Data Protection Notice - Vibeatznation
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Data Protection Notice

DATA PROTECTION NOTICE (GDPR)

Introduction

Welcome to viBeatz Data Privacy Notice. viBeatz respects your privacy and is committed to protecting your personal data. This Privacy Notice will inform you as to how we look after your personal data when you visit our website (regardless of where you visit it from) and tell you about your data privacy rights and how the law protects you.

This Privacy Notice aims to give you information on how viBeatz collects and processes your personal data through your use of this website or other mediums, including any data you may provide when you sign-up to our newsletter or to book and/or purchase one of our services.

This website is not intended for children and we do not knowingly collect data relating to children. The only instance in which we would collect data relating to children is if it is provided in the course of our products and/or services by their legal guardian (when the child concerned is not of an age to provide valid consent).

It is important that you read this Privacy Notice when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your personal data. This Privacy Notice supplements other notices and is not intended to override them.

viBeatz is the data controller and is responsible for your personal data (collectively referred to as “viBeatz”, “we’, “us” or “our” in this Privacy Notice). If you have any questions about this Privacy Notice, including any requests to exercise your legal rights, please contact lisabrockwell@vibeatz.com.

Data protection principles

 viBeatz has implemented a privacy by design approach when creating its business and it ensures that it complies with data protection principles that are enshrined within legislation. viBeatz does the following:

  • It ensures that your personal data is processed lawfully, fairly and in a transparent manner.
  • It ensures your personal data is collected only for specified, explicit and legitimate purposes.
  • It ensures that your personal data that is collected is adequate, relevant and limited to what is necessary in relation to the services that it is providing you.
  • It ensures to engage with you to ensure that the personal data that it holds on you is accurate and where necessary, kept up to date.
  • It ensures that any personal data that it holds, it is not kept in a form which allows for you to be identified for longer than is necessary.
  • It ensures that personal data is only processed in a manner that ensures its security using appropriate technical and organisational measures to protect it against unauthorised or unlawful processing and against accidental loss, destruction or damage. 

What personal data do we collect on you?

Personal data, or personal information, means any information about you from which you can be identified. It does not include data where your identity has been removed (anonymous data). We may collect use, store and transfer different kinds of personal data about you which we have grouped together as follows:

  • Identity Data includes first name, maiden name, last name, username or similar identifier, title, date of birth and gender.
  • Contact Data includes postal address, email address and telephone numbers.
  • Financial Data includes bank account and payment card details.
  • Transaction Data includes details about payments to and from you and other details of products and services you have purchased from us.
  • Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, and other technology on the devices you use to access this website.
  • Usage Data includes information about how you use our website, products and services.
  • Marketing and Communications Data includes your preferences in receiving marketing from us and your communication preferences.

We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data could be derived from your personal data but is not considered personal data in law as this data will not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website feature. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this Privacy Notice.

How is your personal data collected?

We use different methods to collect data from and about you including through:

  • Direct interactions. You may give us your Identity, Contact and Financial Data by filling in forms or by corresponding with us by phone, email or otherwise. This includes personal data you provide when you apply for our services and/or products, subscribe to our newsletter, request marketing to be sent to you or give us feedback or contact us.
  • Automated technologies or interactions. As you interact with our website, we will automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies and other similar technologies.

How we use your personal data?

The personal data that we collect from you depends on our relationship with you. Below we’ve made a chart which explains the personal data that we collect, how we collect this data and what our legal basis is for collecting it (as we only collect and process your personal data when the law allows us to do so).

Who are you? What data do we collect about you? What’s our legal basis for collecting your personal data?
I am using the viBeatz website and I am interested in finding out more about what viBeatz can offer me. ·       Technical Data and Usage Data (for tracking purposes).

·       Identity Data, Contact Data and Marketing and Communications Data (if you contact us for more information).

·       Consent, in that you are choosing to provide us with your details so that we can contact you about your query.

·       Necessary for our legitimate interests (i.e. for running our business, provision of services, to develop our business and to inform our marketing strategy).

I participate in the viBeatz dance classes and activities. ·       Technical Data and Usage Data (for tracking purposes).

·       Identity Data, Contact Data, Financial Data, Transaction Data and Marketing and Communications Data (for when you enter into a formal relationship with us for one of our services and/or products).

·       Performance of a contract with you.

·       Consent, in that you are choosing to provide us with your details so that we can provide you with our services and/or products.

·       Necessary for our legitimate interests (i.e. to recover debts due to us, to keep records to develop our business strategy).

