Privacy Policy

Contents

  1. Introduction
  2. The purpose of this privacy notice
  3. Changes to the privacy notice
  4. Keeping your personal data up to date
    1. How we protect your information and secure information transmission
  5. Not providing personal data
  6. The personal data we collect about you
  7. How we collect your personal data
  8. The we use your personal data
  9. The purposes for which we will use your personal data
  10. Marketing messages and promotions
  11. Cookies
    1. Google analytics
    2. Restricting access
    3. Plug-ins
  12. Mailing lists
  13. Change of purpose
  14. Sharing your personal data
  15. Sending your personal data outside the EU
  16. Keeping your personal data secure
  17. How long will we keep your personal data for
  18. Your legal rights
  19. Vendors we use
  20. Use of testimonials
  21. Useful websites

1.0 Introduction

This version of the Volta Compass Limited privacy notice was last updated on 19th September 2018. The privacy notice will be updated from time to time and historic versions will be kept by the company and can be obtained by contacting us at info@voltacompass.com.

Here at Volta Compass Limited your privacy is important and we recognise that we are being trusted with protecting it, so the purpose of this privacy notice is to let you know about how we collect and use your personal data and help you understand what data we collect about you, how we collect it and how we look after it. We also let you know what your privacy and legal rights are.

We are in the business of being helpful to those we engage with and have tried to cover everything that we can think of here. If you require further information please contact us at info@voltacompass.com.

2.0 The purpose of this privacy notice

This privacy notice aims to give you information on how Volta Compass Limited collects and processes your personal data through your use of our website, contacting us by phone, by email or via social media.

The data controller is Volta Compass Limited and all contact and requests about the privacy notice should be directed to Volta Compass Limited. The appointed data protection officer (DPO) who is responsible for overseeing questions in relation to this privacy notice is Michele Curran. You can contact our DPO by emailing us at info@voltacompass.com. If you’d prefer, you can also write to us at our registered address Volta Compass Limited, Verena House, 9 Bicester Road, Aylesbury, HP19 9AG.

If you feel you need to, you also have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk).

3.0 Changes to the privacy notice

We may change this privacy notice from time to time, to reflect new data we are collecting and/or how we are processing and/or storing your data.

If we make significant changes, we will make this clear on our website or by such other means of contact such as email, so that you are able to review the changes before continuing engagement with Volta Compass Limited.

Our website may include links to plug-ins and applications from third parties. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control any third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit so you understand how they will process and store your personal data.

4.0 Keeping your personal data up to date

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. You can contact us via phone or email at info@voltacompass.com (preferred route).

4.1 How we protect your information and secure information transmissions

Email is not recognized as a secure medium of communication. For this reason, we request that you do not send private information to us by email. However, doing so is allowed, but is at your own risk. Some of the information you may enter on our website may be transmitted securely via a secure medium known as Secure Sockets Layer, or SSL. Credit Card information and other sensitive information is never transmitted via email, it would be in a password protected document attached. The password would be provided via another medium.

5.0 Not providing personal data

You don’t have to give us any of your personal data but, if you don’t, it is unlikely that we can work together as communication would be difficult. Where we need to collect personal data by law, or under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you.

6.0 The personal data we collect about you

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

We may collect, use, store and transfer different kinds of personal data about you which we have grouped together follows:

Name and contact details – this includes your name, title, billing address, work address, email address and telephone numbers.

Payment information – this includes your bank account details

Engagement/service history – this includes details about consultative services you have purchased from us or have enquired about. This includes interactions with us over the phone, via the website or on social media.

Profile information – this may include information gathered from LinkedIn or other social media sites where your information is visible as either your settings are public or we are connected. This includes your Facebook ID and Twitter handle if you engage with us via this way.

Marketing preferences – this includes your preferences in receiving marketing from us and your communication preferences.

Information about your device and how you use our website– this includes information you give us when you browse our website, including your internet protocol (IP) address, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, as well as how you use our website.

We also may collect and use Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data may be derived from your personal data but is not considered personal data in law as this data does not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website area However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy notice.

We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data). The only exception to this is were you have specific disability needs or dietary requirements which we need to be aware of in order to make reasonable adjustments and be able to perform our contract with you and comply with our obligations regarding social protection and equality laws (for example, when we are organising an event or workshop with or for you).

7.0 How we collect your personal data

We use different methods to collect data from and about you including through:

Direct interactions – You may give us your name and contact details by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:

  • Identifying an opportunity to work together (not necessarily in contact)
  • Working together in contract
  • Subscribe to our mailing list
  • Download workbooks and templates from our website
  • Request marketing and promotional collateral to be sent to you
  • Engage with us via social media
  • Give us feedback
  • When you interact with our website, we may automatically collect information about your device and how you use our website. We collect this personal data by using cookies, server logs and other similar technologies. For more information on cookies, please see section 11 on Cookies.
  • We may receive personal data about you from various third parties and public sources such as information about your device and how you use our website from analytics providers such as Google based outside the EU.
  • Name and contact details, payment information and purchase history from providers of technical, payment and delivery services.

