Privacy Notice

This Privacy Notice explains how Involve use any information we collect in a lawful, fair and transparent manner, in line with General Data Protection Regulation (GDPR).

Who are we?

Involve Visual Collaboration Ltd (Involve) provide audio visual and videoconferencing products and services. We are passionate about communication, providing the technology solutions and environments which bring real value.

The Information we Collect

In order for us to provide you with Involve products and services, we collect personal data (information).  The information we collect depends on which service you use.

Websites

Involve collect information about you from our websites involve.vc and lexvox.link 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 occasionally organisation credit card details to fulfil our service contract.

Videoconferencing services

Involve ensures 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. No images and / or data are stored as part of our videoconferencing services, once the call is ended no data is retrievable, unless there is a specified videoconferencing recording and streaming service free trial or contract in place.

Videoconferencing Recording and Streaming Services

We collect your specified videoconferences to fulfil our free trial and contracted services.

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.

Booking Portals

To provide our online booking portal, Virtual Clinic and Virtual Interpreter services, we collect your information such as name, organisation name, email address, contact telephone numbers, and occasionally organisation credit card details to fulfil our service contract.

Market Research

Involve undertakes 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 Involve audio visual and videoconferencing products and services.

How we Use your Information

Involve are committed to ensuring that the information we collect and use is appropriate for providing Involve products and services and does not constitute an invasion of your privacy. How we use your information depends on which service you use.

Websites

The information we collect from the website is used to analyse your use of our websites, inform you of our products and services and process any enquiries.

Service Contracts / Monitoring and Analysis

We use the information we have collected from you directly to enable us to fulfil our contractual obligations and comply with the law.

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.

Videoconferencing services

Involve ensures 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. No images and / or data are stored as part of our videoconferencing services, once the call is ended no data is retrievable, unless there is a specified videoconferencing recording and streaming service free trial or contract in place.

Videoconferencing Recording and Streaming Services

To provide a free trial and contracted recording and streaming specified videoconferences service, Involve shares your information with Media Network Services AS (“MNS”), located in Norway, trading as rec.vc, their privacy notice can be seen here https://www.mns.vc/privacy.

Booking Portals

To provide our online booking portal, Virtual Clinic and Virtual Interpreter services, Involve shares your information with Cultrix Limited trading as Cultrix, their privacy notice can be seen here http://www.cultrix.co.uk/privacy/

Marketing

We contact and send marketing e-mails to identified staff members of limited companies, incorporated partnerships, local authorities and government institutions keeping them informed as they may require Involve audio visual and videoconferencing products and services, with an option to unsubscribe at any point.

How we Share Information

In some instances, we use an IT provider to host some online services where the provider has administrator access to your information.

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 Involve’s procedures or instructions.

Videoconferencing Recording and Streaming Services

To provide a free trial and contracted recording and streaming specified videoconferences services, Involve shares your information with Media Network Services AS (“MNS”), located in Norway, trading as rec.vc, their privacy notice can be seen here https://www.mns.vc/privacy.

Booking Portals

To provide our online booking portal, Virtual Clinic and Virtual Interpreter services, Involve shares your information with Cultrix Limited trading as Cultrix, their privacy notice can be seen here http://www.cultrix.co.uk/privacy/

Marketing

Involve do not pass on any market research information or staff member’s information to any third parties.

Your Choices and Obligations

Involve will process (collect, store and use) the information you provide in a manner compatible with the EU’s General Data Protection Regulation (GDPR).  We will endeavour to keep your information accurate and up-to-date and not keep it longer than is necessary.

Involve is required to retain information in accordance with the law, such as information needed for income tax and audit purposes.  How long certain kinds of information should be kept is also governed by specific business-sector requirements and agreed practices.

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

We will ensure that any involved third parties also apply your request.

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 UK Supervisory Authority

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

Requesting information we hold about you

Involve requires your request in writing (a template form can be supplied) detailing your area of concern, and two of the following forms of ID to prove your identity, before we can give you the required information:

  • Passport
  • Driving licence
  • Birth certificate
  • Utility bill/bank statement (issued within the last 3 months)

At least one form of ID should show your current name and date of birth and one should show your current address.

Your request can be made to our Data Protection Officer:

  Data Protection Officer

contact details

Contact Name: Pam Rose
Address: Involve Visual Collaboration Ltd

Martin Dawes House

Europa Boulevard

Warrington

WA5 7WH

E-mail: prose@involve.vc
Tel. No.: 0845 805 3455

 

From receipt of your request and relevant proof of ID, Involve has one month to respond with the appropriate information. Involve will keep you informed if there any delays in this process due to additional complexities or requests at the time.

If Involve has to refuse your request, we will provide you with a reason why. You have a right to lodge a complaint directly with the UK Supervisory Authority. Please see Complaints below.

Other Important Information

Information Security

Involve have 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

Involve collects and processes 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 Involve 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 Involve 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 Involve 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

Complaints

In the event that you wish to make a complaint about how your information is being collected and processed by Involve, or how your information request has been handled, you have a right to lodge a complaint directly with either Involve’s Data Protection Officer or the UK Supervisory Authority. Their contact details for your information:

  UK Supervisory Authority

 

Involve Data Protection Officer

 

Contact Name: Information Governance Department Pam Rose
Address: Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Involve Visual Collaboration Ltd

Martin Dawes House

Europa Boulevard

Warrington

WA5 7WH

E-mail: accessicoinformation@ico.org.uk prose@involve.vc
Tel. No.: 0303 123 1113 0845 805 3455

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, Pam Rose, who can be contacted by email prose@involve.vc or telephone on 0845 805 3455.

Our address is Involve Visual Collaboration Ltd, Martin Dawes House, Europa Boulevard, Westbrook, Warrington, WA5 7WH.