Privacy Policy

    This section has been put together in order to help you understand what information we hold about you from your visit to our website and how, in turn, we use that information.

    Personal data we hold about you will be processed either because:

    • The processing is necessary in order for us to comply with our obligations under a contract between you and us, specifically for the provision of our services; or
    • The processing is necessary in pursuit of a “legitimate interest”; a legitimate interest in this context means a valid interest we have or a third party has in processing your personal data which is not overridden by your interests in data privacy and security; or
    • You have consented to the processing for the specific purposes described in this notice;

    We may collect and process the following personal data (information that can be uniquely identified with you) about you:

    • For individuals associated with our customers we may hold contact information such as names, email addresses, phone numbers, addresses, and job titles and/or specific roles within your organisation (“Customer Contact Information”);
    • For individuals associated with our suppliers and other third parties we interact with we may hold contact information such as names, email addresses, phone numbers, addresses, and job titles and/or specific roles within your organisation (“Third Party Contact Information”);
    • A record of any correspondence or communication between you and us and any information we may require from you when you report a problem or submit a complaint (“Communication Information”);
    • Marketing information we may hold about you in order to provide information about our services this may include names, email addresses, phone numbers, addresses, and job titles and/or specific roles within your organisation (“Marketing Information”).

    We will collect information either from you directly or from a third party (for instance your employer or an introducer). If we do obtain your personal data from a third party your privacy rights under this notice are not affected and you are still able to exercise the rights contained within this notice.

    You do not have to supply any personal information to us but in practice we may be unable to provide our services to you without personal data (for instance we will need contact information in order to communicate with you). You may withdraw our authority to process your personal data (or request that we restrict our processing) at any time but there are circumstances in which we may need to continue to process personal data 

    Please see the table below, which sets out the manner in which we will process the different types of personal data we hold:

    Purpose/Activity Type of data Lawful basis for processing including basis of legitimate interest
    When we are setting up an account with a customer or potential customer with whom you are associated or entering into an agreement to provide services to our customer. Customer Contact Information

     

    Communication Information

    Performance of a contract with you

     

    Necessary for our legitimate interests (to establish necessary information about you in order to provide our services)

    When we communicate with you as an individual affiliated with our, customers, or potential customers in order to provide our services to you. Customer Contact Information

     

    Communication Information

    Performance of a contract with you

     

    Necessary for our legitimate interests (in order to deliver our services).

    When we enter into an agreement with you or an organisation with which you are connected as a supplier. Third Party Contact Information

     

    Communication Information.

    Performance of a contract with you

     

    Necessary for our legitimate interests (in order to deliver our services).

    When we communicate with you as an individual affiliated with our supplier or another third party we interact with. Third Party Contact Information

     

    Communication Information

    Performance of a contract with you

     

    Necessary for our legitimate interests (in order to deliver our services)

    When we communicate with you, or you as an individual affiliated with our users, customers, or potential customers, about our services (for instance if you request support or make a complaint). Customer Contact Information

     

    Communication Information

    Performance of a contract with you

     

    Necessary for our legitimate interests (for running our business and to provide you with our services)

    To manage our relationship with you. Customer Contact Information

     

    Communication Information

    Performance of a contract with you

     

    Necessary to comply with a legal obligation

    Necessary for our legitimate interests (for running our business and to provide you with our service)

    To administer and protect our business, including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data  

     

    Customer Contact Information

    Third Party Contact Information

    Communication Information

    Necessary for our legitimate interests (for running our business, provision of administration services, network security, to prevent fraud and in the context of a business reorganisation)

     

    Necessary to comply with a legal obligation

    To store your contact information for marketing purposes and sending marketing and other promotional communications to you. Customer Contact Information

     

    Marketing Information

    Necessary for our legitimate interests in promoting our services to business customers.

     

    You have consented to us sending such communications and have not opted out of receiving them.