8.0 How we use your personal data

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

  • Where we need to perform the contract we are about to enter into or have entered into with you.
  • Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
  • Where we need to comply with a legal or regulatory obligation.
  • For certain processing purposes, we may request your consent to authorise the processing. For example, if you are not a client of Volta Compass Limited and not already signed up to receive marketing collateral, and have not enquired about our services, we would need a clear consent from you in order to send any communications to you about our services and marketing information.

9.0 The purposes for which we will use your personal data

Below is a description of what we do with your personal data and why we do it and what our legitimate interests are, where appropriate.

10.0 Marketing messages and promotions

We try to provide you with choices regarding certain personal data uses, particularly around marketing and advertising.

You will receive marketing communications from us  if you have said that we can send them to you. This would be via an opt-in button on emails or newsletters or if you have responded positively to direct written communication about receiving marketing messages and promotions.

You can tell us that you want to stop receiving marketing communications from us at any time. You can do by clicking on the unsubscribe link in any email we send you or by contacting us directly by email (preferred), post or over the phone.

We’ll process any such request as quickly as we can, but it might take a few days for it to register.

11.0 Cookies

We use cookies on our website. You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of the website may become inaccessible or not function properly.

We use cookies to track how you are using the website so we can improve the develop the site as well as products and / or services in response to what you might need or want.

There are different cookies for different things.

Session cookies: these are only stored on your computer during your web session and are automatically deleted when you close your browser – they usually store an anonymous session ID allowing you to browse a website without having to log in to each page but they do not collect any personal data from your computer.

Persistent cookies: a persistent cookie is stored as a file on your computer and it remains there when you close your web browser. The cookie can be read by the website that created it when you visit that website again.

Cookies can also be categorised as follows:

Strictly necessary cookies: These cookies are essential to enable you to use the website effectively, such as when buying a product and / or service, and therefore cannot be turned off. Without these cookies, the services available to you on the website cannot be provided. These cookies do not gather information about you that could be used for marketing or remembering where you have been on the internet.

Performance cookies: These cookies enable us to monitor and improve the performance of the website. They allow us to count visits and see which parts of the site are most popular, amongst other things.

11.1 Google analytics

When someone visits www.voltacompass.com Google Analytics is the third party service used to collect standard internet log information and details of visitor usage patterns.  We do this to find out things like the number of visitors to different parts of the site and user interest. 

Google Analytics is a data processor – see here for their terms regarding privacy and data processing https://privacy.google.com/businesses/processorterms/

11.2 Restricting access

We currently restrict access to parts of our website, this is for people that have paid for one of our Marketing MindSET programme and therefore have access to content associated with that programme. We may in the future restrict further access to the website and reserve full rights to do so. If, at any point, we provide you with a username and password for you to access restricted areas of our website, you must ensure that both your username and password are kept confidential and not shared. At the start of any programme the person that will be overseeing the company engagement will be asked for an email address to use for the login. It is only this email address that is valid for access to the relevant restricted area of the website.

If we send you password protected documents and provide you with the password you must ensure that the password is kept confidential and not shared or shared only with those named individuals that are allowed access to the document.

11.3 Plug-ins used on website

This is the list of current plugins associated with our website www.voltacompass.com

  • Advanced Custom Fields PRO
    Advanced Custom Fields: Repeater Field
    Advanced Custom Search PRO
    Autoptimize
    Contact Form 7
    Duplicate Post
    If Menu – Visibility Control for menu items
    Jetpack by WordPress.com
    Peter’s Login Redirect
    Reading Time WP
    Smush
    Stripe Payments
    User Role Editor
    YIKES Simple Taxonomy Ordering

12.0 Mailing lists

As part of the registration process for our e-newsletter or FREE webinars, we collect personal information that you have freely given us (usually limited to your name and email address). We use this information to send newsletters to inform you about things relating to Volta Compass and the company interests (marketing, communication and bid support); to contact you if we need to obtain or provide additional information; to check our records are correct and to check every now and then that you are happy and satisfied with our engagement. We will not sell or share email lists with anyone.

We use a third-party processor, MailChimp, to deliver newsletters and collect contact information via downloads or other sign-ups on the website. We gather statistics around email opening and clicks using industry standard technologies to help monitor and improve our services and communication. For more information, please see MailChimp’s privacy notice https://mailchimp.com/legal/privacy/. You can unsubscribe to these mailings at any time by clicking the unsubscribe link at the bottom of any of our emails or by emailing us directly at info@voltacompass.com.

