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Community Vision Privacy Policy

 

INTRODUCTION

The new General Data Protection Regulation (GDPR) requires we issue this Privacy Notice to explain who we are, what personal data we hold about you and why, how we collect, store, process it, and how we may share or retain the information. It will also explain your rights in relation to your personal data, how to contact us and the supervisory authorities in the event of a complaint.

Community Vision Ltd fully endorses and adheres to the principles of the GDPR. Because we respect the individual’s right to privacy, good data protection is fundamental to our business. We have examined our procedures and will continue to consider, adapt, invest, train and communicate to maximise privacy and remain respectful of others and compliant with the GDPR.

All personal information – whether relevant to the people we serve or as part of our business, or those that work with us and our clients – however collected, stored or recorded will be treated lawfully, correctly and appropriately. All data will be processed fairly and in a transparent manner.
 

WHO WE ARE

The data controller is Community Vision Ltd, otherwise referred to as “CVL”, within this document. It is the data controller who decides how your personal data is processed and for what purposes.

CVL was established in 1993 by the working directors to design, install and maintain communal aerial, satellite and terrestrial television systems for residents who live in blocks of flats throughout London and the South East. Today CVL continue to specialise in the provision of the communal television services to flats, for owners, residents and Managing Agents.

If you have any queries about this privacy notice or wish to exercise any of the rights mentioned in it, please contact our Data Protection team at headoffice@communityvision.co.uk, or in writing to Community Vision Ltd, Crundalls House, Gedges Hill, Matfield, Kent, TN127EA.
 

YOUR PERSONAL DATA

In this Privacy Policy, your ‘personal information’ means information or pieces of information that could allow you to be identified. You do not have to give us any personal data, but if you chose not to do so, this may prevent us from providing you with information, services or being able to fulfil our contractual obligations to you. Your personal information is required before you can enter into a contract with us, or it is required during the life of that contract, or it is required by laws that apply to us.

The personal data we collect from you is:

Information you give us directly:
We may collect information from you directly when you provide us with personal information, e.g. to receive any of the services provided by CVL.

The types of information we may collect about you directly include your:

  • Name
  • Contact information including email address and phone number
  • Home address and postcode
  • Credit, Debit card or other payment information
  • Other information that may be relevant to our products and services

Information you give us indirectly by other parties:
We may collect information about you indirectly when contacted by a third party who is acting on your behalf, i.e. a Managing Agent. We are reliant on the third party being authorised to pass the data to us and that it is accurate.

The types of information we may collect about you indirectly include your:

  • Name
  • Contact information including email address and phone number
  • Home address and postcode
  • Other information that may be relevant to our products and services

Information collected automatically when you use the CVL Website:

The types of information we may collect about you include your:

  • Name
  • Contact information including email address and phone number
  • Other information that may be relevant to our products and services

 

Our Website

How we use cookies

A cookie is a small file which asks permission to be placed on your computer’s hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.

We use traffic log cookies to identify which pages are being used. This helps us analyse data about web page traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system.

Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.
You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.

Cookies www.communityvision.co.uk uses are:
Cookie Name: _ga
Expiration: Time 2 years
Description: Used to distinguish users.

Cookie Name: _gid
Expiration: 24 hours
Description: Used to distinguish users.

Cookie Name: _gat
Expiration: 1 minute
Description: Used to throttle request rate.

All the listed cookies are Google Analytics related.

Links to other websites

Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over the content or privacy of that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.
 

Controlling your personal information

You may choose to restrict the collection or use of your personal information in the following ways:
Whenever you are asked to fill in a form on the website, look for the box that you can click to indicate whether you do or do not want the information to be used by Community Vision for direct marketing purposes.

You may change your mind at any time by clicking the unsubscribe link at the bottom of our emails. We will not share your information with any third parties.

It is very important that individuals whose personal information we hold, keep us updated on any changes required to the data held such as changes in contact information and other appropriate details.
Please contact CVL with any amendments as early as possible.
 

