Privacy Notice
This Privacy Notice shall apply to you if you are a user of our website or web applications or if you are one of our customers or suppliers. This Privacy Notice sets our obligations, how and why we use your personal data, and informs you, the data subjects about your rights. If you are not happy with us processing your personal data on this basis please do not provide us with your personal data.
Vicinity Trading Limited ("we", "us", "our") is a limited company registered in England and Wales under company number 10764984, whose registered address is Suites Commer House, Station Road, Tadcaster, LS24 9JF. We understand that your privacy is important to you and that you care about how your personal data is used and shared online. We respect and value the privacy of everyone who supplies personal data to us, whether that be if you are a customer or supplier, or if you are a visitor to our website and user of our web applications hosted at the domain, getvicinity.com (“Our Site”). We will only collect and use your personal data in ways that are described within this Privacy Notice, and in a manner that is consistent with our obligations and your rights under the law.
Please read this Privacy Notice carefully and ensure that you understand and agree to the terms within it. Users of our website are deemed to have accepted the terms of this notice if you continue to use our website after reading this notice.
1. Definitions and Interpretation
In this Privacy Notice, the following terms shall have the following meanings:
“Account” means an account required to access and/or use certain areas and features of Our Site;
“Cookie” means a small text file placed on your computer or device by Our Site when you visit certain parts of Our Site and/or when you use certain features of Our Site. Details of the Cookies used by Our Site are set out in section 14, below, and our Cookie Policy;
"Data Protection Legislation" means all applicable data protection and privacy legislation in force from time to time in the UK including without limitation the UK GDPR; the Data Protection Act 2018 (and regulations made thereunder) (DPA 2018); the Privacy and Electronic Communications Regulations 2003 (SI 2003/2426) as amended;
“personal data” means any and all data that relates to an identifiable person who can be directly or indirectly identified from that data. In this case, it means personal data that you give to us via Our Site. This definition shall, where applicable, incorporate the definitions provided in the UK GDPR; and
"UK GDPR" has the meaning given to it in section 3(10) (as supplemented by section 205(4)) of the DPA 2018.
2. Information About Us
2.1 Our Site is owned and operated by us.
2.2 Our VAT number is GB274009807.
2.3 Our Data Protection Manager can be contacted by email at data-protection@getvicinity.com or by post at Commer House, Station Road, Tadcaster, LS24 9JF.
3. What Does This Notice Cover?
This Privacy Notice applies to you as one of our customers or suppliers or if you use Our Site or one of our web applications.
Our Site may contain links to other websites. Please note that We have no control over how your data is collected, stored, or used by other websites and We advise you to check the privacy policies of any such websites before providing any data to them.
4. Your Rights
4.1 As a data subject, you have the following rights under the UK GDPR, which this Privacy Notice and our use of personal data have been designed to uphold:
4.1.1 the right to be informed about our collection and use of personal data;
4.1.2 the right of access to the personal data we hold about you (see section 13);
4.1.3 the right to rectification if any personal data we hold about you is inaccurate or incomplete (please contact us using the details in section 15);
4.1.4 the right to be forgotten – i.e. the right to ask us to delete any personal data we hold about you (we only hold your personal data for a limited time, as explained in section 6 but if you would like us to delete it sooner, please contact us using the details in section 15);
4.1.5 the right to restrict (i.e. prevent) the processing of your personal data;
4.1.6 the right to data portability (obtaining a copy of your personal data to re-use with another service or organisation);
4.1.7 the right to object to us using your personal data for particular purposes; and
4.1.8 rights with respect to automated decision making and profiling.
4.2 If you have any cause for complaint about our use of your personal data, please contact us using the details provided in section 15 and we will do our best to solve the problem for you. If we are unable to help, you also have the right to lodge a complaint with the UK’s supervisory authority, the Information Commissioner’s Office.
4.3 For further information about your rights, please contact the Information Commissioner’s Office or your local Citizens Advice Bureau.
5. What Data Do We Collect?
Depending upon whether you are a user of Our Site or if you are one of our customers or suppliers, We may collect some or all of the following personal data (please also see section 14 on our use of Cookies and similar technologies and our Cookie Policy):
Name;
Job title;
Email address;
Telephone number;
Demographic information such as post code, preferences, and interests;
IP address;
Web browser type and version;
Operating system;
Device make and model;
Referral and exit URLs; and
Site usage data.
6. How Do We Use Your Data?
6.1 All personal data is processed and stored securely, for no longer than is necessary in light of the reason(s) for which it was first collected. We will comply with our obligations and safeguard your rights under the UK GDPR at all times. For more details on security see sections 7 and 8, below.
6.2 Our use of your personal data will always have a lawful basis, either because:
6.2.1 it is necessary for our performance of a contract with you;
6.2.2you have consented to our use of your personal data (e.g. by subscribing to emails);
6.2.3it is in our legitimate interests (and we have assessed that there is no risk to you further to such use); or
6.2.4we have a legal obligation to process your personal data.
