Privacy Policy
This Privacy Notice explains how Involve uses any information we collect in a lawful, fair and transparent manner, in line with data protection legislation in force in the United Kingdom.
Who are we?
Involve Visual Collaboration Ltd (“Involve” or “we”) provides audio visual and videoconferencing products and services. We are the controller and responsible for your personal data. Our registered office is Martin Dawes House, Europa Boulevard, Westbrook, Warrington WA5 7WH. We are passionate about communication, providing the technology solutions and environments which bring real value.
The Information we Collect
In order for us to provide you with Involve products and services, we collect personal data (information). The information we collect depends on which service you use.
Websites
The information we collect from the website is used to analyse your use of our websites, inform you of our products and services and process any enquiries. Involve collects information about you from our websites Visual Collaboration | Involve Audio Visual Group and NHS Video Conferencing | Involve using cookies. For more information on cookies, please see below.
Service Contracts
We collect your information when you purchase our products or services such as name, organisation name, email address, contact telephone numbers, and occasionally organisation credit card details to fulfil our contractual obligations and comply with the law.
Helpdesk/Customer Support
As part of our ongoing improvements to the quality of our service we record calls to our helpdesk. All call recordings are stored securely on a UK server and are retained for 3 months.
Videoconferencing services
Involve ensures that any videoconferencing transmission over a public network (including the Internet, mobile networks or un-protected enterprise network) or to a mobile device is encrypted during the call. No images and / or data are stored as part of our videoconferencing services, once the call is ended no data is retrievable.
Monitoring and Analysis
To ensure that we continue to provide quality of service, latest technology and slick processes, we monitor the utilisation of the services, and we generate reports some of which we share with you to demonstrate value for money.
Marketing
We also carry out Market Research to identify staff members of limited companies, incorporated partnerships, local authorities and government institutions who would benefit from being kept informed as they may require Involve audio visual and videoconferencing products and services, an option to unsubscribe at any point is given. We do not pass on any market research information or staff member’s information to any third parties.
Booking Portals
To provide our online booking portal services, we collect your information such as name, organisation name, email address, contact telephone numbers, and occasionally organisation credit card details to fulfil our service contract.
The Types of Personal Data Involve collects
We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:
Identity Data
includes [first name, last name, username or similar identifier, date of birth and gender].
Contact Data
includes [billing address, email address and 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, 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].
How we Use your Information
Involve is committed to ensuring that the information we collect and use is appropriate for providing Involve products and services and does not constitute an invasion of your privacy. How we use your information depends on which service you use.
Websites
The information we collect from the website is used to analyse your use of our websites, inform you of our products and services and process any enquiries.
Service Contracts / Monitoring and Analysis
We use the information we have collected from you directly to enable us to fulfil our contractual obligations and comply with the law.
Helpdesk/Customer Support
We record calls to our helpdesk in order to able to verify any discussions or advice given, also for training purposes to help us improve the quality of our customer service.
Marketing
We contact and send marketing e-mails to identified staff members of limited companies, incorporated partnerships, local authorities and government institutions keeping them informed as they may require Involve audio visual and videoconferencing products and services, with an option to unsubscribe at any point.
We store your information on our servers in the UK and with our cloud service providers. In some instances, we use an IT provider to host some online services where the provider has administrator access to your information.
All active customer data is retained for billing, support and project delivery purposes.
No PID will be retained for more than 5years for inactive customers.
How we Share Information
In some instances, we use an IT provider to host some online services where the provider has administrator access to your information.
Third Parties
See separate Privacy Notices for Third Parties used for:-
Privacy Policy – Involve Interpreter
Videoconferencing services
To provide our video conferencing service, Involve may also use the Induction/Attend Anywhere’s web based video consultation platform their privacy notice can be seen here Privacy Policy (inductionhealthcare.com)
We use a 3rd party – Redcentric PLC who provide secure data centre services, internet and HSCN connectivity. However, they have no access to any of your organisation’s data.
Their privacy notice can be seen here https://www.redcentricplc.com/privacy-and-cookie-policy/
We store your information on our servers in the UK and with our cloud service providers.
Any third parties that we share your information with are obliged to keep your details securely and to use them only to fulfil the service they provide to you on our behalf. When they no longer need your information to fulfil the service, they will delete or return the information in line with Involve’s procedures or instructions.
Your Choices and Obligations
Involve will process (collect, store and use) the information you provide in a manner compatible with the United Kingdom data protection law. We will endeavour to keep your information accurate and up-to-date and not keep it longer than is necessary.
Involve is required to retain information in accordance with the law, such as information needed for income tax and audit purposes. How long certain kinds of information should be kept is also governed by specific business-sector requirements and agreed practices.
Your rights
At any point you can invoke the following rights:
To be informed – through the details in this privacy notice
To have access – to request a copy of the information we hold about you (please see below)
To rectification – to correct information about you that is inaccurate or incomplete
To erasure – in certain circumstances, you can request that the information that we hold about you is deleted from our records
To restrict processing – where certain conditions apply, you can suspend processing of your information
To portability – to have the information we hold about you, transferred to another organisation
To object – in certain circumstances you have the right to object to certain types of processing of your information
To object to automatic processing including profiling – to object to the legal or similar effects of processing or profiling
To withdraw consent – you can withdraw consent at any time if you no longer wish to receive our marketing material.
Where applicable we will notify the relevant 3rd parties and ensure that your request is carried through.
