Privacy Policy

About this Policy

This Privacy Policy sets out when and why we collect personal information, how we use it and how we keep it secure. We may collect, use and store your personal data, as described in this Privacy Policy. We will also explain at the point of data capture how your personal information will be used. We will always comply with the General Data Protection Regulation (GDPR) when dealing with your personal data. Further details on the GDPR can be found at www.ico.gov.uk.

Why this policy exists

This privacy policy ensures Vugot;

  • Complies with data protection law and follows good practice
  • Protects the rights of staff, customers and partners
  • Is open about how it stores and processes individuals’ data
  • Protects itself from the risks of a data breach

Policy Scope

This policy applies to all branches, staff, contractors, suppliers and other people working on behalf Vugot.  It applies to all data that the company holds relating to identifiable individuals, even if that information technically falls outside of the Data Protection Act 1998. This can include:

  • Names of individuals
  • Postal addresses
  • Email addresses
  • Telephone numbers
  • Other information relating to individuals

What data we collect and why

Type of data

Purposes/Use

Legal basis of processing

Invoice payers’ name, address, telephone number, email address

Processing your payment. Details are stored on IBCOS Gold.

Performing our contract with our customers. For the purpose of our legitimate interests.

Subscribers’ name and email address

Sending email newsletters. Data will be processed by MailChimp, our chosen email marketing service provider.

Consent. We will seek consent and make it clear at the point of data capture (and under “Email newsletter” section in this policy) how your data will be used.

Subscribers’ name and address

Sending out newsletters, invitations to events and promotional material.

Consent. We will seek consent and make it clear at the point of data capture how your data will be used.

Subscribers’ name and phone number

Contacting by phone or SMS to provide news about promotions and events.

Consent. We will seek consent and make it clear at the point of data capture how your data will be used.

Enquiries names, email and phone number

To respond to enquiries about our business.

Consent. Notifications on contact forms.

Job applications

To respond to job applicants.

Consent through website and when applications received by email.

Automatically collected data as outlined in “Visitor tracking” section

Processed by Google Analytics to help us monitor usage of our website.

Consent. When you first visited our site, you were asked to consent to the use of cookies.

 

Data Protection

  1. We will never transfer your personal data outside the EU without prior consent with the exception of MailChimp and Google (see “Third parties” section)
  2. We have taken a number of steps to protect your personal data from loss, misuse and unauthorised access.
  3. For payments taken in store on credit cards we use the secure, recognised payment systems Global Payments and Barclaycard.
  4. We will never sell your personal data.
  5. We will not share your personal data with any third parties without your prior consent. However, we may need to pass your personal data to third parties for the purpose of fulfilling services you have requested (for example passing your details to manufacturers regarding warranty).
  6. We will notify you promptly in the event of any breach of your personal data. Note: please be aware that we cannot guarantee that transferring information over the internet always be 100% secure.

How long do we keep your data?

  1. We will hold your personal data for as long as you are a Vugot customer and for as long afterwards as it is in our legitimate interest to do so. This will generally be for up to 7 years.
  2. We review collected personal data bi-annually to establish whether we are still legally entitled to process and retain it.
  3. For payments completed via telephone, we will securely destroy your payment information as soon as we have used it to process your order.

Visitor tracking

Like almost all websites, we use Google Analytics (GA) to track how you interact with our website. This helps us understand how people find and use our website, allowing us to make changes to improve usability and user experience. GA stores data such as your location, device, internet browser and operating system. This does not enable us to identify you personally. Furthermore, GA record’s your device’s IP address. This could allow Google to personally identify you, but we do not have access to this information. You can disable cookies on your internet browser to stop GA from tracking your usage of this site. We consider Google to be a third-party data processor. See “Third Parties” section below.

Email newsletter

This website enables you to sign up to our email newsletter. Any details you submit will be forwarded to our own Customer Relationship Management (CRM) system (IBCOS Gold) and MailChimp (who we use for email marketing services). If you choose to sign up to our email newsletter, your personal details will not be stored in a database on our own website or on any of our internal computer systems. Your personal details will remain within MailChimp until you request removal from the newsletter. We provide unsubscribe links in every email newsletter than we send to you. You can also request that we remove you by contacting us. If you would like your personal details to be removed from our own CRM systems, please contact us at vugot.com . We consider MailChimp to be a third-party data processor. See “Third Parties” section below.

Contact forms

If you choose to contact us using any enquiry forms on our website, the data that you enter will be stored by this website.

External websites and social networks

Our website may contain links to external websites including social networking websites which are not affiliated with or controlled by us. These external websites may collect your personal data and also use cookies. Examples include Facebook, Twitter and LinkedIn. We are not responsible for these external websites including their security and privacy of any information they collect. Please review the privacy policies of each external website you visit.

Cookies

This site uses cookies – small text files that are placed on your machine to help the site provide a better user experience. In general, cookies are used to retain user preferences, store information for things like shopping baskets, and provide anonymised tracking data to third party applications like Google Analytics. As a rule, cookies will make your browsing experience better. However, you may prefer to disable cookies on this site and on others. The most effective way to do this is to disable cookies in your browser. We suggest consulting the Help section of your browser or taking a look at the About Cookies website which offers guidance for all modern browsers

Server information

This website is hosted by FAST2HOST within a UK data centre. All traffic handled by this website is encrypted and delivered over HTTPS.

Third parties

We use third parties to provide services that are crucial to the management and growth of our business. These third parties process personal data on our behalf. We have carefully selected these third parties.

IBCOS Gold – Our accounting software and customer relationship management tool. https://www.ibcos.co.uk/

Google Analytics – Used to monitor activity on our website for the purpose of improving the experience of the user. https://analytics.google.com

MailChimp – Used to communicate promotions, events and other news to customers who have opted to receive it – https://mailchimp.com/legal/privacy/

Paypal – Paypal automatically stores data of customers using Paypal to process payments through Ebay. https://www.paypal.com

WordPress – Used to create our website www.vugot.com and log enquiries through our website.

Data breaches

We will report any unlawful data breach of our own data or our third party’s data to all relevant people and authorities within 72 hours of the breach. Your rights Under GDPR, you have to right to:

  1. Request access to your personal data
  2. To be provided with information about how your personal data is processed and used by us
  3. To have your personal details corrected
  4. To have your personal data removed from our systems
  5. In certain circumstances have your personal data transferred to another business if required
  6. To object to how your personal data is processed

You are able to complain to the Information Commissioner if you feel we have unlawfully processed your personal data: https://ico.org.uk/concerns/

Updating your preferences

If at any time you would like to change how we are able to communicate with you, please visit our preference centre which you will find a link to at the bottom of every marketing email we send to you. Alternatively, you can contact us and we will be happy to discuss your current contact preferences and make any changes required;

Changes

If legislation is updated or we decide to change the providers of third party services, this privacy policy may change. It is not possible for us to notify all website users of all changes so we recommend that you occasionally check this page for updates. Specific changes will be mentioned below this point.

Privacy policy implemented: 21 August 2018