Welcome to the VirtualPilot privacy
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
1. IMPORTANT INFORMATION AND WHO WE ARE
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.
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
You can contact our Data Privacy Manager at:
FAO: Data Privacy Manager
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.
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.
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
We may collect, use, store and transfer different kinds of personal data about you which we have grouped together follows:
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.
includes billing address, delivery address, email address,
telephone numbers and emergency contact telephone numbers.
includes bank account and payment card details.
includes details about payments to and from you and other
details of products and services you have purchased from us.
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.
includes your username and password, purchases or orders
made by you, your interests, preferences, feedback and survey responses.
includes information about how you use our website, products
includes your preferences in
receiving marketing from us and our third parties and your communication
We also collect, use and share
We do not collect any
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
We use different methods to collect
data from and about you including through:
. 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.
. 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
We will only use your personal data when
the law allows us to. Most commonly, we will use your personal data in the
• 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
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
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.
basis for processing including basis of legitimate interest
register you as a new customer
of a contract with you or your employer
process and deliver your order including:
Performance of a contract with you or your employer
manage our relationship with you which will include:
Performance of a contract with you
administer and protect our business and this website (including
troubleshooting, data analysis, testing, system maintenance, support,
reporting and hosting of data)
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)
deliver relevant website content and advertisements to you and measure or
understand the effectiveness of the advertising we serve to you
for our legitimate interests (to study how customers use our
products/services, to develop them, to grow our business and to inform our
use data analytics to improve our website, products/services, marketing,
customer relationships and experiences
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)
make suggestions and recommendations to you about goods or services that may
be of interest to you
Necessary for our legitimate interests (to develop our products/services and
grow our business); or
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.
We will get your express opt-in consent before we share your personal data with any other company for marketing purposes.
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
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.
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.