Privacy Policy

Last updated on February 5, 2016

Vivid Telecom Limited (“we”, “us” or “our”) is committed to protecting and respecting your privacy. We own and operate the Website.

This Privacy and Cookies Policy (together with our Terms of Use and any other documents referred to in it) sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us. Please read this Privacy and Cookies Policy carefully to understand our views and practices regarding your personal data and how we will treat it.

We will only use your personal data in the manner set out in this Privacy and Cookies Policy. We will only use your personal data in a way that is fair to you. We will only collect personal data where it is necessary for us to do so and where it is relevant to our dealings with you. We will only keep your personal data for as long as it is relevant to the purpose for which it was collected or for as long as we are required to keep it by law.

For the purpose of the Data Protection Act 1998 (the “Act”), our company details is Vivid Telecom Limited, a company registered in England and Wales under company number 06717474 and with registered office at Unit 2477 Chynoweth House, Trevissome Park, Truro, Cornwall, TR4 8UN.

Information we may collect from you

We may collect and process the following data about you:

  • Your title, name, address, email address, telephone numbers, username, password, business name (if applicable) and such other contact details as we require. This includes information provided at the time of registering to use the Website.
  • Information that you provide by filling in forms on the Website. This includes information provided at the time of subscribing to our services or requesting further services. We may also ask you for information when you report a problem with the Website.
  • If you contact us, we may keep a record of that correspondence.

You should only submit to us or the Website information which is accurate and not misleading. You should keep that information up-to-date and let us know if any of that information changes by emailing us at info@vividtelecom.com. By submitting your or anyone else’s data to us or the Website, you must ensure that you have full authority and consent to supply us with that data on their behalf and you warrant to us that you have that authority.

Your Duty to inform us of changes

As of the 25th May 2018 the new data protection law comes in effect, which is why it is important to ensure that the personal data we hold about you is accurate and correct. Please keep us informed if your personal data changes.

Where we need to collect personal data by law, and under the terms of your contract we have with you it is important that the data is correct. If for any reason you fail to provide us accurate information we may not be able to provide you with any services which may result in us terminating your current agreement with immediate effect. If this happens we will notify you of this at the time.
It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.

How long will you use my personal data?

We hold on to data based on our customers personal information including financial details for legal and tax purposes. The data is also used for accounting and reporting purposes required for HMRC.

We tend to keep personal data for as long as its required. As required by law invoices are required by law to be kept for audit purposes by the HMRC for approximately 6 years. We would also keep your data for legal purposes for any debt recovery purposes.

IP addresses

We may collect information about your computer, including where available your IP address, operating system and browser type, for system administration. This is statistical data about our users’ browsing actions and patterns and does not identify any individual.

Cookies

The Website uses cookies. Cookies are tiny text files which identify your computer to our server as a unique user when you visit certain pages on the Website and they are stored by your Internet browser on your computer’s hard drive. Cookies can be used to recognise your Internet Protocol address, saving you time while you are on the Website.

We only use cookies for your convenience in using the Website and not for obtaining or using any other information about you (for example targeted advertising). Your browser can be set to not accept cookies, but this would restrict your use of the Website.

If you want to find out more information about cookies, go to http://www.allaboutcookies.org or to find out about removing them from your browser, go to http://www.allaboutcookies.org/manage-cookies/index.html.

Please note that we collect data from the Website about use of the Website using a web analysis tool which uses cookies that are (able to be) used to generate pseudonyms for a user’s profile. This means that use cookies (which may be stored on your computer after you leave the Website) can store information about your visit.

Please also note that our suppliers and partners may also use cookies, over which we have no control.

 

Where we store and how we use your personal data

All information you provide to us is stored on our secure servers. We use industry standard security and firewalls on our servers. Where we have given you (or where you have chosen) a password which enables you to access certain parts of the Website, you are responsible for keeping that password confidential. We ask you not to share a password with anyone.

We maintain physical, electronic and procedural safeguards in connection with the collection, storage and disclosure of your information. Our security procedures mean that we may occasionally request proof of identity before we disclose personal information to you.

Unfortunately, the transmission of information via the Internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to the Website; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.

We will only use your personal data when the law allows us to. We will only use your data for the following circumstances:

  • Preparing the contract for the service being provided.
  • Where we need to comply with the legal and/or regulatory obligations.
PURPOSE/ACTIVITYTYPE OF DATALAWFUL BASIS FOR PROCESSING INCLUDING BASIS OF LEGITIMATE INTEREST
To register you as a new customer(a) Identity

(b) Contact

Performance of a contract with you
To process and deliver your order including:

(a) Manage payments, fees and charges

(b) Collect and recover money owed to us

(a) Identity

(b) Contact

(c) Financial

(d) Transaction

(a) Performance of a contract with you

(b) Necessary for our legitimate interests (to recover debts due to us)

To manage our relationship with you which will include:

(a) Notifying you about changes to our terms or privacy policy

(a) Identity

(b) Contact

(c) Profile

(a) Performance of a contract with you

(b) Necessary to comply with a legal obligation

To administer and protect our business and this website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data)(a) Identity

b) Contact

(c) Technical

(a) Necessary for our legitimate interests (for running our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganisation or group restructuring exercise)

(b) Necessary to comply with a legal obligation

To use data analytics to improve our website, products/services, marketing, customer relationships and experiences(a) Technical

(b) Usage

Necessary for our legitimate interests (to define types of customers for our products and services, to keep our website updated and relevant, to develop our business and to inform our marketing strategy)

 

Third Party Companies

Our external service providers based inside and outside of the European Union that provide IT and system administration services.

