Privacy Policy

Personal Information

Most of the personal information we process is provided to us directly by you when you contact us by email or sign up for our newsletter. During our correspondence and whilst working on a project, we are likely to collect the following information:

  • Email address

  • Phone number

  • Your name

  • Your business name

  • Login details for relevant services such as domain registrars

Our newsletter is powered by email marketing software which complies with GDPR and data processing regulations. If you provide your email address and subscribe, you can opt out of any future mailings by clicking the unsubscribe link on the newsletter.

We also receive personal information indirectly, from the following sources in the following scenarios:

Analytics

This website collects personal data to power our site analytics, including:

  • Information about your browser, network, and device

  • Web pages you visited prior to coming to this website

  • Your IP address

This information may also include details about your use of this website, including:

  • Clicks

  • Internal links

  • Pages visited

  • Scrolling

  • Searches

  • Timestamps

This information is shared with Squarespace, the website analytics provider, to learn about site traffic and activity.

Cookies

This website uses cookies and similar technologies, which are small files or pieces of text that download to a device when a visitor accesses a website or app. For information about viewing the cookies dropped on your device, visit The cookies Squarespace uses.

How we use the information

We use the information that you have provided in order to:

  • Contact you with relevant updates or information

  • Help me to understand which pages on my website are useful

  • Find out how people are discovering me

  • Make strategic business decisions based on Analytics data

We do not share your information with anybody else.

Why we collect this information

Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information are:

(a) Your consent. You are able to remove your consent at any time. You can do this by contacting hii@viidesiign.com

(f) We have a legitimate interest.

How we store your personal information

Your information is stored in the following locations, and we have also provided information on how it is removed if you request for it to be deleted.

Squarespace

Analytics and cookies information are stored within Squarespace. It is not possible to delete individual analytics records. We are also unable to remove cookies from your computer; information on managing cookies can be found on the ICO website.

Email Marketing

Email addresses and information about how you have interacted with our newsletters (for example open rates, clicking links) is stored within the email marketing software. If you unsubscribe you will no longer receive communications from us via that channel but we will be able to see your historical activity. If you wish to be removed entirely from our email marketing software, please get in touch and we will delete your historical activity and contact email.

Email and Calendar

We use a business email and calendar service. We have a list of contacts, and your email address will be stored here along with potentially your name, company and phone number. Within our email, we will also store any correspondence we have in the course of a project or enquiry. Calendar entries may include location information, such as your address, along with your name and contact details for the call or meeting.

If you wish for us to delete your information, please get in touch, and we will remove you as a contact. Where appropriate, we will also delete email messages between us, although we may need to keep some messages for our own records. If this is the case, we will let you know which emails this relates to and why we are keeping them.

Phone Messages

Some clients enjoy the convenience of sending information via secure internet messaging or text so some personal information may be stored here. If you wish to be removed as a contact or have some/all of our messages deleted, please get in touch.

Project Management

We use a project management tool which I use to keep track of tasks and store project information for reference. Each client or project has a card with general reference information, and we also use cards for individual project tasks; these are identified with labels relating to the project. If you wish to have your information deleted, please let us know, and we will remove all cards and labels relating to you.

File storage

We use a secure file storage system for files relating to client projects. Some folders are shared with us by clients and in this case, owners of the folder can revoke our access at any time. If the files or folders are not shared with you, we can delete them from the cloud and our local devices on request.

Passwords

For all of these services, we use a strong password which is managed by a secure password manager. We only store passwords you have shared with us if we will need them on an ongoing basis. If you wish for us to remove your passwords from our password manager, please contact us, and we will delete all records.

We also use two-factor authentication to prevent unrecognised devices from logging in and use security measures on our phones and laptops to prevent access to data stored on our devices.

By default, we keep your information indefinitely unless otherwise requested. If you do request your data to be deleted, we will remove your data as described above.

Your data protection rights

Under data protection law, you have rights including:

  • Your right of access - You have the right to ask us for copies of your personal information.

  • Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.

  • Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.

  • Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances.

  • Your right to object to processing - You have the right to object to the processing of your personal information in certain circumstances.

  • Your right to data portability - You have the right to ask that we transfer the personal information you gave me to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please contact us at hii@viidesiign.com if you wish to make a request.

How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us at hii@viidesiign.com.