Privacy Policy
This privacy policy (“Policy”) details how Vivid Future Limited (“Vivid Future”) uses and protects any information you provide when using our website or engaging with our services. For the purposes of the Data Protection Act 1998 the data controller is Caroline Duncan, Director of Vivid Future Limited.
We regard your privacy as extremely important, as a future, existing or past client. Confidentiality is a key principle of the business.
We may revise these terms of use at any time by amending this document and the associated webpage. Please check the page from time to time to take notice of any changes we made, as they are binding on you.
Collecting personal data
In order to deliver our services and to carry out necessary business functions, we may collect certain personal data from you in a variety of ways, such as, through our website, via email, text, Linkedin, or verbally. These details may include (where applicable), names, contact details and basic employment details. Depending on the service we are delivering to you or your company, we may also ask for more detailed information about your employment such as the department or team you work in, your goals, the challenges and opportunities for you personally and for your organisation.
Personal data we obtain is collected in a few key ways:
– Data disclosed by the individual
– Data disclosed by an authorised third party (i.e. employer) on the individual’s behalf
– Data generated through user interaction with systems/services (for example completion of online profiling tools)
Where your data is provided to us by an authorised third party such as your employer (i.e. in the form of a programme delegate list), it is the third party’s responsibility to ensure they have the correct lawful basis in place to share this data with Vivid Future Ltd.
The purposes of processing personal data
You will always be told what we intend to do with any personal data we collect from you, however the principal reasons are to:
– Support the delivery of contracted services and products, or
– Achieve our marketing and sales strategies.
Specifically your data may be used for a number of purposes including, but not limited to: to provide all the elements of the coaching, training and consulting services we have been contracted to provide by yourself or your employer, to send to you added value content specific to our coaching, training and consulting work, contacting you in the event of a coaching session or workshop time change or cancellation, to assess the quality of our services, administrative activities, legal obligations of the business, customer surveys, customer relations communications and offering you services and products we believe may interest you.
When taking part in a coaching service or programme the information you provide will only be used for the stated purposes and/or those you have consented to.
We may collect information to better understand how visitors use our website and interact with our marketing content so we can offer timely and relevant information. When using our website your data may be used for the following to contact you in response to a specific enquiry, for example form completion.
Vivid Future Limited will only keep data for as long as is necessary to meet these purposes. We will never share, sell, or rent individual personal information to an external party, or unless ordered by a court of law. The personal data you provide to us is only available to relevant employees and contracted service providers.
If we intend to use your data for a new purpose outside of those detailed in this Policy, this policy will be updated to keep you informed of the same; should consent be required from affected individuals, then it will be sought. Vivid Future Limited will never supply your data to third parties for marketing purposes.
Keeping personal data secure
The data we collect about you is accessed only by the Director of Vivid Future for legitimate business purposes and providing services as part of a contract. Any personal data relating to the engagement is kept securely during the duration of the engagement and physically destroyed, shredded and deleted, one year after the end of the engagement.
If data is received via email, it is held within the email system. All Vivid Future laptops and backup facilities are encrypted and password protected and mobile devices are also password protected.
However, if we work with partners or contractors, they may have limited access to your personal data but only so much to do their job. For example, if a delegate has completed a personal profile assessment, and the profile is used in a workshop run with a partner or contractor.
Controlling your personal data
Any personal data we collect from you or we generate as a result of your interaction with our systems and services belongs to you. Under the data protection laws in the UK you therefore have the right to know if your data is being processed, why and for how long. This will include details of what categories of data we process (e.g. storing your name and contact details), whether your data has been disclosed to third parties and their identities, and how to raise a complaint with the Information Commissioner’s Office (ICO).
How long we hold data
Client personal data will be held for as long as the individual or their employer is in receipt of services from Vivid Future plus up to a maximum of 1 year. Where a client makes a specific request for their data to be deleted sooner and it does not conflict with any legal or compliance requirement to hold data for longer, we will honour the request.
Cookies
Cookies are used to identify you when you visit a particular site, analyse web traffic, and can help us facilitate a more personal web experience. Vivid Future uses cookies to identify the pages that are being used and help us tailor our website to our customer’s needs, thus allowing our website to respond to you as an individual.
Cookies do not provide us with access to your computer or any information about you, other than that which you choose to share with us. Cookies can also be controlled by the functions within your browser, so do consider changing as you see fit.
Links from our website
Our website may contain links to other websites. However, once you have used these links to leave our site, you should note that we do not have any control over the other websites and are not responsible for the privacy practices of such other websites.