If we choose to sell, transfer parts of our business or its assets then the new owners may use your personal data in the same way that is set out in this privacy policy.

HM Revenue & Customers, regulators such as Ofcom and ICO, and other authorities based in the UK may use data for reporting of activities in certain circumstances.

Credit Agencies that Fraud Prevention team to ensure that our assets are protected at all times.

Open Reach, BT and other Service Providers that we use to provide services to you.

We have agreements in place with our service providers who respect the data that we provide to them to ensure that it is treated in accordance with the law. We do not allow third parties to use your data for any marketing and any other way than to offer the required service to you.

Data Security

 

At Vivid Telecom it is our job to ensure that there are security measures in place to prevent personal data from being lost, accessed in any way that is unauthorised, altered and/or disclosed. The data we hold is limit to the team that require it. Our contractors and/or agents are not provided with this data under any circumstances. The data will only be used under your instruction and processed by the team under a duty of confidentiality.

 

When you make payments to us via the website, whether its via PayPal or Stripe this information is held by the processor meaning that this is not disclosed to us. If you are paying via direct debit then you are protected by the Direct Debit guarantee.

 

When submitting your payment information to PayPal or Stripe, please note that both companies have their own privacy policies and that we do not accept any responsibility or liability for those privacy policies. Please check those policies before you submit any personal data.

Uses made of the information

We use information held about you in the following ways:

  • To ensure that content from the Website is presented in the most effective manner for you and for your computer.
  • To provide you with billing information in relation to the services that we may provide to you.
  • To manage the Website, detect fraud or Website abuses, send you information relevant to the Website and in case we have any queries.
  • To carry out our obligations arising from any contracts entered into between you and us.
  • To notify you about changes to our services.
  • To allow you to register for an account on the Website, which may include sending an email to you to confirm your details.
  • To give you a new password if you have forgotten it.

We also need to use your contact details and other information for any aspect of the Website (including, without limitation, providing customer support, preventing or investigating prohibited activity, enforcing the Terms of Use and verifying information).

We may transfer our databases containing your personal information if we sell our business or part of it to an actual or potential purchaser.

We may also disclose your details as described elsewhere in this Privacy and Cookies Policy.

Other than as set out in this Privacy and Cookies Policy, we shall NOT sell or disclose your personal data to third parties without obtaining your prior consent unless this is necessary for the purposes set out in this Privacy and Cookies Policy or unless we are required to do so by law.

Other websites

The Website may, from time to time, contain links to and from the websites of our partner networks and affiliates. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.

Access to information

The Act gives you the right to access information held about you. Your right of access can be exercised in accordance with the Act. Any access request may be subject to a fee of £10 to meet our costs in providing you with details of the information we hold about you.

 

Consent & Legal Rights

By submitting data to us and using the Website, you consent to our use of your data and of anyone you represent in the manner set out in this Privacy and Cookies Policy (as amended from time to time, as described below) and you are responsible for ensuring that you have authority to consent on behalf of anyone about whom you submit data to us.

Please note that you can revoke any consent you have given us under this policy at any time by contacting us on support@vividtelecom.com, and referencing this Privacy and Cookies Policy in the email subject line, using the body of the email to say what consent you are revoking.

Under the GDPR you as a customer have rights in relations to your personal data. See below your rights that will give you a better idea:

Request Erasure:This gives you the authority to request for your data to be deleted from our servers where there is no obvious reason for us to continue processing it.  If we have processed your data unlawfully then you have the right o request for this to be erased. Please note that we may not always be able to comply with your request to erase your data for legal reasons which we will notify you at the time and at your request.

Request to transfer:If you request for us to transfer your data to a third party of your choice we would be able to do this via a computerised format which is automated on our system. We may also obtain the data from a contract for which the data you originally provided us.

Request to correct:If you believe that the data we hold for you is inaccurate or incomplete you are within your rights to update this with us to ensure that your data is protected. There may be a time that we would need to correspond with third party companies i.e credit check to verify the data is correct.

Refusal to process:The information that we request from you to form a contractual agreement can be refused which will stop us from processing your information. This can also be refused to stop us from sending you marketing information. We may show grounds that we have a reason to process your information which may override your rights and freedoms.

Request access:This enables you the ability to request a copy of your personal data that we hold about you and to check that we are lawfully processing it. This is also know as a “data subject access request”.

Withdrawal of Consent:We rely on the consent in order to process your information, this by no way would affect the lawfulness of any processing carried out before you withdraw your consent. If for any reason you choose to withdraw your consent, we may not be able to provide products and services to you and may also terminate any services currently being provided.

Request Restriction of Processing:This enables you ask us to suspend the processing of your personal data, however to keep this on our system but not to use it in anyway unless you provide us again with consent.

Changes to our Privacy and Cookies Policy

Any changes we may make to this Privacy and Cookies Policy in the future will be posted on the Website and, where appropriate, notified to you by e-mail. Each time you enter the Website, you agree that the Privacy and Cookies Policy current at that time shall apply to all information held by you.

When we have been requested to provide data about your information this gives us the ability to respond back to you within one month. There may be a time we will need a little longer to provide you with more info if the data we hold is complex or whether you have made a number of requests. If this happens we will notify you, and keep you updated.

Contact

Questions, comments and requests regarding this Privacy and Cookies Policy are welcomed and should be addressed to info@vividtelecom.com.