Privacy

At Vivari Limited, we’re committed to protecting and respecting your privacy.
We would like you to know that we will only use your personal information where necessary in order to provide our services.
This Policy explains why and how we collect your personal information, how we use it, how we protect it, who has acces to it and for what purpose and what rights you have in relation to our use of your personal information.

What personal information do we collect and why?

The information we collect will depend upon your interaction with us. We have grouped our interactions into the following categories:

We’re Vivari Limited, a private company limited by shares (no. 11403197). The registered address is 3rd Floor Buckingham House, Buckingham Street, Aylesbury, Buckinghamshire HP20 2LA Any questions regarding this Policy or our privacy practices should be sent to info@vivaricommunications.com
We’re Vivari Limited, a private company limited by shares (no. 11403197). The registered address is 3rd Floor Buckingham House, Buckingham Street, Aylesbury, Buckinghamshire HP20 2LA Any questions regarding this Policy or our privacy practices should be sent to info@vivaricommunications.com
The information we collect will depend upon your interaction with us. We have grouped our interactions into the following categories:
In relation to existing, potential or past commercial clients, we will hold the necessary information to enable us to maintain our contractual and legal obligations in relation to the delivery of the services commissioned from us. This is likely to include your business contact details (name, email address and telephone number) and your job title. For legal purposes only, we will hold this information for six years from the date the commercial relationship ceases.
In relation to existing, potential or past commercial clients, we will hold the necessary information to enable us to maintain our contractual and legal obligations in relation to the delivery of the services commissioned from us. This is likely to include your business contact details (name, email address and telephone number) and your job title. For legal purposes only, we will hold this information for six years from the date the commercial relationship ceases.

If you are an employee, we will collect the following personal information from you for remuneration, taxation, pension and benefits, training, and employee records purposes:

  • Name
  • Address
  • NI number
  • Identity documentation
  • Contact details
  • Bank details

We will hold this data for the duration of your employment and seven years thereafter, in order to meet our legal obligations.

If you have applied for a vacancy with us we will hold your personal information, in order to process your application. The information we hold is likely to include:

  • Name
  • Address
  • Contact details
  • CV/application form (or equivalent)

If you are unsuccessful in obtaining a role with us, unless you give us your specific consent to retain your personal information for future opportunities, we will not keep your personal information once the role has been filled, you can be assured that all the details we hold on you will be deleted at this stage. If you are successful in obtaining a role with us, your personal information will be treated in accordance with our section above titled ‘Employees’.

We consider this category to be any individual with whom we interact, in order to deliver services. This might include healthcare professionals, individuals receiving training services, or commercial client employees. We will only hold personal information to the extent this is necessary to deliver services on behalf of our commercial clients or evidence the same. This is likely to include:

  • Name
  • Contact details (email address or telephone number)
  • Job title
  • Employer
  • Place of work

If the organisation you represent is a supplier or other business providing services to us, we will hold your personal information for a legitimate business interest. It is likely that you either provided this information to us with a business card or we obtained it from publicly available sources. This information might include:

  • Name
  • Contact details (email address and telephone number)
  • Organisation you represent
We obtain the majority of the personal information we hold via direct interaction with you e.g. you may give us your name and contact details directly or by filling in forms or corresponding with us by phone or email. There are some circumstances where we obtain personal information from third parties (e.g. recruitment consultants or directly from our commercial clients). In these instances, we will ensure the third party has complied with all legal requirements in obtaining the personal data they provide to us.
We obtain the majority of the personal information we hold via direct interaction with you e.g. you may give us your name and contact details directly or by filling in forms or corresponding with us by phone or email. There are some circumstances where we obtain personal information from third parties (e.g. recruitment consultants or directly from our commercial clients). In these instances, we will ensure the third party has complied with all legal requirements in obtaining the personal data they provide to us.
We will only use your personal data when the law allows us to. We have set out in the table below, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.

To register you as a new customer The ongoing provision of services to you, tasks including: (a) Manage payments, fees and charges (b) Collect and recover money owed to us To manage our relationship with you which will include: Provision of service specific information to you; Notifying you about changes to our terms or privacy policy The ongoing employment relationship which will include: Paying you; Reporting to the regulator authorities; Liaising with our clients To commission services from you To provide services on behalf of our commercial clients

(a) Identity (b) Contact (c) Financial (d) Transaction Lawful basis for processing including basis of legitimate interest

(a) Performance of a contract with you (b) Necessary for our legitimate interests (to recover debts due to us) (a) Performance of a contract with you (b) Necessary to comply with a legal obligation (c) Necessary for our legitimate interests (to keep our records updated) (b) Necessary for our legitimate interests (to maintain relationships with our commercial clients and also ensure we fulfil our legal obligations as employer)

Necessary for our legitimate interests (delivery of services on behalf of our commercial clients)

We will only share your personal information to the extent necessary to allow us to provide our services for the purposes set out in the table above. We will never share your information with third parties for marketing purposes. What information we share and with whom will depend upon our interaction with you. We may pass your information to our third-party service providers, agents, subcontractors and other associated organisations for the purposes of completing tasks and providing services to you on our behalf (for example to provide invoice processing or payroll services). We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions. We may also transfer your personal information to a third party as part of a sale of some, or all of our business and assets or as part of any business restructuring or reorganisation, or if we’re under a duty to disclose or share your personal data in order to comply with any legal obligation. However, we will take all steps to ensure that your privacy rights continue to be protected.
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality. We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.
The accuracy of your information is important to us. If your personally identifiable information changes, please email info@vivaricommunications.com

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We aim to meet the highest standards when collecting and using personal data and take any complaints received very seriously. We encourage you to bring to our attention any unfair, misleading or inappropriate collection or use of your data.
Further details on any aspect of this policy and its implementation can be obtained by emailing info@vivaricommunications.com We keep this Policy under regular review. This Policy was last updated in July 2018, but historic versions can be obtained by contacting us. We may change this privacy policy from time to time by amending this page.
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