Privacy Policy

Summary:

We respect the EU’s General Data Protection Regulations (GDPR) and this policy explains how we collect and treat any information you give us. You won’t find any complicated legal terms or long passages of unreadable text. We’ve no desire to trick you into agreeing to something you might later regret.

Our policy covers

  1. Why we value your privacy
  2. How we collect information
  3. What information we hold
  4. Where we store your information
  5. What we use your information for
  6. Who’s responsible for your information at our company
  7. Who has access to information about you
  8. The steps we take to keep your information private
  9. How to complain
  10. Changes to the policy

Why we value your privacy

We value your privacy as much as we do our own, so we’re committed to keeping your personal and business information safe. We’re uncomfortable with the information companies, governments, and other organisations keep on file, so we ask for only the bare minimum from our customers. We’ll never use your personal information for any reason other than why you gave it, and we’ll never give anyone access to it unless we’re forced to by law.

How we collect information

We ask for contact information including your name, email address, and phone number, on our website so that we can reply to your enquiry. The same information may be collected via a phone call or face-to-face meeting.

We ask for further contact information when you buy or hire something from us.

Occasionally, we might receive your contact information from a third-party referral source or partner organisation. If we do, we protect it in exactly the same way as if you give it to us directly.

Cookies: We use cookies on our website to help it to run effectively and provide the best user experience. Our site runs on Squarespace. You can read more about how Squarespace uses cookies on this page.

What information we hold

  • When you contact us by email or through our website, we collect your name, email address, phone number, and the company or organisation you work for, if you’ve given us that.
  • If you submit a Meeting Room Booking Form, we collect further information about the event you wish to hold, the number of people who will attend, and the address of your organisation.
  • If you sign up for a newsletter, we only collect your email address.

Where we store your information

When you contact us by email or through our website, we store your your information in our Customer Relationship Management (CRM) software. If you sign up for a newsletter, we store your email address in Mailchimp, which is the marketing platform we prefer. We chose these systems partly for their commitment to security.

What we use your information for

We occasionally use your contact information to send you details of our products and services. When we do, you have the option to unsubscribe from these communications and we won’t send them to you again. We might also email or phone you about our products and services, but if you tell us not to, we won’t get in touch again. We will use your information to send you invoices, statements, or reminders.

Who’s responsible for your information at our company

Michelle Winnington, our Company Secretary, is responsible for the security of your information. You can contact them by email at office@vrds.org.uk or by phone on 01606 888400 if you have any concerns about the information we store.

Who has access to information about you

When we store information in our own systems, only the people who need it have access. Our management team have access to everything you’ve provided, but individual employees have access to only what they need to do their job.

The steps we take to keep your information private

The computers we use are all encrypted and are protected by a passcode. These computers ask for authentication whenever they’re started or after 5 minutes of inactivity. Our mobile devices are also protected by a fingerprint or password.

How to complain

We take complaints very seriously. If you’ve any reason to complain about the ways we handle your privacy, please contact Michelle Winnington by email at office@vrds.org.uk or by phone on 01606 888400. If you would like to contact us by post, please send any correspondence to VRDS, 4 Hartford Business Centre, Chester Road, Hartford, Northwich, CW8 2AB.

Changes to the policy

If we change the contents of this policy, those changes will become effective the moment we publish them on our website.