1. INTRODUCTION 

This privacy notice tells you what to expect us to do with your personal information. 

• Contact details 
• What information we collect, use, and why 
• Lawful bases and data protection rights 
• Where we get personal information from 
• How long we keep information 
• Who we share information with 
• How to complain 

Contact details 

POST 
26 Howe Street, 3rd Floor, EDINBURGH, EH3 6TG, GB 

TELEPHONE 
0131 259 2508 

EMAIL 
info@vehiclesinvideo.co.uk 

Vehicles in Video Limited is the data controller and we are responsible for your personal data (referred to as “we”, “us” or “our” in this privacy notice). 

We also act as the data processor for our customers (who are the data controllers and responsible for your personal and/or sensitive data) The only data we process on behalf of our customers is your name, email address and telephone number. 

It is very important that the information we hold about you is accurate and up to date. Please let us know if at any time your personal information changes by emailing us at info@vehiclesinvideo.co.uk.

2. WHAT DATA DO WE COLLECT ABOUT YOU, FOR WHAT PURPOSE AND ON WHAT GROUND WE PROCESS IT 

We collect or use the following information to provide services and goods, including delivery: 

• Names and contact details 
• Addresses 
• Payment details (including card or bank information for transfers and direct debits)
• Website user information (including user journeys and cookie tracking) 
• Photographs or video recordings 
• Records of meetings and decisions 
• Identification documents 
• Information relating to compliments or complaints 

We collect or use the following information for the operation of customer accounts and guarantees: 

• Names and contact details 
• Addresses 
• Payment details (including card or bank information for transfers and direct debits)
• Account information, including registration details 
• Marketing preferences 

We collect or use the following information for service updates or marketing purposes: 

• Names and contact details 
• Marketing preferences 
• Recorded images, such as photos or videos 
• Purchase or viewing history 
• Website and app user journey information 
• Records of consent, where appropriate 

We collect or use the following information to comply with legal requirements: 

• Name 
• Contact information 
• Identification documents 

We collect or use the following information for recruitment purposes: 

• Contact details (eg name, address, telephone number or personal email address)
• Date of birth 
• National Insurance number 
• Copies of passports or other photo ID 
• Employment history (eg job application, employment references or secondary employment)
• Education history (eg qualifications) 
• Right to work information

Personal data means any information capable of identifying an individual. It does not include anonymised data. 

Where we are required to collect personal data by law, or under the terms of the contract between us and you do not provide us with that data when requested, we may not be able to perform the contract (for example to deliver goods or services to you). If you don’t provide us with the requested data, we may have to cancel a product or service you have ordered but if we do, we will notify you at the time. 

We will only use your personal data for a purpose it was collected for or a reasonably compatible purpose if necessary. For more information on this please email us at info@vehiclesinvideo.co.uk. If we need to use your details for an unrelated new purpose we will let you know and explain the legal grounds for processing. 

We may process your personal data without your knowledge or consent where this is required or permitted by law. We do not carry out automated decision-making or any type of automated profiling. 

3. LAWFUL BIASES AND DATA PROTECTION RIGHTS 

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website. Which lawful basis we rely on may affect your data protection rights which are in brief set out below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website: 

• Your right of access – You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. You can read more about this right here. 
• Your right to rectification – You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. You can read more about this right here. 
• Your right to erasure – You have the right to ask us to delete your personal information. You can read more about this right here. 
• Your right to restriction of processing – You have the right to ask us to limit how we can use your personal information. You can read more about this right here. 
• Your right to object to processing – You have the right to object to the processing of your personal data. You can read more about this right here. 
• Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. You can read more about this right here. 
• Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. You can read more about this right here. 

If you make a request, we must respond to you without undue delay and in any event within one month. 

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice. Our lawful bases for the collection and use of your data.

Our lawful bases for collecting or using personal information to provide services and goods are: 

• Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time. 
• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object. 
• Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are: 
      ● to reply to communications sent to us, to keep records and to establish, pursue or defend legal claims. 

Our lawful bases for collecting or using personal information for the operation of customer accounts and guarantees are: 

• Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time. 
• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object. 
• Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
• Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:  
     ● to ensure accurate records are maintained to manage the account throughout the term. 

Our lawful bases for collecting or using personal information for service updates or marketing purposes are: 

• Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time. 
• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object. 
• Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
• Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
     ● to grow our business. 

Our lawful bases for collecting or using personal information for legal requirements are: 

• Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time. 
• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object. 
• Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
• Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are: 
    ● to ensure we remain compliant in maintaining records in line with our statutory duties.

Our lawful bases for collecting or using personal information for recruitment purposes are: 

• Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time. 
• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object. 
• Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
• Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are: 
     ● to ensure we remain compliant in maintaining records in line with our statutory duties. 

WHERE WE GET PERSONAL INFORMATION FROM 

• Directly from you 
• Publicly available sources 
• Suppliers and service providers 
• Data Controllers if we are acting as the Data Processor (name, email address and telephone number only) 

4. MARKETING COMMUNICATIONS 

Our lawful ground of processing your personal data to send you marketing communications is either your consent or our legitimate interests (namely to grow our business). 

Under the Privacy and Electronic Communications Regulations, we may send you marketing communications from us if (i) you made a purchase or asked for information from us about our goods or services or (ii) you agreed to receive marketing communications and in each case you have not opted out of receiving such communications since. Under these regulations, if you are a limited company, we may send you marketing emails without your consent. However, you can still opt-out of receiving marketing emails from us at any time. 

