VUEdocs Privacy Policy

CONTENTS

 

1. Overview

 

 

1.   Overview 

 

This Privacy Notice applies to all users of the VUEdocs platform and to all individuals to which the information contained within the VUEdocs platform relates to.  

 

For these purposes Vision Unique Equipment Ltd will act as a Data Processor and processes your data according to the instructions of the Data Controller; this is the organisation whose VUE platform you are using. If you are unsure who your data controller is, please contact VUE customer support. 

 

This Privacy Notice will explain what processing we carry out, how you can exercise your rights as a data subject, and how you can contact us. Users of other services provided by Vision Unique Equipment Ltd including individuals making Subject Access Requests (SAR) may have more personal data collected which can be viewed on our main Privacy Notice. 

 

 

2.    Who is responsible for your personal data 

 

Vision Unique Equipment Ltd and hereafter referred to as ‘VUE ’. We are a company registered in England and Wales (Registration Number: 03934325); Registered Office: 510 Metroplex, Broadway, Salford Quays, Manchester. M50 2UE. 

 

We act as on behalf of your Data Controller who control the ways and reasons your personal data is collected and also the purposes for which we collect, use and retain your data, we are therefore the “Data Processor” for the purposes of data protection laws including the European General Data Protection Regulation (GDPR) and Data Protection Act 2018. 

 

3.    What personal data do we collect about you 

 

Information we collect about you automatically: 

 

As a user of VUE ’s VUEdocs platform we will automatically collect some information about you: 

 

Type of Personal Data 

Personal Data Fields 

User Data 

 

VUEdocs Users 

All users who register and use the VUEdocs platform are required to provide a username and email address, VUE  also gather and use Activity logs on individuals using the application: 

 

Username / User ID, Email Address, Password (hashed format only), Activity Logs, Session and Framework Cookies, Session Tokens 

 

 

 

Information you give to us: 

 

You may as a user of the system or an individual whose data we process contact us (i.e. for customer support) to which we will typically receive the following information about you: 

 

Type of Personal Data 

Personal Data Fields 

Information Provided  

 

VUEdocs Users 

VUEdocs allows clients to create custom forms to which there is no restriction on the type of information this could include and may contain Personal Information, Personal-Sensitive Information and Special Category data relating to criminal offences; however, this would typically include:  

 

Driver Names, Information of third parties and/or policy holders (names, contact details, etc.), Information relating to current and/or historic claims and/or offences, etc. 

 

The information provided by the user for the Motor Insurers’ Bureau Green Card service is required to contain the following:  

 

Policy Details (Policy Number, Policy Holder Name, Policy Holder Address [Address Line 1, Address Line 2, Address Line 3, Post Town, County, Postcode]), Current Insurance Period (Policy Start Date, Policy End Date), Green Card Insurance Period (Green Card Start Date, Green Card End Date), Vehicle Details (Vehicle Registration, Vehicle Make/Model, Vehicle Category), Territorial Validity (List of EEA Countries insurance cover is required for), Document Recipient Name, Document Recipient Email Address. 

 

Information contained within Emails 

 

VUEdocs Users 

 

VUE  receive and store emails containing personal information which typically include the following Business Information*: 

 

Company Name, Company Address, Company Telephone,  

 

* The following business information which if the VUE customer (or a client of the VUE customer) is a sole trader or partnership i.e. a person ‘trading as’ a company or an individual the following ‘normally business’ information would become personal information). 

 

For each recipient / sender the following Personal Information: 

 

Name, Email, Telephone, Job Title, Content/Attachments of Email Messages 
 

Processing of highlighted data is only applicable for clients using the Motor Insurers’ Bureau Green Card service. 

 

 

 

Information we receive from or on behalf of the Data Controller and/or other parties: 

 

We process different types of personal data on behalf of our Data Controllers and/or other parties which includes: 

 

Type of Personal Data 

Personal Data Fields 

Optional Stored Information 

 

Used to pre-populate fields 

 

VUEdocs Users 

In some cases, some of the information listed in the ‘Information Provided’ section can be stored in VUEdocs to allow some commonly unchanged fields to be pre-populated, which can vary in each instance. 

