Viewpoint Videos Ltd – Privacy Notice
Your privacy is important to us. When we process your personal data, we comply with the UK GDPR and the Data Protection Act 2018, together with any other applicable data protection and privacy legislation.
Your personal data includes all the information we hold that identifies you or is about you. More information about the types of personal data we process about you is set out below.
Everything we do with your personal data counts as processing it, including collecting, storing, amending, transferring and deleting it.
This Privacy Notice provides information about the personal data we process about you, why we process it and how we process it. It applies to customers, suppliers and business contacts as well as candidates contacting us in relation to job vacancies.
Our responsibilities
Viewpoint Videos Ltd a company registered in England and Wales with company number 08643282 and with a registered address at Viewpoint Videos Unit 3, Goodsons Mews, Wellington Street, Thame, Oxfordshire, United Kingdom, OX9 3BX (referred to throughout this Privacy Notice as “Viewpoint”, “we”, “us” and “our”)
If you have any questions about the ways in which we process your personal data, please contact us at info@viewpointvideos.com.
1. What data do we process about you?
Corporate Customers
Where you are a corporate entity and you place an order for our products or services (whether through our website, by phone or by other means) the personal data we process about you is limited to information about individual contacts at that entity. Generally speaking, this will only include name, email address and telephone number.
Such personal data will be processed on the grounds of legitimate interests in fulfilling the order you make with Viewpoint. We may also use your personal data for our legitimate interests, including for the purposes of fraud protection and for training and quality.
Consumer Customers
To facilitate the sale of our products via our portal, where we are acting as a sales agent on behalf of our corporate customers, we may process your name, address, email address and telephone number. This will be processed either to facilitate your contract with Viewpoint or on legitimate interests in fulfilling your order.
The processing of payments is outsourced to Stripe and we will not have access to any associated personal data. We recommend you review the privacy policy of Stripe which can be found at: www.stripe.com/gb/privacy.
Where you are a customer of our corporate customers and you purchase any of our products or services (for example, you are purchasing a copy of a video you feature in), we may process certain personal data regarding your use of our portal/services in order to enhance the offering we provide.
We recommend that you review the privacy policy of the corporate customer operating the event that you have been recorded at, as they will be the controller of any data captured at an event or in the course of a purchase of video footage at the event.
Website/Portal Visitors
To help us improve our website and the products and services we offer, we collect data about the ways in which you use our website or the portal through which we sell our videos. This includes, for example, technical data such as your IP address, and authentication cookies required to facilitate you logging into our portal, which are collected through our use of cookies. More information (including the retention period for each cookie) can be found in our cookie policy, available here.
Additionally, certain personal data may be processed through our capture of error and diagnostic logs (used to maximise service reliability and availability) and we also capture server-side IP addresses for security monitoring, fraud detection, abuse prevention, and rate limiting. All HTTP requests to our services are logged with their associated IP address. For anonymous users, these logs are not linked to any identifiable individual. For venue operators and business account holders, IP address logs may be used as part of an audit trail to detect and investigate unauthorised access or misuse of our platform. All logs will be retained for 90 days.
Additionally, we will process any personal data you voluntarily provide via the Contact Us section of our websites. This will be processed primarily on the grounds of your consent (given that the information is volunteered by you) or for our legitimate interests in dealing with any query you may be raising.
Suppliers, Business Contacts and Visitors to our Premises
If you work for one of our suppliers or are one of our business contacts, we usually process your name and business contact details, such as your business email address and phone number and the address of your organisation. We process the information on the grounds of our legitimate interests in maintaining our relationship with you.
We use CCTV in and around our premises for the purposes of crime prevention, detection and security. We retain CCTV images for no longer than 30 days or for any extended period for which they are required to allow us to investigate any potential crime or other incident.
Candidates
If you apply for a job vacancy with us, or speculatively send us your CV, the personal data that we are likely to process about you includes:
- identity data such as your first name, middle names, last name, marital status, title, date of birth and gender;
- contact data such as your postal address, email address and telephone numbers;
- background data such as your education, career background and work experience;
- personal information such as your skills and qualities; and
- any other information that you include on any CV, application or covering letter you send to us.
We process your information on the grounds of our legitimate interests to determine whether or not we have a suitable vacancy for you. To the extent we need to process special categories of data about you (for example, to ensure our premises are suitably equipped for you if you attend for an interview), we will do so in accordance with our legal obligations. If you provide special categories of data to us which we have not requested, we will process it on the grounds of your consent because you have voluntarily provided the information to us.
2. Our collection of your personal data
Customers, Suppliers and Business Contacts
We use different methods to collect data from and about you including through:
- Direct interactions
You may give us your personal data by filling in forms on our website or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you: place an order for our products or services; submit a query about our products or service whether on our website or by email or phone; request for marketing to be sent to you; or give us feedback or contact us.
- Third parties
Where you are a consumer customer, a corporate customer that has operated an event you were in attendance at may provide your contact details to assist in our provision of the footage (where you wish to make a purchase).
- Automated technologies or interactions
As you interact with our website or the portal through which we host our videos, we may automatically collect personal data about you. You can find out more information in our cookie policy available here.
Candidates
We receive personal data directly from you when you contact us in respect of a specific vacancy or with a speculative approach. We may also receive information about you from recruiters and agencies that provide temporary workers.
