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Privacy Policy

Updated February 2022

This privacy policy tells our customers/sole traders and some partnerships (“customers”) and business-to-business clients (“clients”), collectively referred to as “you” and “your,” how Viakeys Ltd (“we” or “us”), registered at 47-49 Park Royal Road, London NW10 7LQ, United Kingdom, company registration number 06882871, also trading under the following name(s):

  • ViaScreens

process your personal data (“data”) provided by you, via our websites:

Processing your data for transactions, analytics, cookies, newsletter subscriptions, and other business operations falls within this policy.

As a data controller, we are committed to ensuring your data is kept safe and your privacy is maintained throughout your data’s lifecycle with us. To demonstrate this, we are required by laws such as the General Data Protection Regulation 2016 and the Data Protection Act 2018 (“Data Protection Laws”) to let you know:

If you would like to contact us for more information on how we process your personal data and your rights, you can contact us either by email (click here) or you can write to us at; Data Protection, Viakeys Ltd, 47-49 Park Royal Road, London NW10 7LQ, United Kingdom.

1. What data we may collect from you

We may collect the following data from you either via our website, by telephone or by email:

Clients

  • Staff name
  • Staff email
  • Telephone number and/or mobile number
  • Job position

Customers

  • Name
  • Address
  • Telephone number and/or mobile number
  • Email address
  • Card payment details and other transaction data
  • IP address
  • Order history

We do not knowingly collect information from any person who is under the age of 13 years old, and this website is not intended to be used by anyone under that age.

2. Why we collect your data

We will collect your data for a specific purpose, and we will make sure we have a lawful reason to process your data, as required by Data Protection Laws. This basis can either be:

  • Upon having obtained your consent
  • If we have a contractual obligation to process your data. This includes processing your data to enter into a contract
  • If we are legally obligated to process your data
  • If it is to protect your vital interest
  • If it is in the interest of the public or we have an official authority to process your data; or
  • We have a legitimate interest.

Where we will have a legitimate interest, we will determine this by carrying out a legitimate interest assessment. We will assess areas including:

  • Whether there is a purpose behind the processing
  • How direct to the purpose the processing is
  • Whether it will fulfil the objectives
  • Whether the processing is necessary and whether there is an alternative way to achieve the purpose or objective; and
  • Whether the interest overrides your rights and freedoms

The purposes for processing your data include:

Clients

Purpose for processing
 Legal Basis for Processing
To respond to your enquiries.

We have a legitimate interest to process your data in order to satisfy your query.
To process your orders/refunds and/or other business transactions. We have a contractual obligation to process your data. If we are unable to do so, we will not be able to enter into a contract with you and provide our services to you.
To let you know of products and services that may be of interest to you. There is a legitimate interest to inform you of this as a business-to-business relationship.

Customers

Purpose for processing
 Legal Basis for Processing
To respond to your enquiries.

We have a legitimate interest to process your data in order to satisfy your query.
To process your orders and other business transactions. We have a contractual obligation to process your data. If we are unable to do so, we will not be able to enter into a contract with you and provide our services to you.
We track your visits to our website, including, but not limited to, traffic data, weblogs and other communication data, for your online purchases and/or statistical purposes to improve the services we provide to you. We have a legitimate interest to process your data so we can provide you with a more tailored and efficient service.
Where the law requires us to do so, for example, with the tax authorities. We are legally obligated to share your data with governmental and regulatory bodies. If we do not provide your data we will not be complying with the law.
To provide you with the latest news about us as well as offers, coupons and giveaways we are doing. You have consented to this by subscribing to our newsletter on https://www.viascreens.com/

We will only use your data for the purpose it was collected for. If we need to change or have another purpose for processing your data, we will inform you via a privacy notice or email before the further processing takes place.

3. Where we receive your data from third parties

There are instances where we may receive your data from third parties. These third parties are as follows:

Third Party Source
 Purpose for Processing Categories of personal data concerned Retention Period

Data Suppliers

This is where we may buy company data in order to let organisations know more about us and what we do.

Name of staff contacts.

We will keep names of staff contacts within our BMS until the end of our business relationship or we are made aware that they no longer work within your company.

Credit Reference Agencies

We receive data to check a company’s financial standing and data relating to the company. This is used for the interest of the business.

Name, sole trader and some partnership data such as address, date of birth, email and financial credit data.

We will keep names of contacts within our BMS until the end of our business relationship.

Exhibitions

This is where you may attend an event/conference or exhibition and you provide to the event organisers data about you. You will have given them your permission for them to share this data with us. We will use this to let you know about us and the products we offer.

Data that we will receive that is personal to you is your name, email, job title and a sole trader’s personal address.

We will store this data in our BMS to manage our contact with you. We will delete this data at the end of your relationship with us or when you request for us to do so.

4. When and how we will share it with third parties

In order to carry out business operations and provide you with goods and services, we will share your personal data with the following:

Third Party Recipient
 Purpose for Processing Categories of personal data concerned Retention Period
Website Host

When you enter any of your data into our website it will feed and be stored into the backend of our site or feed to our BMS through an Application Programming Interface (API). This is where we pick up your order requests and enquiries in order to process them.

Here we collect your name, address, telephone number, email address and purchase history.

