Privacy Policy & Cookies

What’s in this document?

This policy tells you:

• What information we might collect about you
• How we might use that information
• When we might use your details to contact you
• What information of yours we might share with others
• Your choices about the personal information you give us

Virtual Lease Services Ltd, are the Data Controller referenced in this notice. When we refer to “we”, “our” we are referring to VLS with a data protection registration number of Z7935411.

How do you protect my personal information?

We’re strongly committed to keeping your information safe. And to do this we design our services with your safety in mind. We also have dedicated teams to look after your information security and privacy. At the same time, no service can be completely secure – if you have any concerns that your personal information has been put at risk, please get in touch straight away via hello@vls.uk.com.

Where we store your information

Some companies that provide services to us run their services from outside the UK and the European Economic Area. We only let that happen if they have the same approach and security as we do. Keep in mind that when you give us personal information it could be being transferred, stored or processed in a location outside the UK and the EEA.

What types of personal information does VLS collect about me?

We’ll give you details about why we need your personal information and how we’ll use it before you begin, unless it’s obvious.

a. Information that you give us

We might ask for your name and contact details, depending on what you’re doing. If you apply to a vacancy, for example, we might ask you to share with us your Curriculum Vitae.

b. Device information

Devices are lots of things like:

• your computer
• your mobile
• your TV
• your tablet
• your voice-enabled device

We automatically collect some technical information from these devices and web browsers, this might include:

• the type of device you use,
• a unique device identifier (e.g., an IMEI number or Ip or MAC address),
• IP (internet protocol) address
• device ID
• app ID
• vendor ID
• advertising ID
• the type of operating system and browser
• time zone settings,
• other device-related information; date, time and duration of access including pages viewed

c. Information on your activities outside VLS when you talk about us

For example, if you’ve mentioned us in a Twitter (or any other social media platform) post, we’ll collect your Twitter handle.

d. Information on how you use our services

We use the information that you provide for such purposes as responding to your requests, improving our site and communicating with you.

e. We collect some information automatically

Things like your IP address, which browser and device you’re using, or your device ID. And we can tell what webpage directed you to VLS by looking at information from your browser. We collect some information to understand how you’re using our website to help improve our services.

How does VLS use my information?

IP address and device information

Your IP address and information about your device might be used to confirm your location.

How long will VLS keep my personal information?

When you give us any personal information we’ll let you know how long we’ll hold it for. And always stick to these principles:

• we only hold your information for as long as we do the activities we told you about or have a valid reason to keep it
• we think about what type of information it is, the amount collected, how sensitive it might be and any legal requirements
• we design our services so that we don’t hold your information any longer than we have to

How can VLS use my personal information?

We have to have a valid reason to use your personal information. It’s called the “lawful basis for processing”. Sometimes we might ask your permission to do things, like when you subscribe to an email. Other times, when you’d reasonably expect us to use your personal information, we don’t ask your permission, but only when:

• the law says it’s fine to use it, and
• it fits with the rights you have

Where we use your consent as the basis of processing your personal information, you have the right to withdraw this consent. To exercise this right, please contact us via the methods provided at the end of this notice.

We use your information for these types of things:

• to provide you with information about our services, for example to let you know about a new product we are releasing or if we would like to invite you to a webinar.
• to deal with your requests, complaints and enquiries
• to personalise services and give you things more tailored to your tastes. We use the information we collect to customise our services for you, including providing product recommendations, personalising content and sharing relevant news.

Will my personal information be used when VLS advertises with other companies?

We will not use or share your information without your consent.

When will VLS use my information to contact me?

We might use your information to contact you about different things, like:

• to update you on any changes to the VLS policies, practices and Terms of Use
• to check with you about any service or activity you’ve signed up for.
• to answer you when you’ve contacted us, or to respond to a comment or complaint
• to invite you to take part in surveys about VLS services, which are always voluntary
• for marketing purposes

We’ll only contact you when we need to or when you’ve given us permission.

When does VLS share my personal information with others?

