Privacy Notice

Introduction

Hello! We really appreciate you taking the time to read about how we process your data.

CVG Solutions is the ‘Controller’ of the information (‘personal data’) that we collect about you.  This means we are responsible for how your data is processed. The word ‘process’ covers actions such as using, storing, consulting, downloading, updating, and deleting data.

This Privacy Notice is not a legal document and does not form part of any Ts&Cs. You don’t have to agree with its content, sign it, or consent to it. Its sole purpose is to inform you about how and why we process your personal data and to inform you of your rights under data protection legislation. If you have any questions or find something unclear, please contact us using the details below.

 Our Contact Details

 Personal Data

‘Personal data’ is any information that relates to a living, identifiable person. This typically includes your name, address, contact details, and other information we collect as part of our relationship with you, whether you are a client or anyone else we come into contact with through our work.

We do not process ‘special categories’ of data, which is information about a person’s race or ethnic origin, religious, political or other beliefs, physical or mental health, trade union membership, genetic or biometric data, sex life or sexual orientation, criminal convictions and offenses.  This type of data is subject to strict legal controls, and we do not anticipate processing this type of data. 

The only exception would be if we need to know any health/disability-related information in order for you to work with us so that we can make reasonable adjustments. 

We only process data if we need to for a specific purpose, as explained below.

 What Data Do We Process?

 For Clients

We will hold the following information about you:

– Your name and contact information, along with that of the contacts within your organization we need to work with.

– Possibly health/disability-related information about you or the contacts within your organization we need to work with.

– Information about your business activities.

– Information and documentation about your matters or inquiries, including communications with you.

– Zoom/Teams meeting recordings held on our OneDrive and SharePoint (only if mutually agreed).

– Billing and payment information.

 For Potential Clients

We will hold the following:

– Your name and contact information.

– Information relating to any queries, including business information you have provided to discuss opportunities.

– Information and documentation relating to your business gathered from yourself, websites, Companies House, social media platforms, and mutual connections.

 For Associate Consultants

We hold the following:

– Your name, contact, and billing information.

– Information about the type of project you work on.

– Your availability.

– Your hourly rate.

The Lawful Basis

As a Controller, we must have a lawful basis for processing your data. Normally, it will be an Article 6 lawful basis; there might be some rare circumstances where Special Category Data is processed, in which case an appropriate Article 9 lawful basis will be quoted.

 Data Protection Consulting, Training, and Digital Products

We use the information we hold about you and your business — both personal and otherwise — to provide you with the best advice and service. We use your information to send contracts, invoice you, keep track of payments, as well as to maintain contact throughout our relationship.

For sole traders, the lawful basis under which we will process your data would be Article 6.1.b – contractual obligations, and Article 6.1.f Legitimate interests for limited companies.

We also use your email addresses to send you our monthly newsletter and promotional emails, usually based on your consent, but sometimes based on a soft opt-in (under the Privacy Electronic Communications Regulations – PECR) when you have provided your email address as part of entering into a purchase contract with us. You can unsubscribe at any time by letting us know or by clicking the unsubscribe link in an email.

For corporate email addresses, we use email addresses to send you information we believe you may find useful, based on our legitimate business interests. You can unsubscribe at any time by letting us know or by clicking the unsubscribe link in an email.

If you contact us via email, phone, or social media with comments, questions, or inquiries, we will use your contact details to communicate with you, based on the legitimate interests of both CVG Solutions and yourself.

 Who We Share Your Data With

Sometimes other organizations process data on our behalf as part of the services they provide us, subject to contracts and controls. 

We use the following providers:

– Microsoft Office 365 (operational & communication system) – data stored in the UK on an AWS server

– WordPress (website platform) – data stored in the USA

– Mailerlite (mass email provider) – data stored in the UK on an AWS server

– Xero (accounting system) – data stored in New Zealand

– LearnDash (e-Learning platform) – data stored in the USA

– Stripe (e-commerce payment system) – separate controller

– Uptech (IT support) – located in the UK

– The Marketing Barn (web designer) – located in the UK

– routeToWeb (website hosting) – located in the UK 

LearnDash, our e-learning platform, allows us to monitor your progress within modules and which modules have been accessed. This is important for security and to ensure that only authorized individuals can access the material.

We will keep your data for six years after contract termination, in line with our retention policy. After this period, the data will be permanently deleted from all our systems and safely disposed of. A copy of our full retention schedule is available on demand; just email us at info@cvgsolutions.co.uk 

 Your Rights as a Data Subject

As a data subject, you have the following rights in relation to your personal data:

– To be informed about how and why your data is handled, largely through this privacy notice;

– To gain access to copies of your personal data;

– To have errors or inaccuracies in your data amended;

– To have your personal data erased (the right to be forgotten), which is not absolute and applies in certain circumstances;

– To object to the processing of your personal data, which is not absolute and applies in certain circumstances;

– To restrict the processing of your personal data in limited circumstances;

– The right not to be subjected to automated decision and profiling.

If you wish to exercise any of these rights, please contact us.

 Withdrawing Consent

If we rely on your consent to process your data, you may withdraw your consent at any time by contacting us.

 Complaints to the Information Commissioner

You have the right to complain to the Information Commissioner’s Office (ICO) about how we process your personal data. You can make a complaint on the [ICO’s website](https://ico.org.uk/) 

 Cookies

 What Are Cookies?

Cookies are small information files written by a website and stored within the web browser or file system on your computer or mobile device. Websites use cookies to:

– Distinguish you from other users

– Personalize your user experience by adding features on the website tailored to you

– Improve the overall functionality of the website

 How We Use Cookies

Our website uses cookies to enhance your user experience. We will ask you to consent to our use of cookies via a pop-up consent when you first visit our website, in accordance with the Privacy & Electronic Communication Regulation (PECR).

 Types of Cookies

– **Necessary Cookies:** They make the website work and monitor the performance of the website.

– **Non-Necessary Cookies:** They remember your preferences, collect your IP address, and track likes and dislikes.

 How to Reject Cookies

To disable non-essential cookies used on this site, follow the Cookies link at the bottom of the page, and unselect each cookie. You can re-accept the cookies again at any time by following the same process.

Most web browsers also allow you to reject and delete cookies. The methods vary from browser to browser and from version to version. You can obtain up-to-date information about blocking and deleting cookies from the Help menu of your browser.

Blocking all cookies will negatively impact the usability of many websites. If you block necessary cookies, you may not be able to use all the features on our website.