     

    Our current data retention policy is to delete or destroy (to the extent we are able to) the personal data we hold about you in accordance with the following:

    Category of personal data Length of retention
    Records relevant for tax and customs authorities 8 years from the end of the year to which the records relate
    Personal data processed in relation to a contract between you and us 7 years from either the end of the contract or the date you last used our services, being the length of time following a breach of contract in which you are entitled to make a legal claim
    Personal data held on marketing or business development records 3 years from the last date on which a data subject has interacted with us or on which we have sent a marketing communication and you have not opted out of receiving such communications.
    • For any category of personal data not specifically defined in this notice, and unless otherwise specified by applicable law, the required retention period for any personal data will be deemed to be 7 years from the date of receipt by us of that data.
    • The retention periods stated in this notice can be prolonged or shortened as may be required (for example, in the event that legal proceedings apply to the data or if there is an on-going investigation into the data).
    • We review the personal data (and the categories of personal data) we are holding on a regular basis to ensure the data we are holding is still relevant to our business and is accurate. If we discover that certain data we are holding is no longer necessary or accurate, we will take reasonable steps to correct or delete this data as may be required.
    • If you wish to request that data we hold about you is amended or deleted, please refer to clause 8 below, which explains your privacy rights.

    We do not disclose any information you provide to any third parties other than as follows:

    • If we are under a duty to disclose or share your personal data in order to comply with any legal obligation (for example, if required to do so by a court order or for the purposes of prevention of fraud or other crime);
    • In order to enforce any terms and conditions or agreements for our services that may apply;
    • If we are sub-contracting services to a third party we may provide information to that third party in order to provide the relevant services;
    • We may transfer your personal information to a third party as part of a sale of some or all of our business and assets to any third party or as part of any business restructuring or reorganisation, but we will take steps with the aim of ensuring that your privacy rights continue to be protected;
    • To protect our rights, property and safety, or the rights, property and safety of our users or any other third parties. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction.
    • Other than as set out above, we shall not disclose any of your personal information unless you give us permission to do so. If we do supply your personal information to a third party we will take steps to ensure that your privacy rights are protected and that third party complies with the terms of this notice.

    Your privacy rights

     The GDPR gives you the following rights in respect of personal data we hold about you:

    The right to be informed You have a right to know about our personal data protection and data processing activities, details of which are contained in this notice.
    The right of access You can make what is known as a Subject Access Request (“SAR”) to request information about the personal data we hold about you (free of charge, save for reasonable expenses for repeat requests). If you wish to make a SAR please contact us as described below.
    The right to correction Please inform us if information we hold about you is incomplete or inaccurate in any way and we will update our records as soon as possible, but in any event within one month.

     

    We will take reasonable steps to communicate the change to any third parties to whom we have passed the same information.

    The right to erasure (the ‘right to be forgotten’) Please notify us if you no longer wish us to hold personal data about you (although in practice it is not possible to provide our services without holding your personal data and we may need to keep your data in some circumstances). Unless we have reasonable grounds to refuse the erasure, on receipt of such a request we will securely delete the personal data in question within one month. The data may continue to exist in certain backup, but we will take steps to ensure that it will not be accessible.

     

    We will communicate the erasure to any third parties to whom we have passed the same information.

    The right to restrict processing You can request that we no longer process your personal data in certain ways, whilst not requiring us to delete the same data. However again, some of our Services will not be available if processing is restricted.
    The right to data portability You have right to receive copies of personal data we hold about you in a commonly used and easily storable format (please let us know a format which suits you). You may also request that we transfer your personal data directly to third party (where technically possible).
    The right to object Unless we have overriding legitimate grounds for such processing, you may object to us using your personal data for direct marketing purposes (including profiling) or for research or statistical purposes. Please notify your objection to us and we will gladly cease such processing.
    Rights with respect to automated decision-making and profiling You have a right not to be subject to automated decision-making (including profiling) when those decisions have a legal (or similarly significant effect) on you. You are not entitled to this right when the automated processing is necessary for us to perform our obligations under a contract with you, it is permitted by law, or if you have given your explicit consent.
    Right to withdraw consent If we are relying on your consent as the basis on which we are processing your personal data, you have the right to withdraw your consent at any time. Even if you have not expressly given your consent to our processing, you also have the right to object (see above).

     

    Data Breaches

    • If personal data we hold about you is subject to a breach or unauthorised disclosure or access, we will report this to the Information Commissioner’s Office (ICO) and/or our data protection manager.
    • If a breach is likely to result in a risk to your data rights and freedoms, we will notify you as soon as possible.

