Introduction
The Peek Vision Foundation and Peek Vision Ltd (“we”,“our”, “us”) are committed to protecting and respecting your privacy.
The Peek Vision Foundation, is a registered charity (registered charity number 1165960) and a company limited by guarantee incorporated in the United Kingdom (registered number 9919543), and Peek Vision Ltd, a company incorporated in the United Kingdom (registered number 09937174), both with the registered address 90a High Street, Berkhamsted, Hertfordshire, England HP4 2BL. This policy applies to these entities and any subsidiaries or organisations in which they are shareholders.
For the purposes of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, we are the Data Controller.
This policy sets out the basis on which we will process any personal data or usage information we collect from you, or that you provide to us, in connection with your use of our website at www.peekvision.org (the “Website”). Please read this policy carefully so that you understand your rights in relation to your personal data, and how we will collect, use and process your personal data. If you do not agree with this Privacy Policy in general or any part of it, you should not access the Website.
Our Website and newsletter are generally aimed at adults. We do not knowingly collect personal data from children under 13 without appropriate consent. If we become aware that we have inadvertently collected such data, we will delete it promptly.
We change our Privacy Policy from time to time. Updates to our Privacy Policy will apply only to information collected after the date of the change. We will note on our Website when our Privacy Policy has been updated. Please check the Website regularly for notices of changes to our Privacy Policy.
What Types of Information Do We Collect and How Do We Use It?
Information You Give Us. You may provide information by contacting us via our Website or email, telephone, instant chat, social media or otherwise, signing up for our newsletters or alerts.
As it is in our legitimate interests to be responsive to you and to ensure the proper functioning of our products and organisation, we will use your information to:
- communicate with you;
- contact you via telephone and email;
- identify our customers;
- administer and provide services and customer support per your request;
- personalise our services for you; and
- enforce our Website terms and conditions.
We obtain your consent to process your personal data for the following reasons:
- sign you up for our newsletters or alerts;
- if you have opted in to marketing, communicate with you about products, services, promotions, events and other news and information we think will be of interest to you; or
We do NOT process or store credit card data details.
Technical Usage Information. When you visit the Website, we collect the information sent to us by your computer, mobile phone, or other access device. This information includes:
- your IP address;
- device information including, but not limited to, identifier, name, and type of operating system;
- mobile network information; and
- standard web information, such as your browser type and the pages you access on our Website.
We collect this information in order to:
- personalise our Website to ensure content from the Website is presented in the most effective manner for you and your device;
- monitor and analyse trends, usage and activity in connection with our Website and services to improve the Website;
- administer the Website and for internal operations, in order to conduct troubleshooting, data analysis, testing, research, statistical analysis;
- keep the Website safe and secure;
- measure and understand the effectiveness of the content we serve to you and others;or
- provide requested services to you.
Compliance with Laws. In addition, we will use some or all of the above information to comply with any applicable legal obligations, to enforce any applicable terms and conditions and / or terms of service, and to protect or defend the Services, our rights, the rights of our users, or others.
Cookies
We use cookies and similar technologies to improve your experience and analyse usage, as described in the Cookies and Tracking Technologies section below.
How do we share your personal data?
We do not sell, rent or lease your personal information to others except as described in this Privacy Policy. The groups of recipients of personal data include:
- with service providers and vendors, including (i) our cloud storage provider such as Google Workspace for data storage; (ii) IT Services providers that provide us with SaaS services, such as, MondayCRM and Mail Chimp, who we use to store our customer relationship management information; and (iii) analytics and search engine provider such asGoogle Analytics, that assist us in the improvement and optimisation of the Website;
- with our affiliates, in our legitimate interests;
- with professional advisors, in our legitimate interests or as required by law; and
We will share your information with law enforcement agencies, public authorities or other organisations if legally required to do so, or if we have a good faith belief that such use is reasonably necessary to:
- comply with a legal obligation, process or request;
- enforce our terms and conditions and other agreements, including investigation of any potential violation thereof;
- detect, prevent or otherwise address security, fraud or technical issues; or
- protect the rights, property or safety of us, our users, a third party or the public as required or permitted by law (exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction).
We will also disclose your information to third parties:
- in the event that we sell any business or assets, in which case we will disclose your data to the prospective buyer of such business or assets; or
- if we or substantially all of our assets are acquired by a third party, in which case information held by us about our users will be one of the transferred assets.
Where do we store your personal data?
The information that we collect from you will be transferred and stored at/processed using SaaS providers (as described in the section titled ‘How Do We Share Your Personal Data’). Your personal data is also processed by staff operating outside of the UK who work for us or for one of our third-party processors. Such staff are engaged in activities such as the provision of support services. We will take all steps reasonably necessary to ensure that your personal data is treated securely and in accordance with this policy.
For any transfers of personal data outside of the UK, we will ensure that appropriate safeguards are in place. This may include using the UK International Data Transfer Addendum to the EU Standard Contractual Clauses or relying on an adequacy decision by the UK government, where the destination country is recognised as providing an adequate level of protection for personal data.
Please contact us at GDPR_Request@peekvision.org if you would like more information about these safeguards or to request a copy of the relevant transfer mechanism.
The Security of Your Personal Data
Unfortunately, the transmission of information via the internet or email is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your information transmitted through the Website or over email; any transmission is at your own risk. Once we have received your information, we will take appropriate technical and organisational measures to safeguard your personal data against loss, theft and unauthorised use, access or modification.