We will delete this data at the end of our relationship with you or when you request for us to do so. Where consent has been obtained to process your data, this data will be deleted once you withdraw your consent. If you have made a purchase with us we may, however, keep your data until the end of our business relationship with you.
BMS This is our main database that we use to operate our business. We will use it to manage our services to you as well as retrieve your order history to deal with your requests and enquiries. We will store and process your name, address, telephone number, email address and transaction history. We will delete this data at the end of our relationship with you or when you request for us to do so. Where consent has been obtained to process your data, this data will be deleted once you withdraw your consent. If you have made a purchase with us we may, however, keep your data until the end of our business relationship.
Payment portals When you proceed to payment on our website or a refund is issued, your card/payment details will be used to fulfil the transaction. Here your financial data, name and billing address will be collected and processed for payment collection. Your financial data is not seen or stored by us.
Google Analytics Google uses performance cookies to provide us with the information we need to better services for you on our website. Persistent session cookies are used here such as ‘_ga’ Google will collect data like online identifiers, including cookie identifiers, internet protocol addresses and device identifiers. For more information on how Google process your data please visit: https://www.google.com/policies/privacy/#infocollect and https://privacy.google.com/businesses/adsservices/ We will only see demographic data which we use to monitor our performance. This data, in isolation, will not identify you. We do not retain any of your data. Google may store data collected by cookies for a time ranging from 10 minutes to 2 years. For more information please see: https://developers.google.com/analytics/devguides/collection/analyticsjs/cookie-usage?hl=en-GB
Website Cookies

By using our site you consent to the processing of your data via cookies. To find out more about our use of cookies and your data, please refer to our Cookies Policy.

Persistent cookies make your experience on our site efficient.

Session cookies provide you with an efficient service and to help us improve the services we provide to you.

Third party cookies provide tailored services to you to help with your shopping experience.

 Cookies used include: Persistent cookies such as _ga, _gat and _gid. This will register your preferences. Session cookies such as frontend, frontend_cid, traffic_src and utmz store information about your visits to the site and contents within your shopping basket. Third party cookies such as DSID and IDEare used to help Google customise ads to you. More information can be found on our Cookies Policy. Please refer to the “Cookies in Use Section” on your browser whilst on our website to find out specifically when each cookie will expire. You can also delete or block these cookies.
Helpdesk Provider

Emails received from customers are aggregated within this software. We will use this software to respond to enquiries made by customers.

 Name, email address, any data you provide in the free text box. This data is kept to monitor trends to help us put processes in place to better our services. Once we do not need this data, we will delete it. We will determine this by assessing the time of the email against trends and your rights and freedoms.
Logistic companies

We will share your data with courier companies to arrange for the delivery of goods you order from us.

 Name, delivery address, telephone number and email address. We will hold this information within our BMS as part of your transacting history. This will be deleted at the end of relationship with you.
Financial institutions

We may need to share your information with relevant banks where we are requested to do so or to raise funds against an invoice issued. This will be because we are contractually or legally obliged to do so.

 Name, address We will hold this information within our BMS as part of your transacting history. This will be deleted at the end of relationship with you.

5. When we will share your data outside of the UK and EEA, and safeguards we have in place to protect it

Your data is processed within the UK. We ensure that our third parties provide adequate level of protection of your data before, during and after we share your data with them. Such measures include encryption and ensuring standard contractual clauses are in place.

6. Security

As a way of protecting your data, we will always make sure that adequate technical and organisational measures are in place. Measures in place include keeping your data secure whilst using our website. Our payment gateway provider also encrypts your financial data, preventing it from being seen by unauthorised users. You should also be careful when using the internet as we cannot accept liability for breaches that occur beyond our sphere of control.

7. How long we will hold your data for before securely deleting it

We will retain your data for:

  • The length of time required by law; and/or
  • Where our contractual relationships with our third parties stipulate the length we should keep it; and/or
  • Business purposes as per the purpose it was collected for.

We also consider the potential risk of harm from unauthorised use or disclosure of your data when determining the retention period.

We may retain your data for a longer period in the event of a legal claim or a general complaint.

Retention periods for our forms of processing are as set out above.

8. Your rights

You have a right to make the following requests to us:

  • Right of access – This is also known as a data subject access request. You have the right to know whether we process your data and to request a copy of the information that we hold about you.
  • Right to rectification – you have a right to correct data that we hold about you that is inaccurate or incomplete.
  • Right to be forgotten – in certain circumstances, you can ask for the data we hold about you to be erased from our records.
  • Right to restriction of processing – where certain conditions apply to have a right to restrict the processing.
  • Right of portability – you have the right to have the data we hold about you transferred to another organisation.
  • Right to object – you have the right to object to certain types of processing such as direct marketing.
  • Right to object to automated processing, including profiling – you also have the right not to be subject to the legal effects of automated processing or profiling. Please bear in mind that we do not carry out any automated processing.

We will provide the requested information to you within one calendar month. If we are unable to do so within this time, we will let you know. You will not be charged for this service. When exercising your right of access, we will require a form of identification (ID) from you in order to verify who you are, as required by law. In this instance, we will require ID that proves your name and address.

Where consent was obtained to process your data, you have the right to withdraw your consent and we will no longer be able to process your data thereafter. To withdraw your consent, you can click unsubscribe on emails we send at any time.

If you have any concerns, issues or problems, please let us know by contacting us. Alternatively, you have the right to complain to the ICO. The ICO can currently be contacted via:

  • Telephone: +44 303 123 1113
  • Post: Information Commissioner’s Office(ICO) Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

10. Changes to Our Privacy Policy

Any changes we may make to our privacy policy will be posted on this page and, where appropriate, we will notify you by email.