Privacy & Accessibility

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  Our Privacy Policy 

1. Introduction

At Vitaldata Solutions Limited, we are fully committed to protecting our customers’ information and we take this responsibility very seriously. This Privacy Policy document provides full clarity and transparency about:

1.1. what personal data we collect and process about you through your use of our online platform and mobile application, or with respect to your relationship with us as a customer;

1.2. why we need to collect this information from you;

1.3. how and where we obtain information from you;

1.4. where and how we will store your information, and for how long we will keep it;

1.5. what we will do with that information;

1.6. what data we transfer and/or disclose, and to whom;

1.7. how we deal with you data protection rights, and how we comply with data protection rules.

2. Who the Data Controller is

“Vital Data Solutions Limited” (referred to herein as “we”, “us”, “our” or “Vital Data Solutions Limited”) in this Policy, refers to Vital Data Solutions Limited. Vital Data Solutions Limited is the “data controller” of all personal information that is collected and used about Vital Data Solutions Limited customers for the purposes of regulation (EU) 2016/6791, the European Union’s (‘EU’) new General Data Protection Regulation (‘GDPR’). Vital Data Solutions Limited is a company registered in England and Wales with company registration number 03785370.

3. What data we collect

According the European Commission, “personal data is any information relating to an individual, whether it relates to his or her private, professional or public life. It can be anything from a name, a photo, an email address, bank details, your posts on social networking websites, your medical information, or your computer’s IP address” – click here to read full press release

We will collect personal data about you through account opening forms, online or offline, as well as other communications between us and you, as a customer, whether directly or indirectly via one of our trusted third party partners. We may also collect data from you when you contact us directly yourself or when you participate in a questionnaire or survey.

Below is a list of specific data groups that we may collect about you:

3.1. Name, e-mail address, telephone number

Personal information is collected with your permission when a request is submitted online or via email to Vital Data Solutions Limited.

4. Why we collect your data

Your personal data is processed in Vital Data Solutions Limited, located in the UK. We guarantee to use the data collected online in a correct manner and to only process your personal data where we have a legal basis to do so. The legal basis will depend on the reasons we have collected and need to use your personal data for. We ask for extremely limited information, enough to respond to requests for information and / or general enquiries.

5. How we store your data

We follow strict security procedures in the storage and disclosure of your data, and appropriate measures and procedures are applied in order to maintain the level of personal data protection to prevent unauthorized access, accidental loss and damage. The data you provide to us is protected using SSL (Secure Socket Layer) technology. SSL is the industry standard method of encrypting information so that it can be securely transferred over the Internet.

6. How we share and transmit your data

The data you provided us may be transmitted to our related companies and/or trusted third parties for the purposes set out in this Privacy Policy. In such cases, we shall ensure that our partners and/or related companies take over the responsibility to protect personal data to an extent equal to that guaranteed in this Privacy Policy.

The data you provided us may also be transmitted to our related companies and/or partners when this is deemed necessary for the following purposes:

6.1. Responding to enquiries and requests for information

Your personal data shall not be disclosed to third parties without your express consent, except under legal obligation. More specifically, your personal data shall not be transmitted or provided to third parties outside the European Union without your express consent, except under legal obligation.

Your personal data (including your email) will never be shared with any third parties for marketing purposes.

7. How long we keep your data

We will only retain your data for as long as it is necessary to fulfil the purpose it is being collected and processed for. To determine the appropriate retention period, we take into consideration the nature and sensitivity of the personal data, as well as the purposes for which we will process it and whether we can achieve those purposes through other means.

We will also take into consideration legal obligations (such as AML-CFT) and customer service circumstances (such as handling queries, complaints and legal claims) that will require us to retain data for longer periods.

Any personal data held by us for marketing and service update notifications, as requested by you, will be kept by us until such time that you notify us that you no longer wish to receive this information.

When we no longer need your personal data, we will securely and irreversibly delete or destroy it. We will also consider if and how we can minimise over time the personal data that we use, and if we can anonymise your personal data so that it can no longer be associated with you or identify you, in which case we may use that information without further notice to you.

8. What are your rights?

You may, at any time, request us to confirm whether we hold any personal data about you, and if so, what information it is we are holding/processing and why we are doing so.

If you are a user of our platform www.vitaldatasolutions.com, you may log in to the platform to access your profile section, to:

8.1. view the data we hold about you, and the legitimate reason why we are holding it;

8.2. rectify your data, where you find it to be incorrect or incomplete;

8.3. request to have your data deleted – you may only request us to delete your data that we do not have good reason to continue to hold and process, or that we are not required to retain by law;

8.4. object to processing of your data where we are relying on a legitimate interest (or that of a third party) and there is something about your particular situation that makes you want to object to processing on this ground;

8.5. object to processing of your data where we are doing so for direct marketing purposes;

8.6. request restriction/suspension of processing of your data, for example when you want to establish its correctness and the reason for why we are processing it;

8.7. request your data to be ported to or from us – this entails us providing you your data in an electronically usable format for you to transfer to a third party;

8.8. withdraw consent where you have previously provided us with your explicit consent to the collection, processing and transfer of your data for a specific purpose – upon receipt of your withdrawal of consent we will stop processing your data for the purpose you originally provided consent to, unless otherwise requested of us by law.

In the event that you wish to complain about how we have handled your personal data, please contact us by email to Julia.millman@vitaldatasolutions.com. We will then look into your complaint and may request more specific information from you to help us confirm your identity and ensure your right access to information. This will empower us to work with you to resolve the matter.

If you still feel that your personal data has not been handled appropriately according to the law, you can contact Data Protection Commissioner and file a complaint with them.

9. Changes to this Privacy Policy 

This version of our Privacy Policy comes into force on 01 May 2021. We may occasionally make changes to this Privacy Policy, and will notify you by email or via a notice on our website or mobile application.

How accessible our documents are:

New documents we publish and documents you need to download or fill in to access one of the services we provide should be fully accessible.

However, we know that some of our older documents (published before 23 September 2018) are not accessible. For example, some of them:

· are just photocopies and are not marked up in a way that allows screen reader users to understand them

· are not tagged up properly - for example, they do not contain proper headings

· are not written in plain English

This mostly applies to our [describe the types of documents - for example, transparency documents] documents. These types of documents are exempt from the regulations, so we do not currently have any plans to make them accessible.

But if you need to access information in one of these document types, you can contact us and ask for an alternative format.