We will, from time to time, host links to and from the websites of our affiliates or third parties. If you follow a link to any of these websites, these websites will have their own privacy policies and we do not accept any responsibility or liability for these policies. Please check these policies before you submit any information to those websites.
How Long Do We Store Your Personal Data?
We retain your personal data only for as long as necessary for the purposes for which it was collected, or as required by law. The following outlines our typical retention periods:
Contact data:
If you contact us via email, we will retain your personal data in line with statutory requirements.
Marketing and newsletter sign-up data:
If you subscribe to our newsletter or alerts, we will retain your details until you opt out. Once you unsubscribe, your data will be removed from our mailing list and deleted from our systems within 30 days.
Website analytics data (Google Analytics):
We use Google Analytics to collect information about how visitors use our website. This includes data such as pages visited, time spent on site, and general location (city-level). The user-level data collected via Google Analytics is retained for 14 months in line with our configuration.
Technical log data (web hosting provider):
Our web hosting provider may collect technical data such as IP addresses and error logs for operational and security purposes. This data is currently retained for up to 60 days, in accordance with the provider’s policies.
Anything else?
We may retain aggregated, non-identifiable data for statistical purposes. This data does not personally identify any individual and is used to help us improve our services.
How We Use Cookies and Tracking Technologies
We use cookies and similar technologies to collect information about how you use our website. This helps us understand user behaviour, improve the performance of our website, and provide you with a better user experience.
Cookies are small text files stored on your device. They can be:
- Session cookies, which expire when you close your browser; or
- Persistent cookies, which remain on your device until they expire or are deleted.
Some are essential to the functioning of our website, while others are used for analytics or to remember your preferences. You can learn more about cookies at www.allaboutcookies.org.
We use Google Analytics to understand how users interact with our website. This service uses first-party cookies and anonymised IP addresses to provide us with information such as page visits, session duration, and general location (e.g. city-level). You can opt out of Google Analytics by installing the Google Analytics Opt-out Browser Add-on.
You can control cookies through your browser settings or by using the cookie banner that appears when you visit our website. A full and up-to-date list of the cookies used on this site, including their purposes and expiry periods, is generated automatically by our cookie management tool:
Cookies We Use
Your Rights
In certain circumstances you have rights in relation to the personal data we hold about you. We set out below an outline of those rights and how to exercise those rights. Please note that we will require you to verify your identity before responding to any requests to exercise your rights by providing a utility bill that clearly states your full name and address. To exercise any of your rights, please email GDPR_Request@peekvision.org. We will respond to requests to exercise these rights without undue delay and at least within one month (though this may be extended by a further two months in certain circumstances).
Please note that for each of the rights below we may have valid legal reasons to refuse your request, in such instances we will let you know if that is the case.
Access: You have the right to know whether we process personal data about you, and if we do, to access data we hold about you and certain information about how we use it and who we share it with.
Portability: You have the right to receive a subset of the personal data you provide us if we process it on the basis of our contract with you or with your consent in a structured, commonly used and machine-readable format and a right to request that we transfer such personal data to another party. If you wish for us to transfer the personal data to another party, please ensure you detail that party and note that we can only do so where it is technically feasible. We are not responsible for the security of the personal data or its processing once received by the third party.
Correction: You have the right to require us to correct any personal data held about you that is inaccurate and have incomplete data completed.
Erasure: You may request that we erase the personal data we hold about you in the following circumstances: where you believe it is no longer necessary for us to hold the personal data, we are processing it on the basis of your consent and you wish to withdraw your consent, we are processing your data on the basis of our legitimate interest and you object to such processing, you no longer wish us to use your data to send you marketing or you believe we are unlawfully processing your data. Please provide as much detail as possible on your reasons for the request to assist us in determining whether you have a valid basis for erasure.
Restriction of Processing to Storage Only: You have a right to require us to stop processing the personal data we hold about you other than for storage purposes in the following circumstances: you believe the personal data is not accurate for the period it takes for us to verify whether the data is accurate, we wish to erase the personal data as the processing we are doing is unlawful but you want us to simply restrict the use of that data; we no longer need the personal data for the purposes of the processing but you require us to retain the data for the establishment, exercise or defence of legal claims; and you have objected to us processing personal data we hold about you on the basis of our legitimate interest and you wish us to stop processing the personal data whilst we determine whether there is an overriding interest in us retaining such personal data.
Objection: You have the right to object to our processing of data about you and we will consider your request. Please provide us with detail as to your reasoning so that we can assess whether there is a compelling overriding interest in us continuing to process such data or we need to process it in relation to legal claims.
Revocation of Media (including photo) Consent: If you have previously provided consent to us for the use of photographs, video, or other media in which you appear, and you wish to revoke that consent, please contact us directly at Picture@peekvision.org. Please include your name, details of the specific content related to your request, and any other relevant information that will help us to identify and address your concerns promptly. Upon receiving your request, we will confirm receipt and proceed with the necessary actions as per our privacy commitments.
Objection to Marketing: At any time you have the right to object to our processing of data about you in order to send you marketing information, and we will stop processing the data for that purpose.
Complaints
In the event that you wish to make a complaint about how we process your personal data, please contact us in the first instance at GDPR_Request@peekvision.org, and we will endeavour to deal with your request as soon as possible. This is without prejudice to your right to launch a claim with the Information Commissioner’s Office.
Contact
Questions, comments and requests regarding this policy are welcomed and should be addressed to GDPR_Request@peekvision.org.