Keeping your personal data safe
At Vialex we are committed to ensuring your privacy and protecting all personal data we collect about you and, handling it in accordance with data protection laws.
It will apply to you, if, for example, you request our legal advice or any of our other services (services); or where you contact us, including via our website (www.vialex.co.uk); or if we process your personal data for any other purpose. However, it does not apply to our employees, partners or internship staff.
The Data protection laws are the General Data Protection Regulation 2016/679; the UK Data Protection Act 2018, any amending or implementing regulations or legislation and all other relevant EU and UK data protection legislation.
Who are we?
We are Vialex Group, consisting of a number of subsidiary companies and entities, including
together, “Vialex” or “we”.
What personal data do we collect?
The types of personal data we process may include the following:
Special categories of personal data
We may process also data which, under the data protection laws, are special categories of personal data where this is necessary. Special categories of personal data are defined as personal data revealing:
We only process special categories of personal data which apply to you where either we have your explicit consent, or where it is necessary:
We ensure that we meet all legal requirements in relation to the collection, use and storage of personal data including any additional protections or measures that may be required for any special category personal data.
Categories of data subject
We may process both personal data and special categories of personal data about the following categories of data subject:
Our clients – We may collect and process relevant personal data, which you provide to us when you get in touch by any means in relation to our services, to provide us with instructions or to seek advice or when you subscribe to our mailing list. It also applies to the representatives, employees, shareholders, directors and beneficial owners of companies and other legal persons who are our clients.
Visitors to our website – We capture certain data about users of our website using cookies and similar technology which may be considered personal data. We do not use this data to identify individuals nor to build profiles. The capturing of website data is more fully described in our Cookies Policy, which can be accessed here.
Candidates and consultants – We may collect and process personal data of individuals who apply to Vialex in relation to an application of employment or to join us as a consultant.
Suppliers – We may collect and process relevant personal data about our suppliers and their representatives in order that we are able to receive services, and to process and pay invoices.
Individuals who contact us – We also collect personal data that you voluntarily provide when you contact us with queries or complaints.
Data from other sources – We may also collect personal data from other parties who have obtained your permission to share your personal data with us, such as your employer, or through referrals of business or when undertaking “know your client” checks. We may also receive certain personal data from other professionals who are acting on your behalf or in connection with the matters in which we are instructed.
Why do we collect personal data?
Data protection law permits us to collect, use and store your personal data on a limited number of grounds. We may use your personal data to enable us to:
It is our legal obligation to ensure that we have verified the identity of natural persons who are our clients or the beneficial owners, members or directors of a client prior to commencing work. We may also require evidence of sources of funding. If you do not provide us with your personal data for the purposes of such verification, we are unable to provide you with our services.
How we protect your personal data
Under the data protection laws, as a data controller we must meet certain clear and robust obligations to protect personal data. In short, your personal data must be:
We do not sell your personal data, nor will we share it with any other person unless it is necessary for a legitimate purpose or where you have provided your consent.
Keeping your personal data secure
We have technical and operational security policies and procedures in place to protect the personal data we collect, use and store, against unauthorised or unlawful access or disclosure, improper use, alteration and unlawful or accidental destruction or loss.
Sharing your personal data
We may need to disclose your personal data to some third parties in certain circumstances. This includes the following circumstances:
Transfer of personal data outside the United Kingdom
All personal data we collect from you or about you is stored on our secure servers. Our servers are based in the United Kingdom.
We may from time to time require to transfer personal data outside the UK but will only do so where either you request it or provide consent. We may also do so where it is necessary to:
We may transfer personal data outside the EEA in the following circumstances
Other than in the limited circumstances set out above we will not transfer or store personal data outside the UK or European Economic Area (EEA).
Retention of your personal data
We will keep your personal data for as long as we provide you with our services or to achieve the purposes for which it was collected unless you have asked us to retain your personal data for a longer period. We keep personal information in accordance with our internal retention procedures, which are determined in accordance with our statutory obligations and good practice and may vary and depend on the circumstances in question. We will only hold onto your personal data for as long as it is needed, after which time we will securely erase or delete the personal data.
Changes to your personal data
It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us. If your personal data does change, please contact us to allow our records to be updated.
What rights do you have?
You have a number of rights under the data protection laws. You have the right to make the following requests:
Request access to your personal data. You have. the right to request information about how personal data is being processed, including whether personal data is being processed and the right to be allowed access to that data and to be provided with a copy of that data along with the right to obtain the following information:
Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
Request erasure of your personal data. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it, and to have confirmation of deletion. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below).
Object to processing of your personal data. You may object to the processing of personal data relying on the legitimate interests processing condition unless we can demonstrate compelling legitimate grounds for the processing which override your individual interests or for the establishment, exercise or defence of legal claims. You also have the right to object where we are processing your personal data for direct marketing purposes.
Request the restriction of processing of your personal data. This enables you to ask us to suspend the processing of personal information about you; for example, if you want us to establish its accuracy or the reason for processing it.
Request the transfer of your personal data. This enables you to move, copy or transfer your personal data to another party where we are processing your personal data either with your consent or for the purpose of performing a contract.
For the avoidance of doubt, we do not use automated decision making in the processing of personal data.
How do I exercise my rights?
To make a request to review, verify, correct or request erasure of your personal data, object to the processing of your personal data, or request that we transfer an electronic copy of your personal data to another party, please contact us at email@example.com.
All requests will be considered without undue delay and within one month of receipt as far as possible. Please note that we may in limited circumstances refuse a request, where we have compelling legitimate grounds or where prevented by obligations of confidentiality or legal privilege.
How do I make a complaint?
You have the right to make a complaint about anything regarding the processing, storage, retention of your personal data. We would hope to resolve any complaint internally and if you would like to lodge a complaint with us, in the first instance, please contact firstname.lastname@example.org.
However, you also have the right to lodge a complaint at any time to the Information Commissioner (ICO) in respect of our processing of your personal data. Further information can be found at www.ico.org.uk.
Nothing in this policy affects our professional obligation to keep the affairs of our clients confidential.
If you have any queries regarding this policy, please contact us at email@example.com.