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Privacy Policy and Cookie Notice

This privacy notice tells you about the information we collect from you when you use our website. In collecting this information, we are acting as a data controller and, by law, we are required to provide you with information about us, about why and how we use your data, and about the rights you have over your data.

Who are we?

We are Vancert Ltd. Our address is Unit 5, Britannia Road, Sale, Cheshire, m33 2AA. You can contact us by post at the above address, by email at info@vancert.com or by telephone on 0333 207 0037.

We are not required to have a data protection officer, so any enquiries about our use of your personal data should be addressed to the contact details above.

How we use your information

When you use our website

When you use our website to browse our services and view the information we make available, a number of cookies are used by us and by third parties to allow the website to function, to collect useful information about visitors and to help to make your user experience better.

Some of the cookies we use are strictly necessary for our website to function, and we don’t ask for your consent to place these on your computer. These cookies are shown below.

Cookie Name

Provider

Purpose

Expiry

Type

__cfduid

zopim.com

Used by the content network, Cloudflare, to identify trusted web traffic.

1 year

3rd party

JSESSIONID

campaigns.zoho.com

Preserves users states across page requests.

Session

3rd party

JSESSIONID

zc1.maillist-manage.com

Preserves users states across page requests.

Session

3rd party

We use statistic cookies to understand how visitors interact with our website by collecting and reporting data.

Cookie Name

Provider

Purpose

Expiry

Type

_ga

vancert.com

Registers a unique ID that is used to generate statistical data on how the visitor uses the website.

2 years

1st party

_gat

vancert.com

Used by Google Analytics to throttle request rates.

Session

1st party

_gid

vancert.com

Registers a unique ID that is used to generate statistical data on how the visitor uses the website.

Session

1st party

AWSALB

zopim.com

Unclassified

6 days

3rd party

We use marketing cookies to track visitors, the intention is to cater the experience to the individual user.

Cookie Name

Provider

Purpose

Expiry

Type

__zlcmid

vancert.com

Preserves users states across page requests.

1 year

1st party

ads/user-lists/#

google.com

Unclassified

Session

3rd party

collect

google-analytics.com

Used to send data to Google Analytics about the visitor's device and behavior. Tracks the visitor across devices and marketing channels.

Session

3rd party

fr

facebook.com

Used by Facebook to deliver a series of advertisement products such as real time bidding from third party advertisers.

3 months

3rd party

IDE

doubleclick.net

Used by Google DoubleClick to register and report the website user's actions after viewing or clicking one of the advertiser's ads with the purpose of measuring the efficacy of an ad and to present targeted ads to the user.

2 years

3rd party

test_cookie

doubleclick.net

Used to check if the user's browser supports cookies.

Session

3rd party

tr

facebook.com

Unclassified

Session

3rd party

UUID#[abcdef0123456789]{32}

vancert.com

Unclassified

Session

1st party

We use Google Analytics to analyse the use of our website. Google Analytics gathers information about website use by means of cookies. The information gathered relating to our website is used to create reports about the use of our website. Google's privacy policy is available at: https://www.google.com/policies/privacy/.

Managing cookies

Most browsers allow you to refuse to accept cookies and to delete cookies. The methods for doing so vary from browser to browser, and from version to version. You can however obtain up-to-date information about blocking and deleting cookies via these links:

(a)   https://support.google.com/chrome/answer/95647?hl=en (Chrome);

(b)    https://support.mozilla.org/en-US/kb/enable-and-disable-cookies-website-preferences (Firefox);

(c)    http://www.opera.com/help/tutorials/security/cookies/ (Opera);

(d)    https://support.microsoft.com/en-gb/help/17442/windows-internet-explorer-delete-manage-cookies (Internet Explorer);

(e)    https://support.apple.com/kb/PH21411(Safari); and

(f)    https://privacy.microsoft.com/en-us/windows-10-microsoft-edge-and-privacy (Edge).

