Legal Documents
Privacy Policy
You agree that our continued provision of services to you, and your continued use of them, represent your agreement to be bound by our privacy policy and GDPR policy.
Last Updated 07/06/2023
Please take your time to read through this information carefully and contact us if you have any questions.
Privacy Notice Introduction
We understand the importance of protecting your personal data, and we are committed to ensuring that any personal data we collect from you or that you provide to us is processed in accordance with applicable data protection laws. This policy, along with any additional documents referred to within it, outlines how we handle and process your personal data.
It is essential that you carefully read and understand this policy to be aware of how we will handle your personal data and how we value your privacy.
1. About Us
- 1.1. Voteq Ltd (Company number 11391961) is a registered company in England & Wales with its address at 32 Eyre St, Sheffield, S1 4QZ, United Kingdom. As a data controller and data processor of personal data, Voteq Ltd has a designated Data Protection Officer who can be contacted at the registered address.
2. Collecting and using information
2.1. We collect personal information from you when you fill in forms on our website, such as when registering an account, purchasing our services, or requesting additional services. This information may include details provided during these processes, as well as when you report any issues with our site or the services you have obtained. Please note that any correspondence you have with us via letter or email may also be recorded for record-keeping purposes. Additionally, for training purposes, telephone conversations may be recorded.
We maintain records of the transactions you make through our website, including the fulfillment and administration of your orders. As part of our normal operations, we also collect technical data, such as your operating system, browser type, referring/exiting pages and URLs, number of clicks, domain names, and pages viewed. This information is utilized for marketing and security purposes.
In cases where we act as a data processor, we strictly adhere to the instructions provided by our customers, who act as the data controllers. If you disclose personal data about a third party to us (for instance, when registering a domain on their behalf), you confirm that you have obtained explicit consent from the respective third party for the disclosure and use of their personal data.
3. How we use personal data
- 3.1. We use your personal information for the following purposes:
- 3.1.1 Registering your customer account.
- 3.1.2 Processing the orders you place with us.
- 3.1.3 Handling customer service and career inquiries.
- 3.1.4 Presenting content from our site in the most effective manner for you and your computer.
- 3.1.5 Providing information, products, or services that you request from us or that we believe may interest you, with your consent.
- 3.1.6 Fulfilling our obligations under any contracts between you and us.
- 3.1.7 Allowing you to participate in interactive features of our service, if you choose to do so.
- 3.1.8 Notifying you about any changes to our service.
- 3.1.9 Conducting marketing and statistical analysis.
3.2. Please note that we never sell your personal data to third parties.
4. Automatic decision making
- 4.1. We may utilize the information you provide to make automated decisions regarding the acceptance of the orders you place. This is done to prevent fraud and abuse, and please be assured that this information remains within our network and is not shared with any external parties.
5. Storing personal data
- 5.1. We store the personal data we collect from you on servers located within the European Economic Area (“EEA”). In certain situations, it may be necessary to transfer personal data outside of the EEA. For instance, when registering a domain, we may need to send domain registration data to our registrar located outside the EEA. By providing your personal data, you consent to the transfer, storage, or processing of your data outside the EEA. We take all reasonable steps to ensure that your data is securely treated and handled in compliance with the General Data Protection Regulation (GDPR) and our data protection policies.
6. Data retention
- 6.1. We retain your personal data only for the duration necessary to fulfill the purposes for which it was initially collected, unless otherwise mandated by law. We will retain and use your information as required to comply with our legal obligations, resolve disputes, and enforce our agreements, as outlined below:
- 6.1.1 Invoice data is retained for a minimum of 6 years in compliance with UK Law.
- 6.1.2 Log files are rotated every 12 weeks. However, anonymized data may be retained for a longer duration.
- 6.1.3 Backups of Voteq infrastructure are kept for 12 months. Web Hosting data is retained for 30 days.
