Our Privacy Policy

Introduction

This privacy policy sets out how Ventec Systems Ltd. uses and protects any information that you provide when you make an enquiry, purchase goods/services, apply for employment, supply goods or ask us for support or advice.

Ventec Systems Ltd is committed to ensuring that your privacy is protected. Should we ask you to provide certain information by which you can be identified, then you can be assured that it will only be used in accordance with this privacy statement.

Ventec Systems Ltd may change this policy from time to time. Please contact us or visit our website periodically to ensure that you are happy with any changes. This policy is effective from 25/05/2018.

What we collect

When you purchase products or services from us, apply for employment, supply goods, return faulty goods, ask for sales assistance, request technical support or ask us for information or advice, then we may collect the following information:

●    Full name and job title 
●    Contact information including email address, telephone numbers, mobile numbers & social media username(s)
●    Billing information including company name, address, registration number & VAT number
●    Your company financial information from you, your supplied references or our credit reference agency
●    Demographic information such as a business address, city & postcode
●    Delivery addresses and full contact names of other individuals who will receive goods/services
●    Preferences and interests and other information relevant to customer surveys, offers, support & products we supply.

If you are applying for a position of employment within Ventec Systems Ltd. or are employed by Ventec Systems Ltd. We may also collect:

●    Personal address information, including city & postcode
●    Personal contact information, including home and/or mobile telephone numbers
●    Legal documentation such as Tax codes and N.I numbers
●    Other personal information concerning your employment within Ventec Systems may include but is not limited to training records, C.V information, certifications & driver's license information.

What we do not collect

We do not store credit card details. We do not collect any special categories of personal information.

What we do with the information we gather

We require this information to understand your needs and provide a better service, particularly for the rest of the items detailed in this policy. We need your information to:

●    Process any orders that you place with us
●    Process any returns and/or warranty items that you request through us
●    Provide technical support and/or assistance for products that you have enquired about
●    Provide design and sales assistance for the goods/services that we supply
●    Process any orders that we place with you.

We may from time to time pass relevant information to 3rd parties such as debt collection agencies where invoices remain unpaid, our suppliers where required to provide a service on your behalf and our couriers for shipping your orders.
Internal record keeping.

Any information that we collect is stored electronically in our CRM & accounting systems. Access to our CRM & accounting software is restricted to the individuals/departments relevant to the information collected. All data is secured by our approved cloud hosting partners who have suitable procedures in place to protect & manage our data.

Marketing

We may use the information we collect to improve our products and services. No personally identifiable information will be used for this purpose.

Where a legitimate business interest exists, such as an existing relationship as a customer or an existing relationship through product support requests, we may periodically send promotional email about new products, product updates, software updates, critical issue updates, special offers or other information which we think you may find interesting or is necessary to prevent issues arising from products/services that we supply.

From time to time, we may also use your information to contact you for market research purposes. We may contact you by email, phone, fax or mail. We do this to ensure that we provide you with the best products and/or services.

We may also use your information to customise marketing literature according to general interests.

Service messages

We may use your data to send you communications required by law or necessary to inform you about changes to the products/services we provide or other information relating to your past or current orders.

These messages may include price list updates, product specification changes, changes to our contact details or changes to our office opening times.

Security

We are committed to ensuring that your information is secure. To prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and administrative procedures to safeguard and secure the information we collect.

All of our data is hosted in cloud services safeguarded by authorised, competent & secure hosting providers. No personally identifiable data is held on our premises or our servers. 

Our Web Site(s)

Ventec Systems Ltd. own and operate several websites. Our websites use cookies for monitoring purposes. A cookie is a small file which asks permission to be placed on your computer’s hard drive. Once you agree, the file is added, and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.

We use traffic log cookies to identify which pages are being used. This helps us analyse data about web page traffic and improve our website to tailor it to customer needs. We only use this information for statistical analysis purposes, and then the data is removed from the system.

Overall, cookies help us provide a better service by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you other than the data you choose to share with us.

You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.

Our Electronic Forms

We use electronic forms for the purpose of gathering certain information, such as enquiries, account applications, training requests, returns and support/literature requests.

The information that we request on our forms is used solely for its intended purpose and is not shared with any 3rd party. All form submittals are stored electronically in a secure and managed cloud location with access restricted to the relevant persons or departments within our company for which the information is relevant.

We may use certain details submitted within our forms to provide additional information and/or services that may be relevant to the purpose of the form information submitted.

Controlling your personal information

You may choose to restrict the collection or use of your personal information in the following ways:

You can decline to provide any information electronically and request us to send paper copies of any documentation or forms through the postal system. Returned documents will be used to process any applicable information and then destroyed.

If you have previously agreed to us using your personal information for direct marketing purposes, you may change your mind at any time by contacting us at our registered office address.

You may also ask us to remove you via email sent to support@ventec.co.uk

We will not sell, distribute or lease your personal information to third parties unless we have your permission or are required by law to do so.

We may use your personal information to send you promotional or support information about third parties which we think you may find interesting if you consent and tell us that you wish this to happen.

You may request details of personal information we hold about you at any time. If you would like a copy of the information held on you please write to Ventec Systems Ltd, Systems House, Pudsey Business Centre, Leeds, LS28 9BB.

If you believe that any information we are holding on you is incorrect or incomplete, please write to or email us as soon as possible at the above address. We will promptly correct any information found to be incorrect.

Contact Information

You can contact us here if you wish to know more about how we store or process your information.