6.3 Specifically, we may use your data for the following purposes:
6.3.1 providing and managing your Account;
6.3.2 providing and managing your access to Our Site;
6.3.3 personalising and tailoring your experience on Our Site;
6.3.4 supplying our products and services to you (please note that we require your personal data in order to enter into a contract with you);
6.3.5 personalising and tailoring our products and services for you;
6.3.6 replying to emails from you;
6.3.7 supplying you with emails that you have opted into (you may unsubscribe or opt-out at any time using the unsubscribe link provided);
6.3.8 market research; and
6.3.9 analysing your use of Our Site and gathering feedback to enable us to continually improve Our Site and your user experience.
6.4 With your permission and/or where permitted by law, we may also use your data for marketing purposes which may include contacting you by email or telephone or text message or post with information, news and offers on our products and services. We will not, however, send you any unsolicited marketing or spam and will take all reasonable steps to ensure that if we contact you for marketing purposes, we will ensure such contact fully protect your rights and complies with our obligations under Data Protection Legislation.
6.5 Third parties (including Google, Intercom and Vimeo) whose content appears on Our Site may use third party Cookies, as detailed below in section 14. Please refer to section 14 for more information on controlling Cookies. Please note that we do not control the activities of such third parties, nor the data they collect and use and advise you to check the privacy policies of any such third parties.
6.5 You have the right to withdraw your consent to us using your personal data at any time, and to request that we delete it.
6.6 We do not keep your personal data for any longer than is necessary in light of the reason(s) for which it was first collected. Please refer to our Data Retention Policy for details of how long we will store your personal data.
7. How and Where Do We Store Your Data?
7.1 We only keep your personal data for as long as we need to in order to use it as described above in section 6, and/or for as long as we have your permission to keep it.
7.2 Your data will be stored within the United Kingdom, with the following exceptions:
7.2.1 your name; email address; IP address; web browser type and version; operating system; device make and model; referral and exit URLs; and, website usage data, may be transferred to Intercom, a third-party provider of our support software, in order to provide you with customer service and technical support. Intercom is based in the USA and its Privacy Notice can be found at https://www.intercom.com/legal/privacy; and
7.2.2 your name and email address will be transferred to MailChimp, a third-party provider of our automated email marketing solution, for the purposes of sending you email communications. MailChimp is based in the USA and its Privacy Notice can be found at https://mailchimp.com/legal/privacy/.
7.3 Where we are sending your personal data to third countries as set out in section 7.2, we have assessed the nature of this personal data and local laws and consider such transfers not to be a risk to you. We will take all reasonable steps to ensure that your personal data is treated as safely and securely as it would be within the UK and under the UK GDPR.
8. How do we ensure that your data is secure?
8.1 Data security is very important to us, and to protect your data we have taken suitable measures to safeguard and secure data collected through Our Site.
8.2 We shall ensure that the following measures are taken with respect to the storage of personal data:
8.2.1 all electronic copies of personal data is stored securely and transferred using SSL data encryption;
8.2.2 all hardcopies of personal data, along with any electronic copies stored on physical, removable media are stored securely in a locked box, drawer, cabinet, or similar;
8.2.3 all personal data stored electronically is backed up daily with backups stored offsite.
8.3 Personal data shall only be transferred to devices belonging to agents, contractors, or other parties working on our behalf where the party in question has agreed to comply fully with the terms in accordance with those set out within this Privacy Notice and of the UK GDPR (which includes such other party demonstrating to us that all suitable technical and organisational measures have been taken).
8.4 When any personal data is to be erased or otherwise disposed of by us for any reason (including where copies have been made and are no longer needed), it shall be securely deleted and disposed of. For further information on the deletion and disposal of personal data, please refer to our Data Retention Policy.
8.5 We shall ensure that the following measures are taken with respect to IT and information security:
8.5.1 all passwords used to protect personal data shall be changed regularly and should not use words or phrases that can be easily guessed or otherwise compromised;
8.5.2 all passwords shall not be written down or shared between any employees, agents, contractors, or other parties working on our behalf, irrespective of seniority or department. IT staff do not have access to passwords; and
8.5.3 all software (including, but not limited to, applications and operating systems) shall be kept up-to-date. Our IT staff shall install be all security-related updates as soon as reasonably and practically possible, unless there are valid technical reasons not to do so.
8.4 We shall ensure that the following measures are taken with respect to the collection, holding, and processing of personal data:
8.4.1 all employees, agents, contractors, or other parties working on our behalf shall be made fully aware of both their individual responsibilities and our responsibilities under the UK GDPR and under this Privacy Notice, and shall be provided with a copy of this Privacy Notice;
8.4.2 only employees, agents, sub-contractors, or other parties working on our behalf that need access to, and use of, personal data in order to carry out their assigned duties correctly shall have access to personal data held by us;
8.4.3 all employees, agents, contractors, or other parties working on our behalf handling personal data will be appropriately trained to do so;
8.4.4 all employees, agents, contractors, or other parties working on our behalf handling personal data will be appropriately supervised;
8.4.5 all employees, agents, contractors, or other parties working on our behalf handling personal data shall be required and encouraged to exercise care, caution, and discretion when discussing work-related matters that relate to personal data, whether in the workplace or otherwise;
8.4.6 our methods of collecting, holding, and processing personal data shall be regularly evaluated and reviewed by us;
8.4.7 all personal data held by us shall be reviewed periodically, as set out in our Data Retention Policy;
8.4.8 the performance of those employees, agents, contractors, or other parties working on our behalf handling personal data shall be regularly evaluated and reviewed; and
8.4.9 all employees, agents, contractors, or other parties working on our behalf handling personal data will be bound to do so in accordance with the principles of the UK GDPR and this Privacy Notice.