 

For users of the Motor Insurers’ Bureau Green Card this may include: 

 

Policy Details (Policy Number, Policy Holder Name, Policy Holder Address [Address Line 1, Address Line 2, Address Line 3, Post Town, County, Postcode]), Current Insurance Period (Policy Start Date, Policy End Date), Green Card Insurance Period (Green Card Start Date, Green Card End Date). 

 

This information is periodically updated by the Insurer and/or the client to reflect changes made (i.e., annual change of policy number / cover period). 

 

Additional Stored Information 

 

VUEdocs Users 

Additional information may be stored and processed to allow the generation of completed documents and forms, this may include: 

 

Information contained within the document template, any other information required. 

 

For the Motor Insurers’ Bureau Green Card service VUE  Process this information and combine with other pre-stored data which includes: 

 

Information contained within the document template, Green Card County Code, Green Card Insurers Code, Green Card Number, Insurer Details (Insurer Name, Insurer Address, Insurer Telephone, Insurer Email, Insurer Website), Insurer Representative Details (Name, Job Title, Company Name, Signature), Additional Document Recipient Email Address. 

 

VUEdocs stores a copy of the completed forms / generated documents for access by users. 

 

Processing of highlighted data is only applicable for clients using the Motor Insurers’ Bureau Green Card service. 

 

 

4.     How and Why do we collect this personal data 

 

We collect and process this data in order to fulfil a contractual agreement between the Data Controller and ourselves (Vision Unique Equipment Limited). In order to fulfil this contract, we collect different types of information for different purposes which are listed below:  

 

Information we collect about you automatically: 

 

Type of Personal Data 

Nature and purpose(s) of processing 

User Data 

 

VUEdocs Users 

This information (identified above) is used by VUE  to identify users of the system (i.e. for customer support) and active licence users may be contacted periodically with important updates about VUE  such as new feature releases and training webinars we hold, however we do not send users marketing emails unless they have specifically OPTED-IN to receiving these. 

 

 

Information you give to us: 

 

Type of Personal Data 

Nature and purpose(s) of processing 

Information Provided  

 

VUEdocs Users 

This information is machine processed to populate forms with data for the purposes of completing and generating completing the forms and documents required.  VUE  does not use this information in any other way. VUE  employees cannot see any of this information and do not access your system unless access is specifically authorised and given by the VUE  client (i.e. to provide customer support) and the client can remove this access at any time if given. 

Information contained within Emails 

 

VUEdocs Users 

 

VUE  receive and store emails containing personal information within email signatures, email content and attachments to/from our customers and their clients who use the VUE  platforms. VUE  only use this information for the purposes of why we were contacted (i.e. customer support, or in relation to the services we provide you, etc.). 
 

 

 

Information we receive from or on behalf of the Data Controller and/or other parties: 

 

We collect and process this data from or on behalf or other parties, and/or in order to fulfil a contractual agreement between the Data Controller and ourselves (Vision Unique Equipment Limited). More information about the nature and purposes of the processing can be obtained by contacting the Data Controller. 

 

Type of Personal Data 

Nature and purpose(s) of processing 

Optional Stored Information 

 

Used to pre-populate fields 

 

VUEdocs Users 

This information is machine processed to pre-populate forms with data for the purposes of ease of use and time saving for the user. VUE  does not use this information in any other way. VUE  employees cannot see any of this information and do not access your system unless access is specifically authorised and given by the VUE  client (i.e. to provide customer support) and the client can remove this access at any time if given. 

Additional Stored Information 

 

VUEdocs Users 

This information is machine processed to populate forms with data for the purposes of completing and generating completing the forms and documents required.  VUE  does not use this information in any other way. VUE  employees cannot see any of this information and do not access your system unless access is specifically authorised and given by the VUE  client (i.e. to provide customer support) and the client can remove this access at any time if given. 

 

 

5.    Where do we process your personal data 

 

All data processed within the VUEdocs platform is hosted entirely within the EEA at all times in accordance with data protection laws. We processed your data in the following locations: 

 

  • Data Hosting Providers: where the VUEdocs platform is hosted and your information is stored and processed. This is stored in the United Kingdom. 

 

 

 

6.     How long do we keep your personal data 

 

We only hold your personal information for as long as we are required to do so. This varies for each type of personal data we hold:  

 

Information we collect about you automatically: 

 

Type of Personal Data 

Duration of processing 

User Data 

 

VUEdocs Users 

VUE will retain this data for the duration of the contract.  