Finding out about information we hold on you
If requested, we can confirm what information we hold about you and how it is processed, such as:
Identity and contact details of the person or organisation that has determined how and why to process your information
The lawful basis and purpose of the processing of your information
The types of information collected, stored or processed
If we transfer your information to a third party, who they are, where they are based and how we ensure this is done securely
How long your information will be kept
Options of how to correct, erase, restrict, withdraw consent or object to such processing, and any possible consequences of your actions
If you would like to exercise any of your rights or lodge a complaint, please contact our DPO using the following contact details:
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Data Protection Officer |
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Address: |
Involve Visual Collaboration Ltd, Martin Dawes House Europa Boulevard, Warrington WA5 7WH |
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E-mail: |
DPO@Involve.vc |
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Tel. No.: |
01925 918187 |
Please note that you might be asked to provide some of form of ID to prove your identity.
While we are processing your request, we might contact you to address some clarification or queries that we might have to ensure we provide you with the correct data. While you have the right to your data you do not have the right to other people’s data and Involve has the obligation to protect other people’s data.
Should we found ourselves in a position where we have to reject your request, we will provide you with a justification.
If you have any complaints, you have the right to contact the Information Commissioner’s Office directly (www.ico.org.uk). However, we would appreciate if you could give us the chance to address your complaint and put it right first.
Requesting information we hold about you
Involve requires your request in writing (a template form can be supplied) detailing your area of concern, and two of the following forms of ID to prove your identity, before we can give you the required information:
- Passport
- Driving licence
- Birth certificate
- Utility bill/bank statement (issued within the last 3 months)
At least one form of ID should show your current name and date of birth and one should show your current address.
Your request can be made to our Data Protection Officer:
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Data Protection Officer contact details |
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| Contact Name: | Alison Horsfield |
| Address: |
Involve Visual Collaboration Ltd Martin Dawes House Europa Boulevard Warrington WA5 7WH |
| E-mail: | ahorsfield@involve.vc |
| Tel. No.: | 0845 805 3455 |
From receipt of your request and relevant proof of ID, Involve has one month to respond with the appropriate information. Involve will keep you informed if there any delays in this process due to additional complexities or requests at the time.
If Involve has to refuse your request, we will provide you with a reason why. You have a right to lodge a complaint directly with the Information Commissioner’s Office. Please see Complaints below.
Other Important Information
Information Security
Involve has an Information Security Management System which is accredited to ISO27001 Information Security Management Standards. This means that Involve uses appropriate secure methods to store, use and delete your information, using restricted access, password protection and encryption techniques to reduce the risks of a data breach; accidental or unlawful destruction, loss, alteration or unauthorised disclosure of information.
Lawful Basis for Processing Your Information
Involve collects and processes your information using one of the following lawful reasons:
Consent – you have freely given informed, clear consent for us to process your information for a specific purpose; you can withdraw consent at any time by using the unsubscribe option in any marketing email or through the Involve Data Subject Consent Withdrawal form by contacting the Data Protection Officer
Contract – collecting and processing your information is necessary for the preparation or performance of a contract for Involve products and services.
Legal obligation – collecting and processing your information is necessary to comply with UK Law, such as tax records
Legitimate interests – collecting and processing your information is necessary for the legitimate interests of Involve to keep you informed of products & services and for marketing purposes. The Opt-out option will always be available to you.
Complaints
In the event that you wish to make a complaint about how your information is being collected and processed by Involve, or how your information request has been handled, you have a right to lodge a complaint at any time to the Information Commissioner’s Office (ICO) the UK supervisory authority for data protection issues. However, please contact us first to allow us the opportunity to deal with your concerns before approaching the ICO.
Contact details for both our Data Protection Officer and the ICO are below:
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Information Commissioner’s Office
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Involve Data Protection Officer
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| Contact Name: | Information Governance Department | Alison Horsfield |
| Address: | Information Commissioner’s Office Wycliffe House Water Lane Wilmslow Cheshire SK9 5AF |
Involve Visual Collaboration Ltd Martin Dawes House Europa Boulevard Warrington WA5 7WH |
| E-mail: | accessicoinformation@ico.org.uk | ahorsfield@involve.vc |
| Tel. No.: | 0303 123 1113 | 0845 805 3455 |
Cookies
Website usage information is collected using cookies. We use cookies to track your browsing and optimise our website and marketing efforts by using visitor tracking software.
Most web browsers allow some control of most cookies through the browser settings. To find out more about cookies, including how to see what cookies have been set and to manage and delete them visit www.aboutcookies.org.
To opt out of being tracked by Google Analytics across all websites visit http://tools.google.com/dlpage/gaoptout.
Below are the types of cookies being used on our website: –
User identification cookie – This holds a unique reference which identifies the visitor each time that they return to the site. This cookie is held for a 10 year duration. If a user upgrades their browser within this time, the cookies will be cleared.
Session identification cookie – This holds a unique reference which allows the current tracking to be related to a single session. This cookie is held for 30 minutes.
Pop-up window – This records the current state of the pop-up window. This cookie is held for the duration of the user’s session.
Temporary cookies – These are used to ensure that the data which has been captured is recorded and transmitted to the servers. These cookies are deleted after a positive response is received from the tracking servers.
Other websites
Our site may provide links to third party websites. We are not responsible for the conduct of those companies, and you should refer to their privacy notices as to how they may handle your personal information.
Contact
If you would like any further information about this Privacy Notice, please contact the Involve Data Protection Officer, Alison Horsfield, who can be contacted by email ahorsfield@involve.vc or telephone on 0845 805 3455.
Our address is Involve Visual Collaboration Ltd, Martin Dawes House, Europa Boulevard, Westbrook, Warrington, WA5 7WH.