Blocking all cookies will have a negative impact upon the usability of many websites. If you block cookies, you will not be able to use all the features on our website.

When you submit an enquiry via our website

When you submit an enquiry via our website, we ask you for your name, business name, contact number, email and trade type.

We use this information to respond to your query, including providing you with any requested information about our products and services. We may also email you several times after your enquiry in order to follow up on your interest and ensure that we have answered your it to your satisfaction. We will do this based on our legitimate interest in providing accurate information prior to a sale.

Your enquiry is stored and processed as an email and is logged on a CRM system.

We do not use the information you provide to make any automated decisions that might affect you.

We keep enquiry emails for two years, after which they are securely archived and kept for seven years, when we delete them. CRM records are kept for three years after the last contact with you.

When you sign up to receive our newsletter 

When you sign up to receive our newsletter, we ask for your name and your email address.

We will ask for your consent to use your name and email address to email you our newsletter which contains information about our products and other information which we feel might be of interest to you.

You can withdraw your consent at any time and we will stop sending you the newsletter.

Your name and email address are stored on a third-party marketing system. This system has contractually committed to providing appropriate safeguards for your personal data which means it will be protected in line with the legal requirements of the European Union.

We do not use the information you provide to make any automated decisions that might affect you.

We keep your personal data for as long as we produce and distribute our newsletter. If you withdraw your consent, we will mark your details so that they are not used and delete them after two years.

 

When you enter into contract with us as a customer of our services 

 

When you enter into contract with us, as a customer of our ‘Software as a Service’ (saas) we ask for your name, your business name, your email address, your address, your contact telephone number, your primary field of activity and the number, your governing body registration information (if applicable) and your company size. This information is required to create an account on our platform for you to trial our software with a view to entering into contract.

 

As you are under contract with us we do not require consent to communicate with you regarding your account with us or system related correspondence.

 

We keep your personal data for as long as we are in contract with you and up to five years after the end of a contract. You can ask us to give you a copy of the information we hold in a machine-readable format so that you can transfer it to another provider.

 

Once a contract has ended, you have the right to request that we erase your data.

 

How we may use your data

We may process data about your use of our website and services ("usage data"). The usage data may include your IP address, geographical location, browser type and version, operating system, referral source, length of visit, page views and website navigation paths, as well as information about the timing, frequency and pattern of your service use. The source of the usage data is our analytics tracking system. This usage data may be processed for the purposes of analysing the use of the website and services. The legal basis for this processing is our legitimate interests, namely monitoring and improving our website and services.

We may process your account data ("account data"). The account data may include your name and email address. The source of the account data is you or your employer. The account data may be processed for the purposes of operating our website, providing our services, ensuring the security of our website and services, maintaining back-ups of our databases and communicating with you. The legal basis for this processing is the performance of a contract between you and us and/or taking steps, at your request, to enter into such a contract.

We may process your information included in your personal profile on our website ("profile data"). The profile data may include your name, address, telephone number, email address and employment details. The profile data may be processed for the purposes of enabling and monitoring your use of our website and services. The legal basis for this processing is the performance of a contract between you and us and/or taking steps, at you request, to enter into such a contract.

We may process your personal data, and the personal data of your customers, that are provided in the course of the use of our services ("service data"). The service data may include your customers’ names, addresses, telephone numbers, email addresses, appliance information, service history, job history, your financial information (including invoices, quotes and job costs). The source of the service data is you or your employer. The service data may be processed for the purposes of operating our website, providing our services, ensuring the security of our website and services, maintaining back-ups of our databases and communicating with you. The legal basis for this processing is the performance of a contract between you and us and/or taking steps, at your request, to enter into such a contract.

We may process information contained in any enquiry you submit to us regarding goods and/or services ("enquiry data"). The enquiry data may be processed for the purposes of offering, marketing and selling relevant or services to you. The legal basis for this processing is consent..

