This policy describes how we use your personal data when you use our website or when we provide services to you. We have provided this policy to ensure that you understand what personal data we may collect and hold about you, what we may use it for and how we keep it safe. You have legal rights to access the personal data that we hold about you and to control how we use it, which are also explained.
You can read, print and save this whole policy or click on the links below to see to help you see specific information about:
Who we are and how you can contact us
We are Invision Services Limited, a private company limited by shares with company number 13223149. Our registered office address is 15 Friars Street, Ipswich, Suffolk IP1 1TD.
You can contact us at the above address or by e-mailing firstname.lastname@example.org.
Please refer to the sections on Our GDPR Owners, your rights to know what personal data we hold and to control how we use it and How to make a complaint for further contact information.
Our GDPR owners
We have appointed a Data Protection Specialist who oversees our handling of personal data.
You can contact our Data Protection Specialist at 15 Friars Street, Ipswich, Suffolk IP1 1TD or by e-mail at email@example.com
What personal data we collect about you
What we use your personal data for
We use your personal data in the following ways:
Personal data that you provide to us is used to:
Personal data about your use of our website is used to:
When we need your consent to use your personal data
Whilst we always want you to be aware of how we are using your personal data, this does not necessarily mean that we are required to ask for your consent before we can use it. In the day to day running of our business we may use your personal data without asking for your consent because:
We are entering into and carrying out our obligations under a contract with you; and
we need to use your personal data for our own legitimate purposes (such as the administration and management of our business or for the improvement of our services or deciding whether to enter into a contract of employment with you) and our doing so will not interfere with your privacy rights.
In exceptional circumstances we may wish to use your personal data for a different purpose which does require your consent. In these circumstances we will contact you to explain how we wish to use your data and to ask for your consent. You are not required to give consent just because we ask for it. If you do give consent you can change your mind and withdraw it later.
Please refer to the section on How we use your personal data for marketing to read about marketing consents.
Personal data you are legally obliged to provide
You are not under a legal obligation to provide us with any of your personal data but please note that if you elect not to provide us with your personal data we may be unable to provide our services to you or to process your application successfully.
You have a legal right to know what personal data we hold about you - this is called the right of subject access. You can exercise this right by emailing firstname.lastname@example.org or by sending us a written request at any time. Please mark your correspondence "Subject Access Request" and send it to our Data Protection Specialist (see the section on Data Protection Specialist for contact details).
You also have rights to:
Automated decision making and profiling
We do not make use of automated decision making or profiling.
When we will share your personal data with others
We share your data with the following people in the day-to-day running our business:
If you have an account with us, we may share the information submitted under your account among all of our services in order to provide you with a seamless experience and to improve the quality of our services. We will not disclose your account information to other non-affiliated persons except in the limited circumstances authorised in this policy, or with your consent.
We may also share your personal information with third parties on a one-off basis, for example, if:
How we keep your personal data safe
We take every care to ensure that your personal data is kept secure. The security measures we take include:
Created application data (i.e. that generated by our tools from the user’s input) is anonymised and aggregated to allow us to continue providing and improving our services.
Our data whether personal or not is encrypted in transit (browser to our servers) and at rest (in the actual db).
Please remember that you are responsible for keeping your passwords secure. If we have given you (or you have chosen) a password which enables you to access our products, you are responsible for keeping this password confidential. Please do not share your passwords with anyone.
Unfortunately, sending information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of personal data sent to our website; you send us personal data at your own risk. Once we have received your personal data, we will use strict procedures and security features (some of which are described above) to try to prevent unauthorised access.
How we use your personal data for marketing
We will add your details to our marketing database if:
We may send you marketing communications by e-mail.
You can ask us to only send you marketing communications by particular methods (for example, you may be happy to receive e-mails from us but not telephone calls), about specific subjects (for example our EHCP audit tool) or you may ask us not to send you any marketing communications at all.
We may ask you to indicate your marketing preferences when you first register an interest on our website. You can check and update your current marketing preferences by e-mailing us at email@example.com.
We never share your personal data with third parties for marketing purposes.
When we will send your personal data to other countries
How long we keep your personal data
We only keep your personal data for as long as we actually need it. In practice this means that we will keep:
Please note that we may anonymise your personal data or use it for statistical purposes. We keep anonymised and statistical data indefinitely, but we take care to ensure that such data can no longer identify or be connected to any individual.
How you can make a complaint
If you are unhappy with the way we have used your personal data, please contact our Data Protection Specialist to discuss this using the contact details set out in the Who we are and how you can contact us section above.
You are also entitled to make a complaint to the Information Commissioner’s Office which you can do by visiting www.ico.org.uk. Whilst you are not required to do so, we encourage you to contact us directly to discuss any concerns that you may have and to allow us an opportunity to address these before you contact the Information Commissioner’s Office.
How we keep this policy up to date
We will review and update this policy from time to time. This may be to reflect a change in the services we offer or to our internal procedures or it may be to reflect a change in the law.
Each time we update our policy we will update the policy version number shown in the footer and at the end of the policy and the date on which that version of the policy came into force.
This is policy version 2 which came into effect on 4 May 2022.