (to define types of customers for our products
and services, to keep our website updated and relevant, to develop our
business and to inform our marketing strategy) |
|
To
make suggestions and recommendations to you about goods or services that may
be of interest to you |
(a)
Identity |
(a)
Necessary for our legitimate interests (to develop our products/services and
grow our business); or |
PROMOTIONAL OFFERS FROM US
We may use your Identity, Contact, Technical, Usage and Profile
Data to form a view on what we think you may want or need, or what may be of
interest to you. This is how we decide which products, services and offers may
be relevant for you (this is “marketing”).
You will receive marketing communications from us if you
have requested information from us or purchased goods or services from us and,
in each case, you have not opted out of receiving that marketing. You will also
receive marketing communications from us if you have provided us with your
details when you entered a competition or registered for a promotion and gave
us your consent as part of that process.
THIRD-PARTY MARKETING
We will get your express opt-in consent before we share your
personal data with any other company for marketing purposes.
OPTING OUT
You can ask us or third parties to stop sending you
marketing messages at any time by logging into the website and checking or
unchecking relevant boxes to adjust your marketing preferences or by following
the opt-out links on any marketing message sent to you or by contacting us on dataprivacymanager@virtualpilot.co.uk
Opting out of marketing messages will not prevent you receiving
non-marketing messages from us, for example relating to products ordered from
us, responses to customer service queries etc.
COOKIES
You can set your browser to refuse all or some browser cookies, or
to alert you when websites set or access cookies. If you disable or refuse
cookies, please note that some parts of this website may not function properly.