9. Do We Share Your Data?
9.1 We may share your data with other companies in our group for account management and reporting purposes. This includes our holding company and its subsidiaries.
9.2 We may sometimes contract with third parties to supply products and services to you on our behalf. These may include authentication, customer and technical support and marketing. In some cases, the third parties may require access to some or all of your data. Where any of your data is required for such a purpose, we will take all reasonable steps to ensure that your data will be handled safely, securely, and in accordance with your rights, our obligations, and the obligations of the third party under the law.
9.3 We may compile statistics about the use of Our Site including data on traffic, usage patterns, user numbers, sales, and other information. All such data will be anonymised and will not include any personally identifying data, or any anonymised data that can be combined with other data and used to identify you.
9.4 In certain circumstances, we may be legally required to share certain data held by us, which may include your personal data, for example, where we are involved in legal proceedings, where we are complying with legal requirements, a court order, or a governmental authority.
10. What Happens If Our Business Changes Hands?
10.1 We may, from time to time, expand or reduce our business and this may involve the sale and/or the transfer of control of all or part of our business. Any personal data that you have provided will, where it is relevant to any part of our business that is being transferred, be transferred along with that part and the new owner or newly controlling party will, under the terms of this Privacy Notice, be permitted to use that data only for the same purposes for which it was originally collected by us.
10.2 In the event that any of your data is to be transferred in such a manner, you will not be contacted in advance and informed of the changes.
11. How Can You Control Your Data?
11.1 When you submit personal data via Our Site, you may be given options to restrict our use of your data. In particular, we aim to give you strong controls on our use of your data for direct marketing purposes including the ability to opt-out of receiving emails from us which you may do by unsubscribing using the links provided in our emails and at the point of providing your details.
11.2 You may also wish to sign up to one or more of the preference services operating in the UK: The Telephone Preference Service (“the TPS”), the Corporate Telephone Preference Service (“the CTPS”), and the Mailing Preference Service (“the MPS”). These may help to prevent you receiving unsolicited marketing. Please note, however, that these services will not prevent you from receiving marketing communications that you have consented to receiving.
12. Your Right to Withhold Information
12.1 You may access certain areas of Our Site without providing any data at all. However, to use all features and functions available on Our Site you may be required to submit or allow for the collection of certain data.
12.2 You may restrict Our use of Cookies. For more information, see section 14 and our Cookie Policy.
13. How Can You Access Your Data?
13.1 If you want to know what personal data we have about you, you can ask us for details of that personal data and for a copy of it (where any such personal data is held). This is known as a “subject access request”.
13.2 All subject access requests should be made in writing and sent to the email or postal addresses shown in section 15. To make this as easy as possible for you, you may request a template subject access request form from us. You do not have to use this form, but it is the easiest way to tell us everything we need to know to respond to your request as quickly as possible.
13.3 There is not normally any charge for a subject access request. If your request is ‘manifestly unfounded or excessive’ (for example, if you make repetitive requests) a fee may be charged to cover our administrative costs in responding.
13.4 We will respond to your subject access request within one month of receiving it. Normally, we aim to provide a complete response, including a copy of your personal data within that time. In some cases, however, particularly if your request is more complex, more time may be required up to a maximum of three months from the date we receive your request. You will be kept fully informed of our progress.
14. Our Use of Cookies
14.1 Our Site may place and access certain first party Cookies on your computer or device. First party Cookies are those placed directly by us and are used only by us. We use Cookies to facilitate and improve your experience of Our Site and to provide and improve our products.
14.2 By using Our Site you may also receive certain third party Cookies on your computer or device. Third party Cookies are those placed by websites, services, and/or parties other than Us. Third party Cookies are used on Our Site for security, content delivery and providing users with support.
14.3 In addition, Our Site uses analytics services provided by Google, who also use Cookies. Website analytics refers to a set of tools used to collect and analyse usage statistics, enabling us to better understand how people use Our Site. For more details, please refer to our Cookie Policy.
15. Contacting Us
If you have any questions about Our Site or this Privacy Notice, please contact us by email at data-protection@getvicinity.com, or by post at Commer House, Station Road, Tadcaster, LS24 9JF. Please ensure that your query is clear, particularly if it is a request for information about the data we hold about you (as under section 13, above).
16. Changes to Our Privacy Notice
We may change this Privacy Notice from time to time (for example, if the law changes). Any changes will be immediately posted on Our Site and you will be deemed to have accepted the terms of the Privacy Notice on your first use of Our Site following the alterations. We recommend that you check this page regularly to keep up-to-date.
This Policy was last updated in September 2023