HOW WE PROCESS YOUR PERSONAL DATA

We comply with our obligations by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate measures are in place to protect your personal data. We are committed to investing in security measures to ensure personal data is protected from abuse and rising cyber-crime. We have procedures in place to manage any suspected data security breach. We will notify you and the ICO regarding any suspected data security breach likely to result in a high risk to your rights and freedoms. We take your privacy seriously and will only use your personal data as provided to us solely for the purposes of administering your account and to provide contracted services in carrying out our business with you and/or to conform to statutory or regulatory requirements.
 

LAWFUL BASIS FOR PROCESSING

CVL will only collect, use or disclose your personal information where it is fair and lawful to do so. Data protection laws require us to explain our legal grounds for processing your personal information. We use the term processing to describe everything we do with your personal information from its collection, through to its destruction or deletion.

We may ask you to provide additional consent if we need to use your personal information for purposes not covered by this Privacy policy. You are not obliged to provide such consent but if you decide not to then our ability to carry out services may be restricted. If you provide additional consent, the terms of that consent shall prevail in the event of any conflict with the terms of this Privacy notice.

The legal grounds that are relevant to CVL are:
Processing which is necessary to perform our contract with you or taking steps prior to entering into it, in order to administer, manage and carry out your contract. Sharing your personal information with payment service providers.
 

WHERE AND HOW DATA IS HELD

Personal information is stored on our Customer Database and where appropriate, Sage Accounts.
We maintain secured paper files, as well as digital records which are stored either on internal or external servers. Additional personal data (particularly names, telephone numbers and email addresses) may be held on staff’s mobile or smart phones.

We conduct data quality reviews to ensure that data standards are maintained. Where there is no longer any legal or legitimate basis for holding data, it will be erased or destroyed.
 

SHARING YOUR PERSONAL DATA

Depending on the circumstances, we may share your personal information with third parties, including

  • Police, government and local authorities, for the prevention and prosecution of crime, and in cases of emergency.
  • Credit reference agencies.
  • Our appointed subcontractors and service providers, in order to fulfil a contract.
  • Our Insurance companies, solicitors, debt collection agencies and other interested parties.

 

HOW LONG WE HOLD INFORMATION FOR:

We intend to retain data for the duration of our contract with you, on the following basis:

Direct Customers

Optional Rental Systems, contract renewed annually – Retained for duration of contract. Data removed on termination of contract and removal from CVL owned communal satellite system.

Chargeable Repairs direct to resident – Data kept with customer consent, or until completion of contract and payment received.

Self-Generated Sales – Data kept with customer consent, or until completion of contract and payment received.

Customers from Third Parties

Maintenance Contract renewed annually – Subjects data only held if internal work in residence required. Data removed on completion of work.

Chargeable Repairs to Managing Company – Data kept, until completion of contract and payment received.

Other Installations – Data kept until contract completed, warranty period ends and relevant payments received.
 

YOUR RIGHTS AND YOUR PERSONAL DATA

You have the following rights with respect to your personal data in respect of the information addressed by this Privacy Notice:

  • Fair processing of information and transparency over how we use your use personal information;
  • The right to request a copy of your personal data which we hold about you;
  • The right to request that we correct any personal data if it is found to be inaccurate or out of date;
  • Require the removal of personal information concerning you in certain situations;
  • The right to request that we provide you or a third-party (requested in writing by you) with information on your personal data;
  • The right to lodge a complaint with the Information Commissioner’s Office.

Guidance to all individuals’ rights and the circumstances in which they apply under GDPR can be obtained from the UK Information Commissioner’s Office (ICO).
 

CONTACT DETAILS

To exercise all relevant rights, queries or complaints please in the first instance contact Mr Richard Sharp, (Community Vision Ltd Company Secretary). He may be contacted as follows:
Tel: +44 (0)1892 725 820
Richard@communityvision.co.uk
Mail: Community Vision Ltd
Crundalls House
Gedges Hill, Matfield, Kent TN12 7EA.

You can also contact the Information Commissioner’s Office (ICO):
Tel: +44 (0)303 123 1113 or
+44 (0)1625 545 745 if you prefer to use a national rate number
Via Web: https://ico.org.uk
Mail: Information Commissioner’s Office
Wycliffe House, Water Lane
Wilmslow, Cheshire SK9 5AF

NOTES
This privacy notice was published in May 2018. Any updated versions may be made available upon demand or via our website: www.communityvision.co.uk