 

 

 

Information you give to us: 

 

Type of Personal Data 

Duration of processing 

Information Provided  

 

VUEdocs Users 

VUE will retain this data for the duration of the contract.  

Information contained within Emails 

 

VUEdocs Users 

 

VUE will retain this data for a maximum period of 5 years.  

 

 

Information we receive from or on behalf of the Data Controller and/or other parties: 

 

We collect and process this data from or on behalf or other parties, and/or in order to fulfil a contractual agreement between the Data Controller and ourselves (Vision Unique Equipment Limited). More information about the nature and purposes of the processing can be obtained by contacting the Data Controller. 

 

Type of Personal Data 

Duration of processing 

Optional Stored Information 

 

Used to pre-populate fields 

 

VUEdocs Users 

VUE will retain this data for the duration of the contract. 

Additional Stored Information 

 

VUEdocs Users 

VUE will retain this data for the duration of the contract. 

 

 

 

7.     Sharing personal data to others 

 

We do not typically share your information with any other parties, however your personal data may be shared with other organisations where it is required to do so in accordance with the law and/or at the instruction of the data controller, and/or for the fulfilment of data subjects rights. 

 

However, the Data Controller may use and share your data with other organisations. This is the organisation who’s VUEdocs platform you are using. More information about the nature and purposes of the processing can be obtained by contacting the Data Controller. If you are unsure who your data controller is, please contact VUE customer support. 

 

Information we collect about you automatically: 

 

Type of Personal Data 

Who we share your data with 

User Data 

 

VUEdocs Users 

VUE  may share this information with the Data Controller where we are required to do so to comply with contractual and/or legal obligations such as the exercising of data subjects’ rights. 

 

VUE  does not typically share this information to other parties unless specifically instructed to do so by the Data Controller and/or where it is required to do so in accordance with the law.  

 

 

Information you give to us: 

 

Type of Personal Data 

Who we share your data with 

Information Provided  

 

VUEdocs Users 

VUE  may share this information with the Data Controller where we are required to do so to comply with contractual and/or legal obligations such as the exercising of data subjects’ rights. 

 

VUE  does not typically share this information to other parties unless specifically instructed to do so by the Data Controller and/or where it is required to do so in accordance with the law. 

Information contained within Emails 

 

VUEdocs Users 

 

VUE  may share this information with the Data Controller where we are required to do so to comply with contractual and/or legal obligations such as the exercising of data subjects’ rights. 

 

VUE  does not typically share this information to other parties unless specifically instructed to do so by the Data Controller and/or where it is required to do so in accordance with the law. 

 

 

Information we receive from or on behalf of the Data Controller and/or other parties: 

 

We collect and process this data from or on behalf or other parties, and/or in order to fulfil a contractual agreement between the Data Controller and ourselves (Vision Unique Equipment Limited). More information about the nature and purposes of the processing can be obtained by contacting the Data Controller. 

 

Type of Personal Data 

Who we share your data with 

Optional Stored Information 

 

Used to pre-populate fields 

 

VUEdocs Users 

VUE  may share this information with the Data Controller where we are required to do so to comply with contractual and/or legal obligations such as the exercising of data subjects’ rights. 

 

VUE  does not typically share this information to other parties unless specifically instructed to do so by the Data Controller and/or where it is required to do so in accordance with the law. 

Additional Stored Information 

 

VUEdocs Users 

VUE  may share this information with the Data Controller where we are required to do so to comply with contractual and/or legal obligations such as the exercising of data subjects’ rights. 

 

VUE  does not typically share this information to other parties unless specifically instructed to do so by the Data Controller and/or where it is required to do so in accordance with the law. 

 

 

8.     Protecting your personal data 

 

We are committed to protecting all personal data we process and take appropriate technical and organisational measures against the accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to your personal data, transmitted. 

 

We fully comply with our obligations as a “data controller” under all data protection laws including the European General Data Protection Regulation (GDPR) and Data Protection Act 2018. 

9.    Your data protection rights  

 

The European General Data Protection Regulation (GDPR) gives individuals “data subjects” specific rights that help you control your personal data. You can exercise any of your rights in relation to the data that VUE holds about you by contacting your Data Controller or by contacting the VUE Data Protection Officer. If you are unsure who your Data Controller is, please contact VUE customer support; our Data Protection Officer; details can be found in the Contact Information section of this policy. 

