VCEverywhere Limited also trades as AVEverywhere. AVEverywhere is a trading division of VCEverywhere Limited and is not a separate legal entity. VCEverywhere Limited is the organisation responsible for the personal information described in this Privacy Policy. This same policy applies when you interact with either the VCEverywhere or AVEverywhere brand.
1. Who we are
This Privacy Policy explains how VCEverywhere Limited, including when trading as AVEverywhere (“VCEverywhere”, “AVEverywhere”, “we”, “us” or “our”), collects, uses, shares and protects personal information.
VCEverywhere Limited is registered in England and Wales under company number 07540795. Our registered/contact address is Innovation Centre, Maidstone Road, Chatham, Kent, ME5 9FD, United Kingdom.
For privacy enquiries or to exercise your data protection rights, contact us at admin@vceverywhere.com or write to us at the address above.
2. Scope of this policy
This policy applies to personal information we process in connection with the VCEverywhere and AVEverywhere websites, enquiries, quotations, customer and supplier relationships, professional and engineering services, audio-visual installations, support and maintenance, conferencing and telecommunications services, events, marketing and other business activities.
Where we process personal information solely on behalf of a customer as that customer’s processor, the customer normally determines why and how that information is used. In those circumstances, the customer’s own privacy notice may also apply and our processing may be governed by a separate data processing agreement.
3. Personal information we collect
Depending on how you interact with us, we may collect:
- Identity and business contact information, such as name, job title, employer, business address, email address and telephone number.
- Customer, supplier and commercial information, including enquiries, quotations, purchase orders, contracts, invoices, payment status and correspondence.
- Project and service information, including Site details, service tickets, meeting-room or equipment information, access requirements, engineer notes and support history.
- Technical information generated when you use our websites or online services, such as IP address, browser/device information, logs and cookie or similar technology information.
- Marketing preferences and information about your interactions with our communications.
- Information about engineers, contractors, suppliers and customer personnel needed to arrange work, Site access, travel, security clearance or delivery of services.
- Call, meeting or support information where calls or communications are recorded or monitored lawfully for quality, training, security or evidential purposes.
- Any other personal information you choose to provide to us in correspondence, forms, surveys or during delivery of our services.
We do not intentionally seek special category personal information through our website. Where such information is unavoidably provided or required for a specific lawful purpose, we will handle it in accordance with applicable data protection law.
4. Where we obtain personal information
We may obtain personal information:
- directly from you;
- from your employer, customer, supplier, contractor or another organisation involved in a project or service;
- from customers that ask us to contact or deploy personnel to an end-customer Site;
- from service providers and business systems used to deliver our services;
- from publicly available business sources, professional websites and company websites; and
- automatically when you use our websites or online services.
5. How and why we use personal information
UK data protection law requires us to have a lawful basis for using personal information. The basis depends on the purpose and circumstances.
| Purpose | Typical information | Typical lawful basis |
| Responding to enquiries, preparing quotations and taking steps requested before entering into a contract | Contact, enquiry and project information | Contract / steps at your request before contract; legitimate interests for business-to-business contacts |
| Providing and managing services, installations, support, conferencing/telecommunications and customer relationships | Contact, project, Site, service and commercial information | Contract; legitimate interests in delivering and managing our services |
| Managing suppliers, engineers, subcontractors and business partners | Contact, assignment, Site-access and commercial information | Contract; legitimate interests in operating and delivering our business |
| Billing, payments, accounting, tax and financial administration | Contact, transaction, invoice and payment information | Contract; legal obligation; legitimate interests |
| Security, fraud prevention, service integrity and protecting our systems, people and property | Technical, access, log and incident information | Legitimate interests; legal obligation where applicable |
| Complying with legal, regulatory, tax, immigration, sanctions, export-control or other obligations | Information relevant to the applicable obligation | Legal obligation; legitimate interests where appropriate |
| Improving our websites, services and customer experience | Technical, usage, feedback and service information | Legitimate interests; consent where required for cookies or similar technologies |
| Business-to-business marketing and relationship management | Business contact details, preferences and engagement information | Legitimate interests where permitted; consent where required |
| Establishing, exercising or defending legal claims | Relevant contract, correspondence, project and incident information | Legitimate interests; legal obligation where applicable |
6. Marketing
We may send relevant business-to-business information about our services where permitted by law and where our legitimate interests are not overridden by your rights. Where consent is required, we will rely on consent.
