Your right to privacy
Your right to privacy is important to us. We take the security of your information seriously and have policies and processes in place to ensure it remains safe. We are legally obliged to use your information in line with all laws concerning the protection of personal information.
This policy is provided for visitors to our website, potential customers, current customers, suppliers, contractors, and any other persons whose information is processed by Clearvision as a data controller. This policy describes the way we collect information, how we use it and how we protect it.
In addition, privacy information is provided to Clearvision employees via the employee handbook and to job applicants via the Recruitment Privacy Notice.
Our contact details
Name: Clearvision (CM) 2005 Limited
Company registration number: 5643578
Address: Laurel Farm, Winters Hill, Durley, Southampton, SO32 2AH
Telephone: +44 (0) 2381 157 800
If you are based outside of the UK but within the EU you can contact our EU representative at firstname.lastname@example.org.
Information we hold about you
We currently collect and process the following information:
Name, address, telephone number and email address
Information about services you use and other related information
Information we need to process payments for you, for example bank details
Records of contact with you such as system notes, emails, and letters
Other information as may be required from time to time to respond to your enquiry, enter into a contract with you or deliver requested services
Technical information such as an IP address
How we get and use the information
Most of the personal information we process is provided to us directly by you for one of the following reasons:
Operate and improve our sites, products, and services
Understand you and your preferences to enhance and personalize your experience and when using our sites, products, and services
Enhance security, monitor and verify identity or service access, combat spam or other malware or security risks
To keep our records up to date
To fulfil our legal obligations and to maintain compliance with best practice
Process and deliver promotion entries and rewards
Respond to your comments or questions or provide information requested by you
To provide customer service and account management functions
Provide and deliver products and services you request
To send you related information, including confirmations, invoices, technical notices, updates, security alerts, and support and administrative messages
To send you marketing and promotional communications (where this is in accordance with your marketing preferences)
To communicate with you about one of our events or our partner events
We also receive personal information indirectly, using cookies.
The lawful bases we rely on for processing this information are:
(a) We have a contractual obligation; and/or
(b) we have a legal obligation; and/or
(c) we have a legitimate interest
How long we keep your information
We will keep your personal information only for as long as necessary in line with regulatory and legal requirements and will destroy it securely when it is no longer needed. Clearvision manages a retention schedule that prescribes data review points for different classes of data.
How we protect your information
The security of your information is important to us. We take all reasonable and appropriate steps to help protect your personal information in an effort to prevent loss, misuse, unauthorized access, disclosure, alteration, and unlawful destruction. Clearvision maintains an externally approved and audited certification of compliance with the Information Security Standard ISO 27001. There is a dedicated section in our Trust Centre where you can learn more about our information security practices.
How we store your information
We follow generally accepted standards to protect the personal data submitted to us, both during transmission and once it is received. Depending on the nature of your relationship with Clearvision and what we hold your data for, we may use third party applications such as Salesforce to process your data. Full details of our sub processors can be found further on in this policy.
Where we process your information
Clearvision operates in many countries. We may transfer personal data across international borders and may process personal data in jurisdictions other than the location of original collection.
We may transfer personal data that we collect to other Clearvision affiliates or other companies performing support functions on our behalf (each as described below) based in other countries including to the United States or other countries outside the UK and European Economic Area or your country of residence, and this personal data lawfully may be stored and/or processed in such countries.
How we share your information
Clearvision will never sell your information. From time to time we may send information to, receive information from, or exchange your personal information with:
• Partners or agents who support us to deliver our products and services to you, or that we refer you to, or that refer you to us
• Companies who perform essential services for us
• Third-party organisations that conduct research, analysis, and marketing activities on our behalf
• Regulators, courts, or other public authorities
• The emergency services in the case of accident or emergency
• In connection with or during negotiation of any merger, financing, acquisition, or dissolution, transaction or proceeding involving sale, transfer, divestiture, or disclosure of all or a portion of our business or assets to another company
We will only share or exchange data with third parties with the protection of a written agreement and the ability to oversee their activities, unless information is required for legal or regulatory reasons.
Where we have relationships with other organisations that process your information on our behalf, we take care to ensure they have high data security standards. We will not allow these organisations to use your personal information for unauthorised purposes.
If the business is reorganised or sold to another organisation, we may transfer any personal information we hold to that organisation.
In the event that a third party may deliver all or part of the service requested by you, whilst the information you provide will be disclosed to them, it will only be used for the administration of the service provided and to maintain management information for business analysis.
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 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 information in certain circumstances.
Your right to object to processing – You have the right to object to the processing of your personal data in certain circumstances.
Your right to data portability – You have the right to ask that we transfer the information you gave us 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.
If you wish to exercise your data rights you can make a request using our online form.
How to complain
You can also complain to the ICO if you are unhappy with how we have used your data and you are a data subject based in the UK. If you are not based in the UK you can make a complaint to your local data protection regulator.
The ICO’s address:
Information Commissioner’s Office
Helpline number: 0303 123 1113
Clearvisions registration number: ZA840636
The following third parties process personal data on behalf of Clearvision.
Clearvision USA Inc – Clearvision (CM) 2005 Limited’s sister company
Amazon Web Services (AWS) – Third party cloud computing platform
Salesforce – Third party service provider of customer relationship management database
Atlassian – Third party service provider of ticketing, service desk and collaborative task management
Slack Technologies – Third party service provider in the field of online messaging and video conferencing facilities
Google Drive Suite – Third party service provider of email and document management facilities
ContractSafe – Third party service provider of contract management software
Basecamp – Third party service provider of project management software
Oracle – Third party service provider of accounting software
Bullhorn – Third party service provider of applicant tracking management system
Hubspot – Third party service provider of marketing and customer service software