Valid8 IP Ltd ("Valid8 IP") is committed to protecting the privacy rights and personal data of Authorised Users who use the Valid8 website and platform and representatives of the End User organisation whose information we collect.
Valid8 IP Ltd, Trinity House, Newby Road, Hazel Grove, SK7 5DA, United Kingdom is a registered Data Controller for the purposes of the UK Data Protection Act (DPA) 2018 and the EU General Data Protection Regulation (GDPR) and is registered with the UK Information Commissioners Office, registration number ZA233232.
This Privacy Notice was updated in September 2018. We will update it as and when necessary.
This notice is provided for representatives of the End User organisation and Authorised Users and that have applied for access to the Valid8 IP Platform. Your details will be passed to us on the form called Application for New Account and are required for access to the Valid8 platform to be granted.
We collect your name, job title and email address.
We use your information to set up user access to the Valid8 Platform. We will send emails to you regarding the operation and development of the platform including, but not limited to, for re-setting your password, informing you of when the platform maybe unavailable and when changes to the platform are made.
We will also monitor and keep records of how many times and how often you access and use Valid8 IP.
We process your information with a view to the setting up and fulfilment of a contract. The contract, when it is in place, is between Valid8 IP and End User organisation that has registered you as an Authorised User. We are required to monitor the usage of Valid8 as part of our contract with the Credit Reference Agency.
We are required to forward the details of Authorised End User applicants to the Credit Reference Agency, Experian. They provide the Credit Reports visible on the platform. We have a written agreement with Experian.
The Valid8 Platform, including your user access information is stored on the Microsoft (MS) Azure Platform. We have a written agreement with MS Azure.
If the organisation that has nominated you to be an Authorised End User does not have their application approved or withdraws it, we will destroy your information within 6 months of the relevant decision. This allows applications to pause or be delayed without having to re-submit information.
If you cease to be an Authorised User of Valid8 IP, for any reason, we will retain your information, as below, and your account will be disabled.
We will retain information of past and current Authorised Users for a period of 6 years after the contract with the End User organisation has concluded.
When you visit the Valid8 IP Platform, we sometimes place small data files called cookies on your device. Most big websites do this too. A cookie is a small text file that a website saves on your computer or mobile device when you visit the site. It enables the website to remember your actions and preferences (such as login, language, font size and other display preferences) over a period of time, so you don’t have to keep re-entering them whenever you come back to the site or browse from one page to another.
You may, at any time:
Exercise your right to request access to certain personal data records we hold about you (a subject access request), by emailing email@example.com with the subject line "subject access request".
Request that we update and correct any out-of-date or inaccurate personal data we hold about you by emailing us at firstname.lastname@example.org with the subject line "data update request".
Your right to object to our continued processing or your right of erasure, neither of which is a guaranteed or absolute right, is affected by the contractual relationship between Valid8 IP and the End User organisation that has designated you as an Authorised User. If you no longer wish to be an Authorised User, you should in the first instance contact the End User organisation who can disable your access. Please also refer to section 6 of this notice. We will consider in detail all requests of this nature forwarded on to us, taking into account any compelling legitimate grounds to continue processing, for example our need to continue to process your personal data in connection with any legal or regulatory requirements to which we are subject.
If you have any questions or concerns about this Privacy Notice, how we process your personal data, or if you wish to exercise any of your rights as a data subject, you can contact us at email@example.com. Alternatively, you can write to us at Trinity House, Newby Road, Hazel Grove, SK7 5DA, United Kingdom.
If you have concerns about how we manage your personal data, you can make a complaint to the UK Data Protection Authority, the Information Commissioner’s Office. You can find their contact details here: https://ico.org.uk/global/contact-us/
We do not currently use your information for any automated decision making that affects you.