13.0 Change of purpose

We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

14.0 Sharing your personal data

We do not, and will not, give or sell any of your personal data to any third party – including your name and contact details. We are committed to protecting your privacy and maintaining your trust.

We do, however, share your personal data with the following categories of companies as an essential part of being able to provide our services to you, as set out in this notice:

The Companies that do things to get outputs of our service to you such as reports and collateral such as delivery companies.

Professional service providers, such as IT and system administration providers, webinar providers, conference organisers who help us run our business

Credit reference agencies, law enforcement and fraud prevention agencies, so we can help tackle fraud

Professional advisers acting as processors or joint controllers including lawyers, bankers, auditors and insurers based who provide consultancy, banking, legal, insurance and accounting services.

HM Revenue & Customs, regulators and other authorities acting as processors or joint controllers based in the United Kingdom who require reporting of processing activities in certain circumstances.

Companies approved by you, such as social media sites (if you choose to engage with us via your accounts with them)

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

15.0 Sending your personal data outside the EU

Google Analytics and MailChimp are third-party processors outside the European Economic Area (EEA) –we believe there are appropriate safeguards in place (‘Privacy Shield’) to make sure your personal data receives the same protection as when it is being processed inside the EEA.

16.0 Keeping your personal data secure

We are committed to keeping your personal data secure and have  in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. We will always limit access to your personal data to those contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

We will notify you and any applicable regulator of a breach, or a suspected personal data breach, where we are legally required to do so.

17.0 How long will we keep your personal data for

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements. General we will keep

In some circumstances, you can ask us to delete your data.

In some circumstances, we may anonymise your personal data (so that it can no longer be associated with you) for research, statistical or reference purposes in which case we may use this information indefinitely without further notice to you.

18.0 Your legal rights

There lots of legal rights relating you have to your personal data, including the right to object to processing of your personal data or to withdraw consent. We’ve made it really easy for you to stop direct marketing messages – you can always do this by emailing info@voltacompass.com, by clicking on an unsubscribe link in any of our emails or getting in touch via phone or post. We will respond as quickly as possible.

19.0 Vendors we use

Below is a list of current vendors that we use. This will be updated as and when required. A link is provided to their privacy notice or privacy information. If you require further information please get in touch.

Stripe for our online payments and electronic invoicing https://stripe.com/gb/privacy and

https://stripe.com/guides/general-data-protection-regulation

Mailchimp for our marketing mailing list https://mailchimp.com/legal/privacy/

YouTube to host our videos https://support.google.com/youtube/answer/2801895?hl=en-GB

Rotary Creative Group for our website https://www.rotarycreativegroup.co.uk/privacy-policy/

FastHosts host our email and website domain https://www.fasthosts.co.uk/terms/privacy-notice

Zoom for our webinar and meeting hosting https://zoom.us/privacy

Vodafone for our company phones https://www.vodafone.co.uk/privacy

Calendly for our online self-booking function https://calendly.com/pages/privacy

Microsoft Outlook for our emails https://privacy.microsoft.com/en-GB/privacystatement

Google Analytics for our online analytics https://policies.google.com/privacy?hl=en-GB&gl=uk

WordPress for hosting our website https://en-gb.wordpress.org/about/privacy/

TK Cloud Storage for our cloud back-up https://www.tkhcloudstorage.com/privacy-policy

20.0 Use of testimonials

In accordance with the Advertising Standard Agency guidelines concerning the use of endorsements and testimonials in advertising, please be aware of the following:

Testimonials that appear on this site are actually received via written or audio submission. They are individual experiences, reflecting real life experiences of those who have used our products and/or services in some way. They are individual results and results do vary. We do not claim that they are typical results and are not necessarily representative of all of those who will use our products and/or services.

The testimonials displayed in any form on this site (text or video or other) are reproduced verbatim, except for correction of grammatical or typing errors. Some may have been shortened. In other words, not the whole message received by the testimonial writer is displayed when it seems too lengthy or not the whole statement seems relevant for the purposes for which it is being used.

Volta Compass is not responsible for any of the opinions or comments posted on or about https://www.voltacompass.com or any associated social media channels (we currently use Facebook, Twitter and LinkedIn) These are not forums for testimonials, however they are a means for clients to share their experiences. To protect against abuse, all testimonials appear on www.voltacompass.com after they have been reviewed by management of Volta Compass Limited. Volta Compass do not share the opinions, views or commentary of any testimonials on https://www.voltacompass.com or any of the associated authentic social media channels. Opinions are strictly the views of the testimonial source.

The testimonials are never intended to make absolute claims about our products and/or services when used.

21.0 Other useful links

The Information Commissioner’s Office has lot’s of useful guidance

https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/

Advertising Standards Agency

https://www.asa.org.uk/about-asa-and-cap.html