Privacy Policy

This Privacy Notice explains how Involve Visual Collaboration Ltd (“Involve”, “we”, “us” or “our”) collects and processes personal data in accordance with applicable data protection laws in the United Kingdom, including the UK GDPR and the Data Protection Act 2018. We are committed to processing personal data lawfully, fairly and transparently.

 

Who are we?

Involve Visual Collaboration Ltd provides audio visual and videoconferencing products and services. For the purposes of data protection law, we are the data controller responsible for your personal data.

Registered office:
Martin Dawes House, Europa Boulevard, Westbrook, Warrington, WA5 7WH

 

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

We collect and process personal data through our websites to:

  • analyse website usage,
  • provide information about our products and services, and
  • respond to enquiries.

This includes information collected via our websites using cookies and similar technologies. We rely on:

  • consent for the use of non-essential cookies; and
  • legitimate interests to analyse usage and respond to enquiries.

Further information is available in our Cookie Policy. 

 

Service Contracts

When you purchase products or services, we collect personal data such as:

  • name,
  • organisation name,
  • email address,
  • telephone number, and
  • payment details (where applicable).

This processing is necessary for the performance of a contract and to comply with legal obligations.

 

Helpdesk/Customer Support

We record helpdesk calls for training and quality assurance purposes. Recordings are stored securely in the UK and retained for a limited period (typically 3 months).

This processing is based on our legitimate interests in improving service quality.

 

Videoconferencing services

We ensure that videoconferencing transmissions over public networks are encrypted. We do not store call content, and no data is retained once a call has ended.

 

Monitoring and Analysis

We monitor service usage and generate reports to:

  • maintain service quality,
  • improve performance, and
  • demonstrate service value.

This processing is based on our legitimate interests.

 

Marketing

We may carry out business-to-business marketing and market research to identify relevant contacts within organisations who may benefit from our services.

We rely on legitimate interests for this activity and ensure that:

  • communications are relevant and proportionate; and
  • you can opt out at any time.

We do not sell or share personal data with third parties for their own marketing purposes.

 

Booking Portals

When using our booking portals, we collect personal data such as:

  • name,
  • organisation details,
  • contact information, and
  • payment details (where required).

This processing is necessary for the performance of a contract.

 

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.

 

Service providers

We use third-party providers (e.g. IT hosting and infrastructure providers) who may have access to personal data strictly for the purpose of delivering services on our behalf.

All third parties are contractually required to:

  • process data only on our instructions,
  • keep it secure, and
  • delete or return it when no longer required.

 

Third Parties

 

See separate Privacy Notices for Third Parties used for:-

Privacy Policy – Involve Interpreter

Privacy Policy | SQOD

Privacy Policy | Cognism data source for marketing purposes

 

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)

 

Data Storage/Processing

Personal data is stored on secure servers located in the UK and within approved cloud environments.

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.

 

Categories of Personal Data

We may process the following categories of personal data:

  • Identity Data – e.g. name, identifier
  • Contact Data – e.g. email, phone number, address
  • Financial Data – e.g. payment details
  • Transaction Data – e.g. purchase history
  • Technical Data – e.g. IP address, browser details
  • Profile Data – e.g. preferences, feedback
  • Usage Data – e.g. how you use our services
  • Marketing and Communications Data – e.g. preferences and consent choices

 Lawful Bases for Processing

We process personal data under the following lawful bases:

  • Contract – where processing is necessary to provide products or services
  • Legitimate interests – where processing is necessary for business operations, provided your rights do not override those interests
  • Legal obligation – where processing is required to comply with the law
  • Consent – where required, particularly for cookies and certain marketing activities

Data Retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including legal, regulatory, tax, and accounting requirements.

 

Your Rights

Under UK data protection law, you have the following rights:

  • Right to be informed
  • Right of access
  • Right to rectification
  • Right to erasure
  • Right to restrict processing
  • Right to data portability
  • Right to object
  • Rights relating to automated decision-making and profiling
  • Right to withdraw consent (where applicable)

You may exercise these rights at any time.

 

Information Security

We maintain appropriate technical and organisational measures to protect personal data. Our Information Security Management System is certified to ISO 27001 standards, and we use safeguards such as:

  • access controls,
  • encryption, and
  • secure storage.

 

Contact and Complaints

 

If you would like to exercise any of your rights or raise a concern, please contact our DPO using the following contact details:

 

Data Protection Officer
Involve Visual Collaboration Ltd
Martin Dawes House, Europa Boulevard, Warrington, WA5 7WH
Email: DPO@Involve.vc

Tel: 01925 918187

 

We may request proof of identity before processing your request.

If you are not satisfied with our response, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO) 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.

 

 

 

 

 

 

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