We will not share your personal data with any third party for their own marketing purposes. 

If you opt-out of receiving marketing communications this opt-out does not apply to personal data provided as a result of other transactions, such as purchases, warranty registrations etc.

5. DISCLOSURES OF YOUR PERSONAL DATA 

We may have to share your personal data with the parties set out below: 

• Service providers who provide IT and system administration services. 
• Professional advisers including lawyers, bankers, auditors and insurers 
• Government bodies that require us to report processing activities. 
• Third parties to whom we sell, transfer, or merge parts of our business or our assets. 

We require all third parties to whom we transfer your data to respect the security of your personal data and to treat in accordance with the law. We only allow such third parties to process your personal data for specified purposes and in accordance with our instructions. 

6. INTERNATIONAL TRANSFERS 

We do not transfer your personal data outside the European Economic Area (EEA). 

7. DATA SECURITY 

We have put in place security measures to prevent your personal data from being accidentally lost, used, altered, disclosed, or accessed without authorisation. We also allow access to your personal data only to those employees and partners who have a business need to know such data. They will only process your personal data on our instructions and they must keep it confidential. 

We have procedures in place to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach if we are legally required to. 

8. DATA RETENTION 

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. 

When deciding what the correct time is to keep the data for, we look at its amount, nature and sensitivity, potential risk of harm from unauthorised use or disclosure, the processing purposes if these can be achieved by other means and legal requirements. 

For tax purposes, the law requires us to keep basic information about our customers (including Contact, Identity, Financial and Transaction Data) for six years after they stop being customers. 

In some circumstances, we may anonymise your personal data for research or statistical purposes in which case we may use this information indefinitely without further notice to you. 

If we act in the capacity of being a data processor on behalf of our customers, we will delete your personal data (name, email address and contact number) when the contract is terminated by them.

9. YOUR LEGAL RIGHTS 

Under data protection laws you have rights in relation to your personal data that include the right to request access, correction, erasure, restriction, transfer, to object to processing, to portability of data and (where the lawful ground of processing is consent) to withdraw consent. 

You can see more about these rights at: 

https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/ 

If you wish to exercise any of the rights set out above, please email us at info@vehiclesinvideo.co.uk. 

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive or refuse to comply with your request in these circumstances. 

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. 

We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you. 

If you are not happy with any aspect of how we collect and use your data, you have the right to complain to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We’d be grateful if you would contact us first if you do have a complaint so that we can try to resolve it for you. 

10. THIRD-PARTY LINKS 

This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.

11. COOKIES 

What are cookies? 

• A “cookie” is a piece of information that is stored on your computer’s hard drive if you agree to this and which records how you move your way around a website so that, when you revisit that website, it can present tailored options based on the information stored about your last visit. Cookies can also be used to analyse traffic and for advertising and marketing purposes. 
• Cookies are used by nearly all websites and do not harm your system. 
• We are required to obtain your consent for all non-essential cookies used on our website. You can block cookies (including essential cookies) at any time by activating the setting on your browser that allows you to refuse the setting of all or some cookies. However, if you use your browser settings to block essential cookies you may not be able to access all or parts of our site.
  
  

How do we use cookies? 

We use cookies to track your use of our website. This enables us to understand how you use the site and track any patterns with regards to how you are using our website. This helps us to develop and improve our website as well as products and / or services in response to what you might need or want. 

Cookies are either: 

• Session cookies: these are only stored on your computer during your web session and are automatically deleted when you close your browser – they usually store an anonymous session ID allowing you to browse a website without having to log in to each page but they do not collect any personal data from your computer; or 
• Persistent cookies: a persistent cookie is stored as a file on your computer and it remains there when you close your web browser. The cookie can be read by the website that created it when you visit that website again. [We use persistent cookies for Google Analytics.] 
• Cookies can also be categorised as follows: 
• Strictly necessary cookies: These cookies are essential to enable you to use the website effectively, such as when buying a product and / or service. Without these cookies, the services available to you on our website cannot be provided. These cookies do not gather information about you that could be used for marketing or remembering where you have been on the internet. 
• Performance cookies: These cookies enable us to monitor and improve the performance of our website. For example, they allow us to count visits, identify traffic sources and see which parts of the site are most popular.
• Functionality cookies: These cookies allow our website to remember choices you make and provide enhanced features. For instance, we may be able to provide you with news or updates relevant to the services you use. They may also be used to provide services you have requested such as viewing a video or commenting on a blog. The information these cookies collect is usually anonymised. 
• Targeting cookies: These cookies record your visit to our website, the pages you have visited and the links you have followed. We will use this information to make our website and the advertising displayed on it more relevant to your interests. 
• First and third party cookies: First party cookies are cookies set by our website. 

We use only first party cookies on our website.

You can alter your cookie preferences at any time by allowing or preventing access via your web browser settings. After making any changes, please refresh the page to ensure that the new settings have taken effect. You can opt out of being tracked by Google Analytics across all websites, by going 

to http://tools.google.com/dlpage/gaoptout. 

HOW TO COMPLAIN 

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice. 

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO. The ICO’s address: 

Information Commissioner’s Office
Wycliffe House 
Water Lane 
Wilmslow 
Cheshire 
SK9 5AF 

Helpline number: 0303 123 1113 

Website: https://www.ico.org.uk/make-a-complaint 

If you have any questions about the cookies that we use, feel free to email us at info@vehiclesinvideo.co.uk.