Vidett Privacy Policy

Effective date: 03 July 2023

Vidett Limited (we, us or our) know that you care how your information is used and shared and we appreciate your trust in us to do that carefully and sensibly. Your privacy is important to us and we are committed to protecting and respecting your privacy.

This privacy policy explains how we use any personal information we may collect from you, is provided to us about you or you provide to us when you use our website, become a recipient of our services or make use of our services or participate on our research or surveys.

Who we are

We are Vidett, trading as Vidett Governance Services Limited, Vidett Trust Corporation Limited and Vidett HRT Limited, and we are the Controller. Our business contact details are:

Registered office: 3rd Floor Forbury Works, 37-43 Blagrave Street, Reading, RG1 1PZ

Telephone: 0118 207 2900

Email: info@vidett.com

Website: www.vidett.com

Twitter: @VidettLtd

LinkedIn: www.linkedin.com/company/vidett/

The contact details of our Data Protection Officer are:

Name: Angela Winchester

Address: 3rd Floor Forbury Works, 37-43 Blagrave Street, Reading, RG1 1PZ

Telephone: 0118 207 2900

Email: info@vidett.com

Personal data we collect

The specific types of personal information we may collect and use about you will depend upon your use of our website facilities, services or products, how you use them and the information you choose to provide.

The types of information we collect directly from you are:

• Name
• Phone number (business and/or mobile)
• Email address
• Job title
• Organisation name (business or pension scheme)
• Business address
• Marketing communication preferences
• Your request for specific information

Required fields on our online forms are your name, job title, organisation name and your email address. Your telephone number and address are not required. If you do not fill in the required fields you will not be able to submit the form.

The types of information we collect from you automatically are:

• IP address, MAC address, browser types, browser language, operating system, general location data - the country or office from which you accessed our website, the organisation through which you accessed our website, software and hardware attributes (including device IDs), referring and exit pages and URLs, platform type, the number of clicks, files you download, domain names, landing pages, pages viewed and the order of those pages, the amount of time spent on particular pages, the terms you use in searches on our sites, the date and time you used the website, error logs and other similar information
• Any form submitted on our website including details of event registration
• Opening of emails, date and time email opened, links clicked on in email We and our website service provider (a data processor that works on our behalf), may use a variety of technologies, including cookies and similar technologies, to assist in collecting this information, as is discussed below.

Aggregate/anonymous data

We may aggregate and/or anonymise any personal information collected through the facilities, services or products offered so that such information can no longer be linked to you or your device. We may use this information for any purpose and may share this data with our third parties.

Please note we need certain types of information so that we can provide the website facilities, services and products to you. If you do not provide us with such information, you may no longer be able to access or use our services or products.

Personal data we obtain from third parties

We obtain information about you from other sources some that are publicly available such as Companies House. We also procure data from third parties including Pension Funds Online and others who sell lists compiled for marketing purposes. We obtain the following categories of data:

• Name
• Job title
• Organisation name (business or pension scheme)
• Email address
• Business phone number and/or mobile
• Business address

From Pension Funds Online we also obtain details regarding your pension scheme including scheme type, size (membership and assets) and adviser names.

Why we collect and use your personal data

We, or our data processors, use your information for various purposes depending on the types of information we have collected from and about you and the specific facilities, services or products you use. In particular, we collect your information for the following purposes:

• to contact you in response to your enquiry about the products and services we offer
• to deliver the Vidett products and services you request
• to register you for an event
• to provide you with information about our forthcoming events, opinions, services and other marketing communications
• to enhance and improve your experience on our website, ensure the security of our website and develop the service, products and information we offer
• to analyse the results of surveys that we use for research purposes, if you respond to them
• to analyse email marketing campaigns
• to monitor and improve our customer service standards
• to respond to you if you report a problem with our website

The legal bases for using your information are as follows:

• Where you make an enquiry, ask a question or request information on a service or product, download content of value from our website, inform us of your marketing communication or report a problem we will require your consent or rely on other lawful bases of processing such as legitimate interest, performance of a contract or compliance with legal obligations, before we use your information.
• Where you have requested a service or product, the use of your information is usually necessary for the fulfilment of the agreement we’ve entered into with you for the provision of those services or products.
• Where we provide you with the website facilities (including content of value downloads and research), services or products you’ve requested, use of your information is necessary to perform our obligations in fulfilling your request.
• Where we collect your information automatically or you respond to a survey, we use your information for our legitimate business interests. This is to provide security for our website, operate our business and provide our services and products, ensure safe environments for our staff and visitors to our offices, comply with legal requirements and defend our legal rights, prevent fraud and to know you, our customer, to whom we are providing the facilities, services or products.
• Where we have obtained your data from a third party, we will process that data on a legitimate interest basis. We always aim to provide only tailored information concerning a legitimate business interest.