3. Who will receive your personal data?
Your personal data is only transferred to the extent that this is necessary. Recipients of your personal data may include:
- third party payment processors;
- corporate customers running the events are cameras are deployed at;
- third party delivery companies that deliver the products you have purchased to you;
- third parties that assist us with fulfilment of your order;
- third party software/online platform providers whose products we use to assist with the delivery of our goods and services;
- third party email distribution providers and market research companies. Please note your personal data will only be processed for marketing purposes in accordance with the section below headed “Marketing”;
- third parties that assist with our customer satisfaction surveys and reviews;
- legal advisors and accountants to the extent they need to see your personal data to provide us with legal advice/accounting services;
- third parties to whom we may choose to sell, transfer or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this Privacy Notice; and
- if you are a candidate, we may provide feedback to you via the recruiter or agency that recommended you to us.
We require all third parties to respect the security of your personal data and to treat it in accordance with the law.
Generally speaking, we do not transfer your personal data outside of the EEA. However, where one of our suppliers or a third party that assists with service delivery is based outside of the EEA we may be required to transfer your personal data internationally. Where this is the case, we will always ensure that such transfer is made in accordance with one of the approved safeguards set out in the data protection legislation. Usually this will either mean:
- we are transferring the data to your country of origin on the instruction of a corporate customer where you have attended and been recorded at an event taking place outside of the UK. This will solely be to facilitate the corporate customers contract with you;
- we will only transfer your personal data to countries that have been deemed by the UK to provide an adequate level of protection for personal data; or
- the transfer is made subject to specific standard contractual terms approved for use in the UK which give the transferred personal data the same protection as it has in the UK.
If you would like more information in this regard, please contact us.
4. How long will we keep your personal data?
Customers
Where you make a purchase from us (either as a corporate or consumer customer) your personal data is retained for no more than 7 years from the date you place your order. This enables us to deal with returns, repairs and warranties. After that date your personal data will be deleted or anonymised so that it is no longer personally identifiable. Your information will be kept securely at all times.
Generally speaking, we will retain a copy of the videos captured by our corporate customers using our products/services so as to make them available for purchase/assist with any customer services for no longer than 90 days (at which point they will be permanently deleted).
Suppliers and Business Contacts
Your personal data is retained for the duration of our relationship with you or the organisation for which you work. Please let us know if you leave the organisation or if your details change. If we receive notification from you or your organisation that you no longer work at that organisation, or if we no longer maintain a working relationship with your organisation, we will delete your information from our system.
If we are corresponding with you as a potential supplier, we will retain your details until we receive notification from you or your organisation that you no longer work at that organisation or until we no longer correspond with the organisation for which you work.
Candidates
If you are successful, we will retain your personal data in line with our employee facing privacy notice, a copy of which will be provided to you. If you are unsuccessful, we will retain your application, CV and/or covering letter and any other personal data you provided to us for 6 months from the date we reach our decision in case any other suitable roles arise in which we think you may be interested, or in case you have any questions about our decision. After that date, your personal data will be permanently deleted or destroyed.
5. Marketing
We only send you marketing if we are entitled to do so under data protection and privacy legislation, which usually means we either have your consent to send you marketing, we send it to you because you are one of our existing customers or we are sending to you as a corporate subscriber (i.e. to your company email address). You can unsubscribe to our marketing communications at any time, either by clicking “unsubscribe” in any marketing email we send to you or by emailing info@viewpointvideos.com.
6. What are your rights?
You benefit from a number of rights in respect of the personal data we hold about you. We have summarised your rights below, and more information is available from the Information Commissioner’s Office website (https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/). These rights apply for the period in which we process your data. There are certain caveats and exemptions to those rights which mean that in some circumstances you may not be entitled to exercise them, if we believe that is the case upon receipt of a request from you we will let you know.
Access to your data
You have the right to ask us to confirm that we process your personal data, as well as access to and copies of your personal data. You can also ask us to provide a range of information, although most of that information corresponds to the information set out in this fair processing notice.
Rectification of your data
If you believe personal data we hold about you is inaccurate or incomplete, you can ask us to rectify that information.
Right to be forgotten
In some circumstances, you have the right to ask us to delete personal data we hold about you.
Right to restrict processing
In some circumstances you are entitled to ask us to suppress processing of your personal data. This means we will stop actively processing your personal data but we do not have to delete it.
Data portability
You have the right to ask us to provide your personal data in a structured, commonly used and machine-readable format so that you are able to transmit the personal data to another data controller.
Right to object
You are entitled to object to us processing your personal data:
- if the processing is based on legitimate interests or performance of a task in the public interest or exercise of official authority;
- for direct marketing purposes (including profiling); and/or
- for the purposes of scientific or historical research and statistics.
We do not intend to use your personal data for scientific or historical research and statistics but may send direct marketing where we have a lawful basis to do so.
Automated decision making
Automated decision-making means making a decision solely by automated means without any human involvement, but we won’t be carrying out such decisions using your personal data.
7. Questions or concerns
If you think we have processed your personal data unlawfully or that we have not complied with the applicable data protection legislation, please get in touch with us so we can help. We will acknowledge your complaint by no later than 30 days of submission and will investigate and respond without undue delay.
You can report your concerns to the supervisory authority in your jurisdiction. The supervisory authority in the UK is the Information Commissioner’s Office (“ICO”). You can call the ICO on 0303 123 1113 or get in touch via other means, as set out on the ICO website – https://ico.org.uk/concerns/.