PRIVACY NOTICE
This Privacy Notice explains how SQOD uses any information we collect in a lawful, fair and transparent manner, in line with UK General Data Protection Regulation (UK GDPR).
WHO ARE WE?
Involve Visual Collaboration Ltd (“Involve” or “we”) provides the SQOD platform, a video appointment platform, that allows a virtual meeting between the Service Provider (member of staff) and the Service User (member of the public). The platform provides the ability to host an online video-based appointment with the option of hosting a one-to-one consultation or a group video call.
We are the processor and Service Provider is the controller of the personal data processed. Our registered office is Martin Dawes House, Europa Boulevard, Westbrook, Warrington WA5 7WH.
The Information we Collect
In order for us to provide you with the SQOD platform, we collect and process personal data (information).
Websites
We collect information about you from our website SQOD.co.uk 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 organisation finance details to fulfil our service contract.
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.
Status Page
To advise all users of any planned/routine maintenance. Status emails are sent to customers whenever there is a need to advise that the service will be temporarily unavailable. The recipient of the email has the option to subscribe/unsubscribe at any point.
Videoconferencing Services & Call Recording
We ensure 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. As part of the SQOD platform there is an option to record a call. The Service Provider (member of staff) has the option to switch on the call recording feature however, a call will only be recorded with prior consent from the Service User (member of the public).
Monitoring and Analysis
As part of some service contracts, we monitor your organisations’ use of videoconferencing equipment, cloud conferencing services and applications to provide utilisation and / or equipment status alerts and reports.
Market Research
We undertake 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 the SQOD platform.
The Types of Personal Data SQOD 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, maiden name, last name, username or similar identifier, marital status, title, date of birth and gender].
Contact Data
includes [billing address, delivery 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 and password, 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
We use your information to: –
· to access and respond to your enquiry in connection with our services.
· To engage in communication with you via multiple channels such as emails, telephone, chat etc.
· to enable us to deliver the requested services
We further use your data
· to contact you to arrange a meeting or to discuss/clarify some elements of your enquiry.
· to engage with you during the course of the provision of Services.
· to share with you promotional information about our services you have expressed an interest in.
· In the course of our service provision your data will be shared with the following 3rd parties
- AWS Ltd (hosting, email alerts/notifications, SMS alerts/notifications, data hosted in the UK
- Whereby (Video Calls) hosted in Dublin , Data Adequacy Agreement in place.
- Hedgehog (Support) No PID is shared.
- Atlassian (Status Page) hosted in the USA, UK Extension t the EU-U.S. Data Privacy Framework.
- Brevo (Bulk email delivery), Data Adequacy Agreement in place.
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.
The information is kept for the length of the contract and deleted on termination of the contract, unless all or part of the information must be retained for legal purposes such as tax records, or business practices such as support, monitoring and analysis information to new suppliers.
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 SQOD’s procedures or instructions.
Your Choices and Obligations
We 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.
Your rights
At any point while we are in the possession of or processing your information, you have 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 – 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
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
How to lodge a complaint with Involve or the Information Commissioner’s Office
Details and information of any automated decision making such as profiling processes using your information, how any decisions are made, and the effect of the decision
If you would like to exercise any of your rights or lodge a complaint, please contact our DPO using the following contact details:
Data Protection Officer contact details
Contact name: Alison Horsfield
Address: SQOD, Martin Dawes House Europa Boulevard, Warrington WA5 7WH
E-mail: DPO@involve.vc
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 we have an 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.
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
We collect and process 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 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 SQOD 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 SQOD and staff members of limited companies,
incorporated partnerships, local authorities and government institutions, who need to kept informed as they may potentially require Involve products and services
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 website contains links to other websites. This Privacy Notice only applies to this website so when linked to other websites you should read their own privacy notices.
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 SQOD, Martin Dawes House, Europa Boulevard, Westbrook, Warrington, WA5 7WH.