Privacy & Cookie Policy

1. Visitors to our website

Where we collect personal data via our website, we will be upfront about it, and it will be obvious to you that you’re providing personal data and how we will be using it.

1.1 Google Analytics

When someone visits our website (videofrog.tv) we make use of the Google Analytics service to collect standard information about visitors to the sites and their behaviour (e.g. what pages they viewed).

The data provided by Google Analytics is anonymised and in no way enables us to identify individual visitors. However, Google Analytics will place a cookie on your device to allow the service. For more information about how Google Analytics cookies work on websites visit: https://developers.google.com/analytics/devguides/collection/analyticsjs/cookie-usage

1.2 Other cookies used, tracking pixels or similar tools

Cookies may also be used for the following reasons:

• Our website uses WordPress as the content management system (CMS). WordPress uses a number of cookies for the functionality of the site. Details about what cookies WordPress may place on your device can be found here: https://developer.wordpress.org/advanced-administration/wordpress/cookies/
• We use a chat feature on our website called tawk.to. Tawk.to uses cookies for the functionality of the website chat. Tawk.to’s privacy policy can be found here: https://www.tawk.to/privacy-policy/ plus further details about online chat can be found below, in this privacy notice
• This website uses tracking software provided by Beacon to monitor its visitors to understand better how they use it. This software is provided by Beaconsoft Ltd, a UK registered company, and uses cookies to track visitor usage. The software will save a cookie to your computer’s hard drive to track and monitor your engagement and usage of the website, but will not store, save or collect personal information unless you supply it as part of your use of the website. Beacon is registered to process data with the Information Commission’s Office in the EU; you can see their ICO registration here.
• Third Party Cookies – We sometimes embed photos, videos or tweets from websites such as YouTube and Twitter. Pages with this embedded content may present cookies from these websites. Similarly, if you use a share button on our website, a cookie may be set by the service you have chosen to share content through. We do not control the dissemination of these cookies. You should check the relevant third party website for more information about these.

If you wish not to allow cookies, most web browsers allow some control of most cookies through the browser settings. To find out more about cookies, including how to see what cookies have been set, visit http://www.aboutcookies.org or http://www.allaboutcookies.org.

1.3 Online forms

If you fill out one of our websites forms a notification email is sent to the relevant team within our company. No copy of the data you submit is stored anywhere. As our site uses SSL (https), the data you provide using the contact form will be encrypted once you press the “Submit” button.

1.4 Website Hosting

We use a third-party supplier (Clook) to host our website. While generally, they would not need to access our website content or database, they may from time to time mainly for support queries. We are assured the hosting provider is GDPR compliant.

2. People who call our office

When receiving phone calls into our office, or directly to a employees mobile phone, the information is logged onto our CRM system, Copper, for more details on how that is stored, please see their website https://www.copper.com/privacy

We only hold data of people who request further information to be sent to them either electronically or relayed on the phone.

3. People who contact us via email

Emails that are received are stored on our CRM system (Copper) and within Gmail until no longer relevant and are then deleted permanently within Gmail.

Within Gmail they are only accessible by the person they were sent to, within Copper they are only available to the team within the company.

Our email accounts have junk mail filtering and virus scanning, these are checked and regularly maintained.

4. Our use of social media

Communication, engagement and actions taken through external social media platforms that this website and its owners participate on are custom to the terms and conditions as well as the privacy policies held with each social media platform respectively.

Users are advised to use social media platforms wisely and communicate/engage upon them with due care and caution regarding their privacy and personal details. This website nor its owners will ever ask for personal or sensitive information through social media platforms and encourage users wishing to discuss sensitive details to contact them through primary communication channels such as by telephone or email.

This website may use social sharing buttons which help share web content directly from web pages to the social media platform in question. Users are advised before using such social sharing buttons that they do so at their discretion and note that the social media platform may track and save your request to share a web page respectively through your social media platform account.