Who we share your personal data with

Where we process your personal data outside the EU

It is not intended that your information be transferred outside the European Economic Area (EEA) but, if it is, Model Clauses or other mechanisms approved by the European Commission will be put in place prior to us processing your information. Where required we will also obtain your consent.

You can obtain also further information regarding the mechanisms used to safeguard your data by contacting our team or Data Protection Officer at the contact details listed above.

How long we will keep your personal data

We will only keep your personal data for as long as we need to in order to fulfil the purposes for which it was collected, as set out in this privacy policy, and for as long as we are required to keep it by law. In order to ensure we meet our obligations, we have produced retention schedule that indicates when personal information should be disposed of. You can view our schedule here.

Applications for employment

Our website contains a Careers page that links to a website where you can apply for employment at Vidett. This recruitment website is administered by ICIMS. The ICIMS website collects personal information such as your personal details, contact information and work history and qualifications. Any information that Vidett collects from ICIMS in connection with the recruitment website is handled consistently with this privacy policy, which is provided to applicants during the application process.

Cookies and similar technologies

When we collect information automatically, as stated above, we and our service providers use internet server logs, cookies, tags, SDKs, tracking pixels and other similar tracking technologies. We use these technologies in order to offer you a more tailored experience in the future by understanding and remembering your particular browsing preferences and understanding how visitors are using our site. We also use them to help develop our products, services and business.

We also use cookies to measure the effectiveness of our marketing communications, for example they tell us if you have opened a particular marketing email.

For more information on the cookies we use, the purposes for which we use them and how you can control them please refer to our cookies policy .

Marketing and research

You have choices when it comes to receiving marketing communications and taking part in market research. We will send you relevant news about our opinions, products and services in a number of ways including by email. We always aim to tailor the information we send to each individual to make it as relevant and useful as possible. When you make an enquiry, register for an event or download content of value via our website, we will direct you to a preference centre where you can tell us what types of information you’d like to receive (or opt out completely). You can change your marketing choices at any time online, over the phone or in writing.

We would also like to hear your views to help us understand the environment we are working on and improve our services and products, so we may contact you for research purposes. You always have the choice about whether to take part in our any of our surveys.

External links

Our website may provide links to other third party web sites. Even if the third party is affiliated with us through a business partnership or otherwise, we are not responsible for the privacy policies or practices or the content of such external links. These links are provided to you for convenience purposes only and you access them at your own risk.

Terms of use

Please also see our Terms of Use at www.psgovernance.com, which describes the restrictions, disclaimers, indemnification and limitation of liability governing the use of this website.

How to access and control your personal data - Your rights

You have certain rights with respect to your information which are summarised below. Some of the rights are complex therefore, not all details are included in the summary:

• Right to be informed: you should be given, at the time your information is collected, or can ask for information about how your information is collected and used.
• Right of access: you can ask for copies of all the information that we process about you.
• Right to rectification: you can ask to have inaccurate information held about you corrected.
• Right to erasure: you can ask for the information held about you to be erased (subject to certain criteria).
• Right to restriction of processing: you can ask us to stop processing your information (under certain circumstances).
• Right to data portability: you can, under certain circumstances, request that we transmit your personal information to another provider of services.
• Right to object: you can object to your information being processed if our legal basis for processing your information is based on legitimate interests. To check whether we use your information for legitimate interests see the section ‘Why we collect and use your personal data’. You also have the right to object to object to direct marketing if you make such an objection, we will cease to process your personal information for this purpose.

If you would like to exercise any of your rights mentioned above, you can do so by writing or emailing our Data Protection Officer or the Vidett team at the address detailed above.

Opting out

You can choose to opt out of receiving information from us at any time in the following ways:

• By changing your marketing preferences or unsubscribing to our marketing emails.
• In writing, to our team or Data Protection Office.
• Via an online enquiry.

Please note: Opting out will not affect the lawfulness of processing prior to your opt-out.

Your right to make a complaint

If you have a complaint about the way we process your personal data or think that we have not complied with your rights, you can make a complaint to:

Address: The Information Commissioners Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

Telephone: 0303 123 1113 or 01625 545745

Fax: 01625 524510

Website: www.ico.org.uk

Changes to this policy

You will be informed of changes to this policy by dedicated service emails or by notification on our website.