·       Necessary to comply with a legal obligation (i.e. in respect of our financial, tax and legal affairs).

I am a service provider to viBeatz. ·       Technical Data and Usage Data (for tracking purposes).

·       Identity Data, Contact Data, Financial Data and Transaction Data (so that we can engage with you).

·       Performance of a contract with you.

·       Necessary for our legitimate interests (i.e. for running our business).

·       Necessary to comply with a legal obligation (in respect of our financial, tax and legal affairs).

Please contact us if you need details about the specific legal ground, we are relying on to process your personal data where more than one ground has been set out in the table above.

What happens if you to fail to provide your personal data?

Where we need to collect personal data by law, or under the terms of a contract we have with you, and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with our services). In this case, we may have to cancel a service you have with us, but we will notify you if this is the case at the time.

Do we disclose your personal data to others and if so, who?

We may share your personal data with the parties set out below for the purposes set out in the table above:

  • Technology companies that provide us with desktop and cloud-based products – for us to conduct our business and back-up data (which may include your personal data) whilst you are reviewing our website, applying to be our client or acting as one of our suppliers.
  • Professional advisers such as our lawyers and accountants – which we may need to engage with for the purpose of our business and may need to provide data (and this may include sharing your personal data).
  • Regulators and other governmental authorities – which we need to engage with for the purposes of our business and may need to provide data (and this may include sharing your personal data).

We require all third-parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions, except for when such third-parties are regulators and other governmental organisations.

Is your data ever transferred outside of the European Economic Area (“EEA”)?

We may share your personal data with our third-party suppliers (outlined above) and this may include transferring your data outside of the EEA. Whenever we transfer your personal data outside of the EEA, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:

  • Where we use providers based in the United States of America, we may transfer data to them if they are part of the Privacy Shield which requires them to provide similar protection to personal data shared between Europe and the United States of America. For further details, see European Commission: EU-US Privacy Shield.

Please contact us if you want further information on the specific mechanism used by us when transferring your personal data out of the EEA.

How long do we retain your data?

We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect of our relationship with you.

What are your legal rights?

Legal right What is it all about?
Request access to your personal data (commonly known as a “data subject access request”) This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
Request correction of the personal data that we hold about you This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
Request erasure of your personal data This enables you to ask us to delete or remove personal data where there is no good reason for us to continue processing it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable at the time of your request.
Object to processing of your personal data This applies when we are relying on a legitimate interest (or those of a third-party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your personal data which override your rights and freedoms.
Request the restriction of processing of your personal data This enables you to ask us to suspend the processing of your personal data in the following scenarios:

·       If you want us to establish the data accuracy.

·       Where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims.

·       You have objected to our use of your data, but we need to verify whether we have an overriding legitimate ground to use it.

Request the transfer of your personal data to you or a third-party We will provide to you, or a third-party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use where we used the information to perform a contract with you.
Withdraw consent This will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw consent.

If you wish to exercise any of the rights set out above, please contact us.

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we could refuse to comply with your request in these circumstances.

We may need to request specific information from you to help us confirm your identity. This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

We try to respond to all legitimate requests within 1 month. Occasionally, it could take us longer than 1 month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

Data security

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data specifically to the viBeatz team and specific third-party suppliers who have a business need to know. We ensure that anyone that has access to your personal data is subject to a duty of confidentiality. We have also put in place procedures to deal with any suspected personal data breaches and will notify you and any applicable regulator of a breach where we are legally required to do so.

Third-Party Links

This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their Privacy Notices. When you leave our website, we encourage you to read the Privacy Notice of every website you visit.

Marketing

We strive to provide you with choices regarding certain personal data uses, particularly around marketing and advertising. We may use your Identity, Contact, Technical and Usage Data to form a view on what we think you may want or need, or what may be of interest to you. This is how we decide which products and/or services that may be relevant for you. We rely on it being our legitimate interest to contact you in these situations.

You will receive marketing communications from us if you have requested information from us or purchased services from us and you have not opted out of receiving that marketing. We will get your express opt-in consent before we share your personal data with any third-party for marketing purposes. You can ask us or third-parties to stop sending you marketing messages at any time by contacting us at any time and withdrawing your consent. Where you opt out of receiving these marketing messages, this will not apply to messages that we need to send you as a result of performing a contract that we have with you (e.g. as we may be required to contact you about a payment due).

Changes to this Privacy Notice and your duty to inform us of changes

We keep this Privacy Notice under regular review. This version was last updated on January 2020. It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.