Privacy Policy

This document refers to personal data, which is defined as information concerning any living person (a natural person who hereafter will be called the “Data Subject”) who is not already in the public domain.

The Data Protection Act (DPA), Privacy and Electronic Communications Regulations (PECR) and The General Data Protection Regulation (GDPR), which is EU-wide and far more extensive, seek to protect and enhance the rights of data subjects. These rights cover the safeguarding of personal data, protection against the unlawful processing of personal data and the unrestricted movement of personal data within the EU. It should be noted that GDPR does not apply to information already in the public domain such as Companies House data.

Charles Vivian is pleased to provide the following GDPR information.

Charles Vivian uses the information collected from you to provide services and marketing information that Charles Vivian believes may be of interest to you and your business. In having made your initial contact with Charles Vivian, you consent to Charles Vivian maintaining a marketing dialogue with you until either you opt out (which you can do at any stage) or we decide to discontinue promoting our services. Charles Vivian also acts on behalf of its clients in the capacity of data processor. When working exclusively as a data processor, Charles Vivian will be acting on the instruction of its client and will aim to ensure that the client is fully GDPR compliant.

Some personal data may be collected about you from forms and surveys that you complete; from records of our correspondence and phone calls; and from details of your visits to our website, including but not limited to personally identifying information such as Internet Protocol (IP) addresses. Charles Vivian may from time to time use such information to identify its visitors. Charles Vivian may also collect statistics about the behaviour of visitors to its website along with transaction information collected in the process of performing its business.

Charles Vivian’s website uses cookies, which are strings of information that a website stores on a visitor’s computer, and that the visitor’s browser provides to the website each time the visitor returns. Charles Vivian website visitors who do not wish to have cookies placed on their computers should set their browsers to refuse cookies before using Charles Vivian’s website.

Any information Charles Vivian holds about you and your business encompasses all the details we hold about you and any sales transactions, including any third-party information, we have obtained about you from public sources and our own suppliers, such as credit referencing agencies.

Charles Vivian will only collect the information needed so that it can provide you with its services. Charles Vivian does not sell or broker your data, although coincidentally there may be times when your information could be contained in data that Charles Vivian has purchased from a third-party list broker, on behalf of a client.

Charles Vivian will not pass on your personal data to third parties unless: it is a requirement of the service or product you have with us; if it is a prerequisite to the service or product you intend to have with us, you will be notified beforehand; we wish to undertake marketing to you under our legitimate interests; or it is a legal requirement to do so.

• Analytics services (Google Analytics)
• Advertising networks (Google, Facebook, Bing, or Amazon)
• Network service providers who provide the service agreed in your contract
• Other service providers if purchased through us, e.g. insurance companies
• Companies we have a joint venture or agreement to co-operate with
• Companies we have contracts with, to provide you with the services agreed in your contract, e.g. device repair centres
• If you use direct debits, we will share your data with the Direct Debit scheme
• Debt collection agencies or other debt recovery organisations
• Law enforcement agencies, regulatory organisations, courts or other public authorities if we have to, or are authorised to do so by law
• In the event that we sell or buy any business or assets, in which case we may disclose your personal data to the prospective seller or buyer as part of the process of evaluation and to ensure continuity of service

These third parties have access to your information so that they may perform these tasks on our behalf and they are prohibited by us from using or disclosing your information for any purpose other than to provide this assistance, except to the extent required by law.

Some of the data that we collect from you may be transferred to, and stored at, a destination outside the European Economic Area (“EEA”). We will take all steps necessary to ensure that your data is treated securely and in accordance with this privacy policy and GDPR, and we have the necessary legal contract in place to fulfil these services.

Our website uses cookies and similar technologies to enhance your browsing experience, provide personalised content & analyse website traffic. A cookie is a small text file stored on your device when you visit a website.

Types of Cookies

1. Necessary Cookies: Essential for the operation of our website. Without these, our website would not function properly.
2. Preferences Cookies: Remember your preferences and settings to improve your experience.
3. Statistics Cookies: Collect information about how you interact with our website, helping us improve and optimise our site.
4. Marketing Cookies: Track your online activity to help deliver more accurate advertising.

In compliance with the UK GDPR and PECR, we require your consent to use non-essential cookies. When you visit our website for the first time, a cookie consent banner will appear allowing you to choose which categories you accept or reject.

Your use of the Google Ads integration is subject to Google’s terms at: https://support.google.com/adspolicy/answer/6169371.

Charles Vivian will be able to view and manage your account and stores your Google Ads account number. As part of the integration, Charles Vivian receives a user token with permissions on ad accounts.

Google will share with Charles Vivian settings details (e.g., name, budget, bid strategy, creative) and performance metrics (impressions, clicks, etc.) for all campaigns in connected ad accounts. Charles Vivian does not share this data with third parties.

Recipients: Google Ireland Ltd, Gordon House, Barrow Street, Dublin 4, Ireland. Google Analytics Terms of Service — Security & Privacy Overview — Google Privacy Policy.

Transfers to third countries are possible. As an appropriate safeguard, standard contractual clauses pursuant to Art. 46 GDPR were concluded.

Our website uses Google Analytics to collect information about the use of our website. Google Analytics collects information from users such as age, gender, interests, demographics, how often they visit our website, what pages they visit, and what other websites they have used before coming to our website.

Google Analytics collects only the IP address assigned to you on the date you visit our website, not your name or other identifying information. We do not combine the information collected using Google Analytics with Personal Data.

For more information on how Google collects and processes your data, visit https://www.google.com/policies/privacy/partners/

You can opt out of Google Analytics at: https://tools.google.com/dlpage/gaoptout

Charles Vivian may from time to time share your details with third party analytical resources for the purposes of better understanding customer behaviour, website performance, and improved ad relevance. These third parties will be contractually obliged to use data only for agreed analytical purposes and to maintain appropriate security standards.

Failure on the part of the third party to meet its contractual obligations will result in Charles Vivian recovering the data and taking all reasonable actions to ensure the third party no longer has access to the shared data.

(Website) Facebook Custom Audiences / Conversion (“Facebook Pixel”)

This website may on occasion use the so-called “Facebook Pixel” and the Conversions API of the social network “Facebook” by Meta Platforms Ireland Limited, 4 Grand Canal Square, Grand Canal Harbour, Dublin 2, Ireland (Meta) for the following purposes:

• Facebook Custom Audiences — We use the Facebook Pixel and Conversions API for remarketing purposes within 180 days, allowing us to display interest-based advertisements to users when they visit Facebook or other websites using this tool.
• Facebook Conversion — We use the Facebook Pixel and Conversions API to track the effectiveness of Facebook ads for statistical and market research purposes.

The processing of this data by Facebook takes place within the framework of Facebook’s data policy. Further details can be found in the Facebook help area.

At any point whilst Charles Vivian is in possession of or processing your personal data, all data subjects have the following rights:

• Right of access — you have the right to request a copy of the information that we hold about you.
• Right of rectification — you have a right to correct data that we hold about you that is inaccurate or incomplete.
• Right to be forgotten — in certain circumstances you can ask for the data we hold about you to be erased from our records.
• Right to restriction of processing — where certain conditions apply, you have a right to restrict the processing.
• Right of portability — you have the right to have the data we hold about you transferred to another organisation.
• Right to object — you have the right to object to certain types of processing such as direct marketing.
• Right to object to automated processing — you also have the right not to be subject to the legal effects of automated processing or profiling.

In the event that you wish to make a complaint about how your personal data is being processed by Charles Vivian or its partners, you have the right to complain to Charles Vivian directors. If you do not get a response within 30 days, you can complain to the ICO.