This policy explains details of the information we collect when you visit our website or you use our Services. It also explains the specific ways we use and disclose that information.
We want to make it clear, we take your privacy extremely seriously, and we never sell your data for sales or marketing use. Our aim is to be as clear and open as possible about what we do and why, which is why we go in-depth below to explain what we collect, send and use your data for and what your rights are.
These definitions should help you understand this policy and add clarity to any terms/labels we use. When we say “we,” “us,” “our” and “Veenus” we are referring to Veenus Limited. We trade via telephone, email, personal or website contact.
When we say “Customer,” we are referring to the person or entity (e.g. tour/coach operator or group organiser) that is registered with us to buy products from us or use our services. With regards to “Service” we are referring to our products and packages.
When we say “you,” we are referring either to a Customer or to some other person who visits our Website.
A “Contact” is a person we might choose to contact at some point in the future through the use of our Products or Services. Simply speaking, a Contact is anyone on our database that has given us information.
“Personal Information” means any information that identifies or can be used to identify a Contact, directly or indirectly, including, but not limited to, first and last name, email address, occupation or other demographic information.
A “Contact Group” is a list of Contacts and all associated information related to those Contacts.
Questions, Concerns & Contact Information
If you have any questions or comments, or if you want to update, delete or change any Personal Information we hold, or you have a concern about the way in which we have handled any privacy matter, please contact us at firstname.lastname@example.org.
We process your personal data primarily on the basis of Legitimate Interest as a business but only if necessary for the purpose we collected it for. We will also process data on the basis of contractual and transactional obligation where necessary. We may process your data for:
- Sales and marketing activities such as calls, emails and other types of communications
- Understanding how you interact with the website and social media
- Account activity such as, email, written and verbal communications and agreements
- Financial activity, such as billing communications
- To perform obligations under a contract with you or a business you may work for
We will only store your data, for as long as we need it to undertake any of the processes listed above. unless a longer retention period is required or permitted by law.
The criteria used to determine our retention periods include:
- The length of time we have an ongoing relationship with you and provide the Services to you
- Whether there is a legal obligation to which we are subject (for example, certain laws require us to keep records of your transactions for a certain period of time before we can delete them)
- Whether retention is advisable considering our legal position (such as, for statutes of limitations, litigation or regulatory investigations)
- About you: When you sign up for and use the website or Service, consult with our customer service team, send us an email, post on our blog/social media sites, or communicate with us in any way, you are voluntarily giving us information that we collect.
- IP address lookup: We use third parties to provide information about visitors to our websites. When you visit our website we will record your IP address. This address will be matched against public and proprietary IP address databases to provide us with information about your visit. This information may identify the organisation to whom the IP address is registered but not individuals. In some limited cases i.e. single person companies, it may be possible to identify personal data from publicly available ICANN data.
- Cookies, tracking & beacons: We may, at a future date, use various technologies to collect and store information when you use our website or Service, and this may include using cookies and similar tracking technologies, such as pixels and web beacons, to analyse trends, administer the website, track users’ movements around the website and Service, and gather demographic information about our user base as a whole.
- Data sources: Other than the aforementioned ways of obtaining data (form fills on the website, verbal and written) we may obtain information about you from third party sources, such as public databases, data service companies, social media platforms or third party data providers. We take steps to ensure that such third parties are legally permitted or required to disclose such information to us.
Examples of the information we may receive from other sources include: demographic information, device information (such as IP addresses), location, email address, contact number, technographics, and online behavioural data (such as information about your use of social media websites, page view information, and search results and links). We use this information, alone or in combination with other information (including Personal Information) we collect, to enhance our ability to provide relevant marketing and content to you and to develop and provide you with more relevant products features, and services.
- Who will see your data: Your data will only be seen and used by employees of Veenus Ltd. We do not share the personal data of prospects or clients with any third parties.
a) Blog. We may have public blogs on our websites. Any information you include in a comment on our blog may be read, collected, and used by anyone. If your Personal Information appears on our blogs and you want it removed, contact us at email@example.com.
b) Social media platforms and widgets. Our website may include social media features, such as the Facebook Like button. These features may collect information about your IP address and which page you are visiting on our Website, and they may set a cookie to make sure the feature functions properly. Social media features and widgets are either hosted by a third party or hosted directly on our website. We also maintain presences on social media platforms including Facebook, Twitter, Instagram and LinkedIn. Any information, communications, or materials you submit to us via a social media platform is done at your own risk without any expectation of privacy. We cannot control the actions of other users of these platforms or the actions of the platforms themselves. Your interactions with those features and platforms are governed by the privacy policies of the companies that provide them.
