ABOUT THIS POLICY

At Virtual HSE, we’re committed to protecting your privacy and making sure your personal information is handled safely and responsibly. This policy outlines how we aim to achieve that, and covers the information we may gather when you:

WHAT WE MEAN BY PERSONAL DATA

‘Personal Data’ refers to any data which relates to an identifiable person who can be directly or indirectly identified from that data. In this instance, it means personal information you give to us via our website.

By giving us your personal data, you agree that we can use it in accordance with this policy. We collect, use and retain Personal Data about you only to the extent that is reasonably required in order for us to effectively conduct our business.

Please take your time to read it this policy in its entirety and ensure that you understand it.

HOW DO YOU GET MY CONSENT?

When you give us your personal information, we then assume you understand that your data must be gathered and used in order to process your request, and so by doing that you are giving consent. We only use this data for processing purposes.

If we ask for your personal information for another reason, for example marketing, we will ask you explicitly for your consent, for example by requiring you to tick a checkbox on a form.

How Do We Collect Information?

WE COLLECT INFORMATION FROM YOU:

  • if you make an enquiry using the contact form on our site

Information collected this way is confidential to Virtual HSE and will not be shared with any third parties.

WHAT TYPE OF INFORMATION IS COLLECTED?

When you fill in a contact form, you will be asked to provide personal information. We collect this information so we can respond to you as per your request.

The type of information usually includes some or all of the following:

  • your title
  • your name
  • your e-mail address
  • your business name and address
  • your telephone number
  • marketing preferences (whether you opt-in or opt-out of receiving marketing from us)

WHEN YOU USE OUR WEBSITE, VIRTUAL HSE WILL COLLECT:

a nugatory amount of data, which is automatically collected by our web server to access log records. Access log records collect and store information based on IP addresses and access request date/time. We host our website on Namesco servers. Namesco is fully compliant with Data Protection laws, although the basic information they store is not user-specific and can’t be used to identify an individual. We have never had reason to access these logs as we use Google Analytics performance cookies to display more advanced access and usage data in a user-friendly dashboard which we (and our web agency) can more easily interpret.

We use Google Analytics cookies to gather and display information relating to

  • device type (e.g. mobile, computer, tablet)
  • operating system
  • browser type
  • browser information (e.g., type, language, version)
  • domain names
  • access times and dates
  • location (country + city/town)
  • referring website addresses

All data gathered, processed and displayed by Google Analytics cookies is randomised and can never be traced to an individual.

CAREERS WITH US

We welcome speculative job applications from appropriate candidates, and CVs can be sent to consult@virtualhse.co.uk. If you do this, the information we then receive may include:

  • your personal details
  • your employment details
  • your education
  • your salary history
  • other relevant details about you

We will use this information to assess your application, or keep it in our records for future reference. Please email  consult@virtualhse.co.uk if you’d rather we deleted them.

HOW IS PERSONAL INFORMATION USED?

The way we use your personal data will always have a lawful basis. This is either because you have agreed to our use of your personal data (e.g. by subscribing to emails), or because it is in our legitimate interests.

We require the information outlined in the previous section to understand your needs and provide you with a better service, and in particular for the following reasons:

  • Process enquiries
  • Maintain accurate records
  • Send you service emails (order confirmation/receipts)
  • Improve our product and service offering

WHO HAS ACCESS TO YOUR INFORMATION?

We do not and will not sell, distribute, or lease your personal information to any third parties. Any personal data we request from you will be safeguarded under current legislation.

We will only share your information with companies if necessary to deliver services on our behalf. These service providers are limited to Names.co.uk to host our website and Ninja Forms to collect, process and store form data. We do not host any further third party website content such as imagery hosted on CDNs or embedded social or video content which could use their own cookies to gather data about you.

You can choose to restrict the use or collection of your personal information at any time. For more information, please see the Your Choices section of this Privacy Policy.

Our website agency has access to our Google Analytics Dashboard, but no other data.

HOW AND WHERE DO WE STORE DATA?