    Other websites

    • Our website may contain links and references to other websites. Please be aware that this notice does not apply to those websites.
    • We cannot be responsible for the privacy policies and practices of sites that are not operated by us, even if you access them via our website any other service that is operated by us. We recommend that you check the policy of each site you visit and contact its owner or operator if you have any concerns or questions.
    • In addition, if you came to our website via a third party site, we cannot be responsible for the privacy policies and practices of the owners or operators of that third party site and recommend that you check the policy of that third party site and contact its owner or operator if you have any concerns or questions.

    Transferring your information outside Europe

    • As part of the service offered to you the information you provide to us may be transferred to, processed and stored at, countries or international organisations outside of the EEA.
    • If we transfer your information outside of the EEA, and the third country or international organisation in question has not been deemed by the EU Commission to have adequate data protection laws, we will provide appropriate safeguards and we will be responsible for ensuring your privacy rights continue to be protected as outlined in this notice. In particular we will ensure that there is a contract in place with our partners to ensure that your data is processed in accordance with this notice.
    • If you contact us while you are outside the EEA, your information may be transferred outside the EEA in order to communicate with you.
    • By submitting your personal information to us you agree to the transfer, storing or processing of your information outside the EEA in the manner described above.

    We will post details of any changes to our policy on our website to help ensure you are always aware of the information we collect, how we use it, and in what circumstances, if any, we share it with other parties. 

    If you have registered for an event, we will sometimes share your information with our third party vendors that fund these events with your consent.

    We will use your details to provide you with additional information about our services that we believe may interest you. If you do not wish to receive further communication, please send an email stating you wish to opt out to This email address is being protected from spambots. You need JavaScript enabled to view it., providing your full name, company name and email address and we will amend your preferences to ensure you no longer receive further communication.

    Our Customers

    We collect and store contact details of existing customers of Aviums Solutions to allow us to deliver services to you, as set out in our contract with you. We need this information to meet our contractual obligations, and for billing and other communications relating to our work with you. We will also send information to our customers about our products and services that may be of interest to you.

    PLEASE NOTE:

    We will not exchange, sell or otherwise give away any of your personal information to any other companies or individuals.

    The legal basis for the processing

    The General Data Protection Regulation (GDPR) requires us to explain what the legal basis is for us processing your personal data for the purposes listed above.

    Tracking website usage, responding to your enquiries and sending you further communication about our products and services is necessary for our legitimate interests.

    Holding details of our customers for correspondence, service delivery and billing purposes is necessary for the performance of a contract.

    Cookies

    To make this site work properly, we sometimes place small data files called cookies on your device. Most modern websites do this.

    What are cookies?

    A cookie is a small text file that a website saves on your computer or mobile device when you visit the site. It enables the website to remember if you’ve visited it before – allowing the site to tailor and vary content based on who the user is. Typically a cookie is made out of two bits of information – a unique user ID and a site name, but they can be more complex.

    How do we use cookies?

    We use cookies to remember:

    • If you’ve agreed to the use of cookies on our site
    • If you’ve ever filled in a form on our site
    • If you’ve dismissed or accepted a Live Chat invitation in your current visit

    We also use the following analytics tools which utilise cookies – these generate statistical and other information about website usage:

    • Google Analytics
    • Lead Forensics
    • Click Dimensions
    • Live Assist
    • HotJar

    Enabling these cookies is not strictly necessary for the website to work but it will provide you with a better browsing experience. You can delete or block these cookies, but if you do that some features of this site may not work as intended. We will never share your information with third parties.

    How to control cookies

    You can control and/or delete cookies as you wish – for details, see aboutcookies.org. You can delete all cookies that are already on your computer and you can set most browsers to prevent them from being placed. If you do this, however, you may have to manually adjust some preferences every time you visit a site and some services and functionalities may not work. 

    Contact Details

    Aviums Solutions Limited is the data controller for all personal data we store and process for these purposes.

    We are registered with the Information Commissioner’s Office: tinyurl.com/aviumssolutions

    You can contact our Data Protection Officer as follows:

    Tel: 020 8123 6640
    Email: This email address is being protected from spambots. You need JavaScript enabled to view it.

    Information Commissioner’s Office (“ICO”)

    If you are unhappy with our use of your personal data, you are entitled to complain to the ICO: ico.org.uk/concerns/

    We use cookies on our website. Some of them are essential for the operation of the site, while others help us to improve this site and the user experience (tracking cookies). You can decide for yourself whether you want to allow cookies or not. Please note that if you reject them, you may not be able to use all the functionalities of the site.