We may, from time to time, offer surveys, contests, sweepstakes, competitions or other promotions on our websites, software or through social media (collectively “Our Promotions”). Participation in Our Promotions is completely voluntary. Information requested for entry may include personal information such as your name, address, phone number, email address, username, and similar details. We use the information you provide to administer Our Promotions. We may also, unless prohibited by the Promotion’s rules or law, use the information provided to communicate with you, or other people you select, about our Services.
When we send an email marketing campaign, it bounces from server to server as it crosses the Internet. Along the way, server administrators can read what you send. Email was not built for confidential information. Please do not use Veenus to send confidential information.
You have certain rights given to you by law, that means you have an amount of control over your personal data that we process.
- Access to Your Personal Data: This right allows you to confirm that your personal data is being processed and to allow you to check if the processing is lawful.
- Correcting Any Mistakes: The right of rectification allows you to instruct an organisation that is processing your personal data, to rectify any mistakes.
- Right to be Forgotten: You have the right to instruct an organisation to erase your personal data.
- Stop Processing: The right to stop the processing of your personal data
- Moving Data: The right to data portability means that under certain circumstances you will be able to ask for your personal data to be transferred from one organisation to another.
- Right to Object to Direct Marketing: You have the right to object to the processing of your personal data for the purposes of direct marketing.
- Object to Profiling: Under certain circumstances, you are able to object to profiling and/or automated decision making.
Right to complain to the Information Commissioners Office (ICO): If you are not happy with an aspect of how Veenus is processing your data, you can lodge a complaint to the supervisory authority, which is the ICO. (www.ico.org.uk)
Before it gets to that situation, please make sure you contact us at firstname.lastname@example.org if you wish to exercise any of your rights or if you have any questions about the processing of your personal data.
What information do we collect?
Other information that may be needed from time to time to process a request may also be collected as indicated on the website.
Personal information may be collected from you in various ways, for example: -
- Information about your computer and about your visits to and use of this website (these are information about your browser, your IP address, your general location as determined from your IP address and provided by your browser, the site from which you come, and the links followed when leaving our site). This information may be also collected through cookies at a future date.
- When you register and voluntarily provide information in response to questionnaires or download forms or brochures, or to register for news updates, enter competitions, book appointments or request updated product and range information (this includes your name, email address, and any other details asked for and which you provide).
- When you conduct activities on our site (for example, when you purchase a product or service we record what you purchased etc.) we may collect your name and contact details, details of your subscription to our services, and other information gathered by Facebook and transferred to us, including your address.
How is the information used?
We use the information collected primarily to process the task for which you visited the website.
We may disclose Personal Information and use personal data acquired from and provided by yourself to fulfil any of your requests and to send you appropriate and useful communications. You should be aware this includes, but not limited to, the types of communications explained below.
We use your data for the following purposes:
a) To facilitate reservations, payment, send administrative information, confirmations, request legally required travel documentation, invoicing and other financial documentation and other booking related correspondence for packages, hotels, attractions and other sites you have booked with Veenus. Furthermore, to complete your reservation and ensure that the facilities and arrangements made are available and provide you with related customer service.
b) To promote use of our products and services to you. For example, if we collect your Personal Information when you visit our website and do not sign up for any of the Service, we may send you an email inviting you to sign up. If you use any of our Services or website and we think you might benefit from using another part of our Service we offer, we may send you an email about that. You can stop receiving our promotional emails by following the opt-out link included in every email we send.
In addition, we may use information we collect in order to advertise our products and/or Services to you or suggest additional features of our Services that you might consider using. In addition, we may use your Personal Information to advertise our Services to potential or other users like you.
c) To send you informational and promotional content in accordance with your marketing preferences. You can stop receiving our promotional emails by informing us of your wish to opt out at any time.
Types of communications: By processing your Personal Information under Legitimate Interest, you will receive any specific piece(s) of information you requested, as well as allowing us to send you appropriate and useful communications. This includes but is not limited to the latest news about Veenus, information about booking procedures, details about the products and Services we offer, information about our website and promotional offers on products and services. We would also like to keep you abreast of the charity events and initiatives we partake in.