- 6.2. In the unlikely event that backups containing personal information are restored after deletion, we will make every reasonable effort to prevent the inadvertent restoration of forgotten data. We will ensure that all traces of data are removed within a maximum period of 180 days, unless additional retention obligations apply.
7. Your rights
- 7.1. As an individual, you have certain rights regarding your personal data under the GDPR. Unless an exemption applies, these rights include:
- 7.1.1 The right to request a copy of the personal data we hold about you.
- 7.1.2 The right to request correction of any inaccurate or outdated personal data. You can review, edit, and delete your personal data through the Voteq control panel.
- 7.1.3 The right to object to the processing of your personal data and request erasure of your personal data if it is no longer necessary for us to retain it. Please note that there may be legal reasons that require us to keep your data, but if you believe we are retaining or using your personal data incorrectly, please inform us.
- 7.1.4 The right to opt out of receiving marketing communications. We will inform you in advance if we intend to use your data for marketing purposes or disclose it to third parties for marketing purposes. You can exercise your right to opt out by following the “Unsubscribe” link in our emails, contacting Customer Services, or writing to us at the address provided.
- 7.1.5 The right to lodge a complaint with the Information Commissioner’s Office. You can find more information on how to make a complaint to abuse@voteq.co.uk
- 7.1. We are committed to respecting and upholding these rights and you can exercise them by following the procedures outlined above
8. Who we share your information with
| Stripe | Payment Gateway |
| Sage / Xero | Accounting & Government Responsibilities |
| Slack | Internal communication of support issues/service incidents. |
| Google: including Adwords, Google Analytics, Youtube, Drive, Data Studio, Google My Business. | Site analytics, targeting and exclusion from PPC advertising, purchasing data. Reporting on anonymised data. |
| Facebook, Instagram and Twitter. | Targeting and exclusion from PPC advertising |
| Mailchimp | Sending email and email analytics. Signups for newsletters. |
| Â 20i | Â Datacenter and Accessibility provider. |
9. Data Breaches
9.1. In the unfortunate event of a data breach, we have established procedures to promptly address the situation and comply with the requirements of the General Data Protection Regulation (GDPR).
10. How we use cookies
- 10.1. We may obtain information about your general Internet usage by using a cookie file which is stored on the hard drive of your computer. Cookies contain information that is transferred to your computer’s hard drive. They help us to improve our site and to deliver a better and more personalised service. They enable us:
- 10.1.1 To estimate our audience size and usage pattern;
- 10.1.2 To store information about your preferences, and so allow us to customise our site according to your individual interests;
- 10.1.3 To speed up your searches;
- 10.1.4 To recognise you when you return to our site.
- 10.1.5 Remarketing – For example, once you have visited our website you may see 20i adverts to remind you of our products. We also use cookies to exclude existing customers from seeing our adverts.
- 10.2. You may refuse to accept cookies by activating the setting on your browser which allows you to refuse the setting of cookies. However, if you select this setting you may be unable to access certain parts of our site. Unless you have adjusted your browser setting so that it will refuse cookies, our system will issue cookies when you log on to our site.
11. Third Party Links
- Our website may occasionally include links to external websites belonging to our partner networks, advertisers, and affiliates. It’s important to note that these websites have their own privacy policies, and we assume no responsibility or liability for the practices and policies implemented on these external sites. Prior to submitting any personal data on these websites, we recommend reviewing their respective privacy policies.
12. Changes to this policy
- We regularly review our privacy policy to ensure its accuracy and compliance with applicable laws and regulations. Any updates or changes to the privacy policy will be posted on this web page. The last update to our privacy policy was made on 10th May 2018.
13. How to contact us
13.1. If you have any questions or concerns regarding our privacy policy or the information we hold about you, please feel free to contact us. You can reach us through our contact form on the Contact Us page. Additionally, you can write to us at our registered address:
Voteq Limited,
32 Eyre St,
Sheffield,
S1 4QZ,
United Kingdom- 13.2. We will do our best to address any inquiries or requests in a timely manner.
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