 

Where VUE act as a Data Processor in relation to the data we hold about you any requests relating to the exercising of individuals rights sent to VUE’s Data Protection Officer in relation to information the Data Controller is responsible for will be forwarded to the Data Controller to fulfil the request. 

 

  • Right to be informed: You have the right to be informed when your personal information is being collected and how it will be processed. We therefore ensure we make this Privacy Notice available on our website providing individuals with detailed information about how we process your personal data. 

 

  • Right to access: You have a right to request for copies of your or information relating to you. We allow you to submit a Subject Access Request (SAR) to obtain your personal information, this is done by submitting a Subject Access Request (SAR) to the Data Controller or by contacting the VUE Data Protection Officer. If you are unsure who your Data Controller is, please contact VUE customer support. 

 

  • Right to rectification: You have the right to request the information held is rectified if it is found to be inaccurate or incomplete. All requests of data rectification can be made by contacting the Data Controller or by contacting the VUE Data Protection Officer. If you are unsure who your Data Controller is, please contact VUE customer support. 

 

  • Right to erasure: You have the right to request we stop processing your data and for the information we hold to be erased in certain circumstances such as if your data is being unlawfully processed. All requests of data erasure can be made by contacting the Data Controller or by contacting the VUE Data Protection Officer. If you are unsure who your Data Controller is, please contact VUE customer support. 

 

  • Right to restriction: You have the right to request we stop or limit how we process your data but not delete your information in certain circumstances such as if your data is being unlawfully processed. All requests of data erasure can be made by contacting the Data Controller or by contacting the VUE Data Protection Officer. If you are unsure who your Data Controller is, please contact VUE customer support. 

 

  • Right to portability: You have the right to request your data is sent to you and/or another data controller in a common machine-readable format. If you require us to send your information to another data controller this can be done by submitting a Subject Access Request (SAR) to the Data Controller or by contacting the VUE Data Protection Officer. If you are unsure who your Data Controller is, please contact VUE customer support. 

 

  • Right to be objection: You have the right to object to the processing of your data until we can demonstrate compelling legitimate grounds for doing so. All objection requests can be made by contacting the Data Controller or by contacting the VUE Data Protection Officer. If you are unsure who your Data Controller is, please contact VUE customer support. 

 

  • Automation rights: You have the right to be informed of automated profiling or predictive measures and request human intervention and an explanation of automated decisions. There are no automated decision making or profiling in relation to the VUE platforms that do not have the Claims Dashboard feature. 

 

VUE platforms that do utilise the Claims Dashboard feature do have some automated profiling measures which are detailed in Section 3 of this policy under “Generated Dashboard Data” and “Generated Enhanced Dashboard Data”; further information regarding this can be obtained by contacting the Data Controller or by contacting the VUE Data Protection Officer. If you are unsure who your Data Controller is, please contact VUE customer support. 

 

 

10.    Updates to this policy 

 

This Privacy Notice is a dynamic tool and we will modify it when there is a change to the way we process your data. We therefore may update this notice to ensure the information we provide to you is up to date and in accordance with the relevant data protection laws. Any new version of this policy will be published on our website. 

 

 

 

11.    Contact information 

 

We will always try to resolve queries and respond appropriately to all requests and enquiries regarding the use of your information. You can contact us by post, telephone or email: 

 

VUE Data Protection Officer 

510 Metroplex,  

Broadway,  

Salford Quays,  

Manchester.  

M50 2UE. 

 

Telephone:      +44 161 877 2257 

Email:          privacy@vue-cctv.co.uk   

 

For EEA Individuals, please contact our EU Representative at:  

 

The DPO Centre Europe,  

Alexandra House,  

3 Ballsbridge Park,  

Dublin,  

D04C 7H2.  

Ireland.  

 

Telephone:     +353 1 631 9460.  

Email:         eurep@vue-cctv.co.uk  

 

To submit a Subject Access Request, in order to receive a copy of the information we hold you must also submit a Subject Access Request (SAR) form. 

 

12.    Making a complaint 

 

You have the right to make a complaint to the Information Commissioner’s Office if you have concerns about our practices, or you are not happy with our responses to your requests or you are concerned about how we are handling your information.  

 

The ICO can be contacted through this link:  https://ico.org.uk/concerns/