5. People who are our customers

All customer information is stored within our CRM system (Copper) and within Gmail until no longer relevant and are then deleted permanently within Gmail.

The information held remains there until our customer no longer asks for it to be held.

6. Employee data

All employee data is held within the Whitwam Group secure server and is only accessible by the Directors of Whitwam Ltd. Employees can request their information via the MD of Whitwam Ltd.

7. Recruitment

Data for recruitment is held for 12 months after the initial advertised period, after this period if the recruitment process has been successful, the data is destroyed. If not, the information is held until the recruitment is complete with a positive outcome.

All data can ask to be removed by unsuccessful applicants sooner than 12 months if there are no longer available for the role.

8. Retention

Unless stated elsewhere in this document or in our terms of services we only store the data necessary to provide the services we provide to you. We will keep this data for as long as it is lawful for us to do so (this may be for as long as you are a customer or because of a legal obligation to retain the information, whichever is the longest).

9. Third-party processors

We use a number of third-party cloud-based services to run our business and provide our services to you effectively. We also use a number of third-party organisations, e.g. accountants, HR support, etc.

In all cases where we are using a third-party service or company, we will only provide a minimal amount of information to deliver the service to us and to meet our requirements.

We always carry out due diligence against all our third-party suppliers to ensure their compliance with data protection. Maintaining adequate security of your data and ensuring they apply proper data protection principles to the processing of the data we supply.

10. Your rights

Under current data protection legislation in the UK, you have rights as an individual which you can exercise in relation to the data we store and process about you. You can find more information about your rights on the Information Commissioner’s website: https://ico.org.uk/for-the-public/

10.1 Complaints

If you want to make a complaint about the way we are processing your data, you can contact us, using the contact details below. You also have the right to complain to the Information Commissioner’s Office: https://ico.org.uk/concerns/

10.2 How to withdraw consent and object to processing

Where we are processing your data and needed to ask your permission to do so, you are able to withdraw your consent at any time. If you wish to stop receiving our marketing emails, you can do so, by clicking on the “unsubscribe” link at the bottom or the email. Otherwise, you can contact us using the contact details below.

If you wish to raise concerns about the way we are processing your data or would like to raise an objection, then please email us via buz.ross@whitwam.ltd.uk with your concerns.

10.3 Keeping your data up to date

Any of your data that we process must be kept up to date. We will from time to time ask you to verify your contact details, but if you wish to update any information we hold about you, please contact us using the contact details below.

10.4 Erasure of your data (the “right to be forgotten”)

Under some circumstances, you may request us to delete your data from our systems. Where this is possible (e.g. we don’t have any legal purpose for continuing to process your data), we will erase it from our systems.

If you wish to exercise your right to be forgotten, please contact us via the contact details below.

10.5 Portability

Your right to portability allows you to request a machine-readable format of the data you supplied to us and associated service logs (where we store them). Please contact us, using the contact details below, if you wish to receive a CSV export of your data.

10.6 Access to your data

You have the right to ask us about what data we hold about you, how we process it and provide you with a copy of the information, free of charge and within one month of your request.

To make a request for any personal information we hold and process about you, we would prefer it if you could put it in writing or in an email to the addresses below. We will need to verify your identity before providing the information and where necessary may contact you further to ensure we understand what data you are requesting.

11. Disclosure of information

We do not share any personal data with any third parties unless it is lawful for us to do so, if required by law to do so or if you provide us with permission to do so.

12. More information

For more information about your data rights and privacy or data protection in general visit the Information Commissioner’s Office website: https://ico.org.uk

13. How to contact us

If you have any questions about how we collect and use your information not covered in this privacy notice, or if you wish to speak to someone about our approach to data protection and privacy, please contact:

Whitwam Ltd
2 Moorside Business Park
Moorside Road
Winchester
Hampshire
SO23 7RX

14. Changes to our privacy notice

We may change or update elements of this privacy notice from time to time or as required by law. The most current version of our privacy notice is available on our website at videofrog.tv/privacy-and-cookie-policy