You can opt out of marketing at any time by using an unsubscribe facility in the communication, where available, or by contacting admin@vceverywhere.com. Opting out of marketing does not prevent us from sending service, contractual or administrative communications.
7. Cookies and website technologies
Our websites may use cookies and similar technologies for essential operation, security, functionality, analytics and, where used, marketing. Where applicable law requires consent for a cookie or similar technology, we will seek that consent before using it.
Some limited-purpose cookies may be used without consent where permitted by applicable law. You can manage available choices through the website’s cookie controls and your browser settings. More detailed information about the cookies actually used on the website should be provided in the website’s cookie notice or consent tool.
8. Who we share personal information with
Where necessary for the purposes described above, we may share personal information with:
- our employees, contractors, subcontract engineers and service partners;
- customers and end customers where necessary to arrange or deliver services;
- manufacturers, distributors, carriers, conferencing/telecommunications providers, cloud and technology providers;
- professional advisers, insurers, accountants and auditors;
- payment, finance and business administration providers;
- government, regulatory, law-enforcement, tax, customs, immigration or other competent authorities where required or permitted by law; and
- a purchaser, investor or adviser in connection with a proposed or completed corporate transaction, subject to appropriate confidentiality arrangements.
We do not sell personal information.
9. International transfers
Because we provide services internationally and may use suppliers or technology providers operating in other countries, personal information may be transferred outside the United Kingdom.
Where UK data protection law treats a transfer as a restricted transfer, we will use an available lawful transfer mechanism. This may include UK adequacy regulations or appropriate safeguards such as the UK International Data Transfer Agreement (IDTA) or the UK Addendum to the EU Standard Contractual Clauses, together with any required assessment and supplementary protections. You may contact us for further information about safeguards relevant to your personal information.
10. How long we keep personal information
We keep personal information only for as long as reasonably necessary for the purpose for which it was collected, including to meet contractual, legal, accounting, tax, regulatory, warranty, insurance, dispute-resolution and record-keeping requirements.
Retention periods vary according to the type of information and relationship. In deciding how long to retain information, we consider the nature and sensitivity of the information, the purpose for which it is used, applicable limitation periods and legal or contractual retention requirements. We securely delete or anonymise personal information when it is no longer required, subject to lawful backup and archival cycles.
11. Security
We use appropriate technical and organisational measures designed to protect personal information against unauthorised or unlawful processing and against accidental loss, destruction, damage, alteration or disclosure. Access is limited to people and service providers who need the information for legitimate business purposes.
No internet transmission or storage system can be guaranteed to be completely secure. If you believe personal information or an account connected with our services has been compromised, please contact us promptly.
12. Your data protection rights
Depending on the circumstances and the lawful basis for processing, you may have rights to request access to your personal information, correction of inaccurate information, erasure, restriction of processing, data portability and to object to certain processing. Where processing is based on consent, you may withdraw consent at any time without affecting the lawfulness of processing before withdrawal.
You have an absolute right to object to the use of your personal information for direct marketing. You may exercise that right at any time.
These rights are not absolute and exemptions may apply. We may need to verify your identity before acting on a request. To exercise a right, contact admin@vceverywhere.com.
13. Complaints
If you have a concern about how we use your personal information, please contact us first so that we can try to resolve it.
You also have the right to complain to the UK Information Commissioner’s Office (ICO), the UK supervisory authority for data protection. Information about making a complaint and the ICO’s current contact details are available on the ICO website.
14. Automated decision-making
We do not currently make decisions about individuals based solely on automated processing, including profiling, that produce legal effects or similarly significant effects. If this changes, we will provide the information required by applicable law.
15. Links to other websites
Our websites may contain links to websites operated by other organisations. We are not responsible for their privacy practices. You should review the privacy information provided by the relevant website or service.
16. Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, business practices or legal requirements. We will publish the current version on our websites and update the effective or last-updated date where appropriate. Where required, we will bring material changes to the attention of affected individuals.
17. Contact us
Privacy enquiries and rights requests can be sent to: VCEverywhere Limited (including trading as AVEverywhere)
Innovation Centre
Maidstone Road
Chatham
Kent
ME5 9FD
United Kingdom
Email: admin@vceverywhere.com