If you have any questions about this privacy policy, including any requests to exercise your legal rights, please contact us using the details set out above.
You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.
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1. Which data we collect about you
Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).
We may collect, use and store different kinds of personal data which we deem to be necessary to continue operating our business services, and/or are lawfully acceptable given the circumstances of any previous interactions between Form Visual and the person in hand. We do not, at any point, sell or pass on this data or information to any third-party companies, partners or affiliates, unless full permission has been recently granted and you have personally requested us to do so.
We have grouped together this data as follows:
- Identity Data: Including, title or marital status, first name, surname, date of birth, gender, job title.
- Contact Data: Including postal address, telephone number, mobile number, and email address.
- Financial Data: Including account numbers, sort codes, account types, VAT information
- Technical Data: Including internet protocol (IP) address, 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 our website.
- Usage Data: Includes information about how you use our website and its services.
- Marketing and Communications Data: Includes your preferences in receiving marketing communications from us and your communication preferences.
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2. How is your personal data collected?
Below is a list of the different ways in which Form Visual currently collect personal data about anyone who may interact with the business.
Direct interactions.
We often collect information you may give us during direct interactions with Form Visual, including your identity and contact information, through corresponding with us by post, phone, email or other forms of communication. This includes personal data you may provide when you:
- Request a quote
- Request information on a product or service
- Request marketing information or service resources
- Make a transaction with Form Visual
Automated technologies or interactions.
As you interact with our website, we may automatically collect Technical Data about your browsing actions and patterns. We collect this personal data to help us improve our website and services by using cookies and other similar technologies. These can be controlled through your browser settings and upon visiting the company website.
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3. How we use your personal data
Form Visual are committed to keeping your personal data safe, and only using it in necessary circumstances and where lawfully required. Most commonly, we will process your personal data in the following circumstances:
- Where we need to perform a contract agreement and/or carry out services to complete and fulfil a job agreement
- Where we need to process financial transactions / information and maintain proof of sales.
- To contact you regarding our services, based on previous transactions or legitimate interest.
- Where we need to comply with a legal or regulatory obligation.
- To allow us to improve our services and transactions by pulling statistical information from previous data.
Marketing
Promotional Offers & Updates
We may in some circumstances use your personal data to form a view on what we think you may be interested in and to provide a more relevant marketing experience. This is how we decide which products, services and offers may be relevant for you.
You will only receive marketing communications from us if you have previously used our services (become a customer), are an associate or supplier of the business, have opted into to our marketing communications through our online channels, or have requested marketing information about a particular product or service.
Opting Out
You can ask us to cease sending you marketing communications at any time by contacting our Data Protection Officer, or following the “unsubscribe” link or instructions on every copy of our marketing communications.
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4. Data security
We have put in place appropriate security measures to prevent your personal data from being lost, used or accessed in an unauthorised way. In addition, we limit access to your personal data to those employees or contractors who have a direct business related “need to know” basis. They will only access your personal data on our instruction and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of any potential breach as soon as we are aware of it happening
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5. Data retention
We will only retain personal data for as long as necessary to fulfil the purposes it was collected it for, including for the purposes of satisfying any legal, accounting, or contracting requirements.
We have subjected ourselves to keep all basic information about our customers indefinitely, until a opt-out or right to erasure request is made, or Form Visual ceases to operate; In which case all data held will be removed and destroyed.
For non-customers or general business communications, data is held for up to 6 months before it is erased
For financial data, we keep this for as long as is legally required (six years) for compliance, tax and legal purposes.
In some circumstances we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without further notice to you. This is called anonymous data.
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6. Your legal rights
Under the Data Protection Act 2018, you have rights in relation to your personal data and the way in which it is processed and used. These rights allow you to take certain controls over the amount and types of information businesses may collect about you and the way in which it is used. Please see below for more information on these rights:
Request access:
Requesting access to your personal data (commonly known as a “data subject access request”) enables you to receive a copy of all of the personal data we currently hold about you and to check that we are lawfully processing it. Form Visual aim to process all data access related queries within twenty-eight days of the original request.
Request correction:
This enables you to have any incomplete or inaccurate data held about you corrected, although we may need to verify the accuracy of the new data you provide to us first. Form Visual aim to process all data access related queries within twenty-eight days of the original request.
Right to erasure:
This enables you to request the deletion or removal of all personal data held about you where there is no lawful reason for us to continuing process it. Form Visual aim to process all data erasure related queries within twenty-eight days of the original request.
Object to processing:
You can object to processing of your personal data if you believe that unlawful measures were taken regarding the collection of your personal data, or there is something about your situation which impacts on your fundamental rights and freedoms. Form Visual aim to process all object to processing related queries within twenty-eight days of the original request.
Data Handling Fees
You will not have to pay a fee to access your personal data (or to exercise any of the other rights listed previously). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive.
Requirements to Access Data
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
Request Response
Form Visual aim to process all personal data related requests and queries within twenty-eight days of the original request. Occasionally it may take us longer if your request is particularly complex or you have made several requests. In this case, we will notify you and keep you updated.