We’ll never sell your personal information. We do share it with others in these ways:

a. When you make something public

When you post a comment which the public can see, for example a tweet.

b. When we use other companies to power our services

In order for us to give you quality experiences and to understand how you’re using our services we often use other companies to process your personal information on our behalf. For example, sending you emails about things we think might interest you, to ask you what you think about our services, or to analyse data on how people use our digital services so we can improve them. We make sure that your personal information is looked after as if we were handling it directly. We carefully select these companies, only share with them what they need to do the work and we make sure they keep your information secure.

c. Sometimes by law we have to pass on your information to other organisations

We might also share your information if we have to by law, or when we need to protect you or other people from harm.

What are my rights?

Remember, you’re in control of your personal information.

You have the right to:

• request a copy of your information
• to ask us to correct information that’s wrong, to delete it or to request that we only use it for certain purposes
• to change your mind, and ask us to stop using your information. For example, unsubscribing from any marketing emails.
• to delete your personal information. You may ask for your personal information to be removed from our systems. Unless there is a reason that the law allows us to use your personal information for longer, we will make reasonable efforts to comply with your request.

Right to lodge a complaint

You have the right to complain to the Information Commissioners Office (ICO) if you are concerned about the way we have processed your personal information. They can be contacted via:

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Tel: 01625 545 700

Bear in mind, sometimes we might not be able to help. Like if the law tells us we can’t.

For more information please visit: https://ico.org.uk/for-organisations/guide-to-data-protection/principle-6-rights/

How does VLS use cookies and similar tracking?

a. What are cookies and tracking technologies?

Cookies are small text files which are transferred to your computer or mobile when you visit a website or app.

b. Why do we use cookies and other tracking?

To do a few different things:

• to remember information about you, so you don’t have to give it to us again. And again. And again
• to keep you signed in, even on different devices
• to help us understand how people are using our services, so we can make them better
• to help us personalise VLS to you by remembering your preferences and settings.

c. What are the types of cookies?

Some cookies are always on when you visit us, and you can’t turn them off unless you change your browser settings. We use them to make sure our digital services work correctly and are meeting audience needs and interests.

We also use functional, performance and advertising cookies to make your experience more enjoyable. You can switch these on or off at any time and you can always change your mind. We’ll only use them if you’ve agreed.

Bear in mind there are some other cookies out there from other companies. These “third-party cookies” might track how you use different websites, including ours. For example, you might get a social media company’s cookie when you see the option to share something. You can turn them off, but not through us.

d. How long do cookies last?

Some are erased when you close the browser on our website. Others stay longer, sometimes forever, and are saved onto your device so that they’re there when you come back.

e. How do I control my cookies and tracking?

Strictly necessary cookies are always on when you visit us. On your first visit to us, we’ll tell you about our other types of cookies and ask you to choose which cookies we can use. You can always change your mind by going to your settings.

How will I find out about changes to this policy?

We update this policy sometimes. If we make important changes, like how we use your personal information, we’ll let you know by email.

If you don’t agree to the changes, then you can always stop using our services, and stop giving us any more personal information. We’d be sorry to see you go.

How can I contact VLS?

For any other questions or comments about this policy speak to our Data Protection Officer.

• by email
• by post
• VLS, Vista, St David’s Park, Ewloe, Flintshire CH5 3DT

We’re regulated by the Information Commissioner’s Office. You can also contact them for advice and support.

Complaint Procedures

We request that you email complaints to hello@vls.uk.com, which we will endeavour to deal with at the earliest opportunity. We will provide a full response within one calendar month of receipt. We ask for your patience whilst we investigate to allow us to concentrate on your complaint.

Data Protection Officer Contact

As part of our commitment to data protection, we have a nominated Data Protection Officer, who can be contacted using gdpr@vls.uk.com.

External Links

We take no responsibility for information privacy on any website other than https://www.vls.uk.com/. If you click a link that redirects you to an external website, it is that organisation’s privacy policy you should refer to prior to entering information.

Change Control

This policy will be regularly reviewed to confirm suitability. Last updated in October 2022.