We only keep your personal data for as long as we need to in order to use it as described in this Privacy Policy, and/or for as long as we have your permission to keep it.

Emails

When you send an email to an email address displayed on our website, we collect your email address and any other information you provide in that email (such as your name, telephone number and the information contained in any signature block in your email).

Namesco

A nugatory amount of data is automatically collected by our web server access log records. Access log records collect and store information based on IP addresses and access request date/time. We host our website with Namesco who are fully compliant with Data Protection laws, although the basic information they store is not user-specific and cannot be used to identify an individual. We have never had reason to access these logs as we use Google Analytics performance cookies to display more advanced access and usage data in a user-friendly dashboard which we can more easily interpret. Namesco is fully compliant with GDPR regulation – please access their Privacy Policy to learn more.

Ninja Forms

As discussed in this Privacy Policy we use third-party software, Ninja Forms, to process form data submitted via our website. Ninja Forms is fully compliant with GDPR regulation – please access their Privacy Policy to learn more.

YOUR CHOICES

We will not contact you for marketing purposes by email, phone or text message unless you have given your prior consent. We will not pass your details to any third parties for marketing purposes unless you have expressly permitted us to. Furthermore, you can change your marketing preferences at any time by contacting us by email at consult@virtualhse.co.uk.

You have a right to request a copy of the personal information that Virtual HSE holds about you and have any inaccuracies corrected. Any such requests should be made to this email address: consult@virtualhse.co.uk.

You have the right to withdraw your consent to us using your personal data at any time, and to request that we delete it.
We do not keep your personal data for any longer than is necessary in light of the reason(s) for which it was first collected. Data will, therefore, be retained for the following periods: 36 Months

SECURITY

Data security is very important to us, and to protect your data we have taken suitable measures to safeguard and secure data collected through our Site. If you provide us with your credit/debit card information, the information is encrypted using secure socket layer technology (SSL) and stored with an AES-256 encryption. Although no method of transmission over the Internet or electronic storage is 100% secure, we follow all PCI-DSS requirements and implement generally accepted industry standards.

USE OF ‘COOKIES’

Like many other websites, we use cookies. We use them to help you personalise your online experience.

A cookie is a text file that is placed on your hard disk by a web page server which allows the website to recognise you when you visit. Cookies only collect data about browsing actions and patterns, and do not identify you as an individual.

We use cookies for the following purposes:

  • Performance and analytics: We use Google Analytics (tag manager) cookies to help us analyse how our web pages are being accessed and used. We also use cookies to provide insights such as page views, conversion rates, device information, visitor IP addresses, and referral sites.
  • Third Parties: Third Party services may use cookies to help you sign into their services from our services. Any third-party cookie usage is governed by the Privacy Policy of the third party placing the cookie.

OPTING OUT

You can set your browser to not accept cookies, but this may limit your ability to use the third-party services on our website.

Please read our Cookies Policy for more information.

WHAT HAPPENS IF OUR BUSINESS CHANGES OWNERSHIP?

We may, from time to time, expand or reduce our business and this may involve the sale and/or the transfer of control of all or part of our business. Any personal data that you have provided will, where it is relevant to any part of our business that is being transferred, be transferred along with that part. The new owner or newly controlling party will, under the terms of this Privacy Policy, be permitted to use that data only for the same purposes for which it was originally collected by us.

In the event that any of your data is to be transferred in such a manner, you will not be contacted in advance and informed of the changes.

CHANGES TO THIS PRIVACY POLICY

We will occasionally refresh and update our Privacy Policy in line with company and customer feedback. Virtual HSE recommends that you periodically review this policy so that you know how we are protecting your information. This policy was last updated in August 2020.

CONTACT INFORMATION

We welcome any comments and feedback on our Privacy Policy. If you feel Virtual HSE has not adhered to this Privacy Policy, please let us know at consult@virtualhse.co.uk. We will aim to use all reasonable and commercially sensible efforts to determine and remedy the problem as quickly as possible.

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