We may process information relating to transactions, including purchases of goods and services, that you enter into with us and/or through our website ("transaction data"). The transaction data may include your contact details, your bank account details and the transaction details. The transaction data may be processed for the purpose of supplying the purchased services and keeping proper records of those transactions. The legal basis for this processing is the performance of a contract between you and us and/or taking steps, at your request, to enter into such a contract and our legitimate interests, namely our interest in the proper administration of our website and business.

We may process information that you provide to us for the purpose of subscribing to our email notifications and/or newsletters ("notification data"). The notification data may be processed for the purposes of sending you the relevant notifications and/or newsletters. The legal basis for this processing is the performance of a contract between you and us and/or taking steps, at your request, to enter into such a contract..

We may process geographical data of your engineers at certain events. This data may include coordinate data, date and time. The source of this data is the mobile application. This data may be processed for the purpose of identifying your mobile-user location when acknowledging jobs, starting jobs, ending jobs and taking photographs. The legal basis for this processing is consent.

Your rights as a data subject 

By law, you can ask us what information we hold about you, and you can ask us to correct it if it is inaccurate. If we have asked for your consent to process your personal data, you may withdraw that consent at any time.

If we are processing your personal data for reasons of consent or to fulfil a contract, you can ask us to give you a copy of the information in a machine-readable format so that you can transfer it to another provider.

If we are processing your personal data for reasons of consent or legitimate interest, you can request that your data be erased.

We may disclose your personal data where such disclosure is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another person. We may also disclose your personal data where such disclosure is necessary for the establishment, exercise or defence of legal claims, whether in court proceedings or in an administrative or out-of-court procedure.

Retaining and deleting persoanl data

Personal data that we process for any purpose or purposes shall not be kept for longer than is necessary for that purpose or those purposes.

We will retain your personal data as follows:

(a)    account data will be retained for a minimum period of 2 years following the termination of your contract, and for a maximum period of 5 years.

(b)    profile data will be retained for a minimum period of 2 years following the termination of your contract, and for a maximum period of 5 years.

(c)    service data will be retained for a minimum period of 2 years following the termination of your contract, and for a maximum period of 5 years.

In some cases, it is not possible for us to specify in advance the periods for which your personal data will be retained. In such cases, we will determine the period of retention based on the following criteria:

(a)    the period of retention of enquiry data will be determined based on data protection legislation.

(b)   the period of retention of notification data will be determined based on data protection legislation.

You have the right to ask us to stop using your information for a period of time if you believe we are not doing so lawfully.

We may disclose your personal data to our insurers and/or professional advisers insofar as reasonably necessary for the purposes of obtaining or maintaining insurance coverage, managing risks, obtaining professional advice, or the establishment, exercise or defence of legal claims, whether in court proceedings or in an administrative or out-of-court procedure.

Financial transactions relating to our website and services are handled by our payment services providers, GoCardless and Xero. We will share transaction data with our payment services providers only to the extent necessary for the purposes of processing your payments, refunding such payments and dealing with complaints and queries relating to such payments and refunds. You can find information about the payment services providers' privacy policies and practices at https://gocardless.com/legal/privacy/ and https://www.xero.com/uk/about/terms/privacy/.

Finally, in some circumstances you can ask us not to reach decisions affecting you using automated processing or profiling.

To submit a request regarding your personal data by email, post or telephone, please use the contact information provided above in the Who Are We section of this policy.

Your right to complain

If you have a complaint about our use of your information, we would prefer you to contact us directly in the first instance so that we can address your complaint. However, you can also contact the Information Commissioner’s Office via their website at www.ico.org.uk/concerns or write to them at:

 

Information Commissioner's Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Updates to this privacy policy

We regularly review and, if appropriate, update this privacy policy from time to time, and as our services and use of personal data evolves. If we want to make use of your personal data in a way that we haven’t previously identified, we will contact you to provide information about this and, if necessary, to ask for your consent.

We will update the version number and date of this document each time it is changed.