At any time, you can update your preferences by clicking the link in any emails you receive from us. The link will always be in the footer of the email. You can also stop receiving emails from us using that same link. If you don’t have an email from us to hand and want to update your preferences, contact us at email@example.com or by telephone 01753 83660 and we will arrange for you to change your preferences as you wish.
e) To communicate with our Customers about their account and provide customer support.
f) To enforce compliance with our Terms & Conditions and applicable law. This may include developing tools that help us prevent violations.
g) To meet legal requirements, including complying with court orders, valid discovery requests, valid subpoenas, and other appropriate legal mechanisms.
h) To provide information to representatives and advisors, including attorneys and accountants, to help us comply with legal, accounting, or security requirements.
i) To prosecute and defend a court, arbitration, or similar legal proceeding.
j) To respond to lawful requests by public authorities, including to meet national security or law enforcement requirements.
k) To provide, support, and improve the Services we offer. This includes our use of the data that our Customers provide us in order to enable our Customers to use the Services to communicate with their Contacts. This also includes, for example, aggregating information from your use of the Services or visit to our website and sharing this information with third parties to improve our Services. This might also include sharing your information or the information you provide us about your Contacts (all anonymised, non-personally identifiable information) with third parties in order to provide and support our Services or to make certain features of the Services available to you. When we do have to share information with third parties, we take steps to protect your information by requiring these third parties to enter into a contract with us that requires them to use the information we transfer to them in a manner that is consistent with this policy
l) To provide suggestions to you. This includes adding features that compare Customers’ email campaigns or using data to suggest products or services that you may be interested in or that may be relevant to you.
We use this information to understand your needs and provide you with a better service, and in particular for the following reasons:
- To supply to you services or products purchased via the website, and to process your payments.
- For statistical purposes and analysis for management purposes in order to administer the website or improve our products and services.
- Internal record keeping, and administrative purposes, and to inform you about our events, services or products, or other related information that we think would be of interest to you, as explained above.
- To communicate marketing messages, newsletters and details of our business or the businesses of carefully-selected third parties which we think may be of interest to you by post or email or similar technology (you can inform us at any time if you no longer require marketing communications).
- From time to time, we may also use your information to contact you for market research purposes or to customise the website according to your interests.
Your information will not be disclosed to any third party unless you have given your consent to such disclosure. You may at any time ask us to refrain from sending you promotional or marketing messages by sending us an email with the words UNSUBSCRIBE in the subject box or by telephoning us. If we contact you by email each time you receive a message you will also have the option to decline to receive further information of that type from us.
If you would like us to destroy information we hold about you, please let us know. However, please note that if you use any of our services which require you to provide personal information, deleting our records may mean that you will need to resubmit it to continue using such services.
We may disclose aggregate statistics about our site visitors, clients and sales in order to describe our services to prospective partners, advertisers and other reputable third parties and for other lawful purposes, but these statistics will include no personally identifying information.
The internet is not a secure medium. However, we take reasonable technical and organisational precautions to prevent the loss, misuse or alteration of your personal information.
Data collected in the UK is held in accordance with the Data Protection Act. All reasonable precautions are taken to prevent unauthorised access to this information. This safeguard may require you to provide additional forms of identity should you wish to obtain information about your account details.
We seek to use reasonable organizational, technical and administrative measures to protect Personal Data and our security and privacy policies are periodically reviewed and enhanced as necessary. We use secure server software (SSL) to encrypt financial information you input before it is sent to us, and our database is hosted in a secure data centre. Unfortunately, no data transmission or storage system can be guaranteed to be 100% secure and
Whilst we cannot ensure or guarantee that loss, misuse or alteration of data will not occur, we use our best efforts to prevent this.
If a security breach causes an unauthorised access into our system that materially affects you or your contacts in our software, then Veenus will notify you as soon as possible and later report the action we took in response.
We do not disclose any personal information obtained about you from this website to third parties except when we need to do so in order to complete the transaction – e.g. when arranging for a courier company to deliver goods that you have ordered.
We may also use the information to keep in contact with you and inform you of developments associated with our business. You will be given the opportunity to remove yourself from any mailing list or similar device.
If at any time in the future we should wish to disclose information collected on this website to any third party, it would only be with your knowledge and consent.
We may from time to time provide information of a general nature to third parties – for example, the number of individuals visiting our website or completing a registration form, but we will not use any information that could identify those individuals.
Internet based transfers
Given that the Internet is a global environment, using the Internet to collect and process personal data necessarily involves the transmission of data on an international basis. Therefore, by browsing this web site and communicating electronically with us you acknowledge and agree to our processing of personal data in this way.
Legal Identity Information
Registered name: Veenus Ltd.
Registered office: Suite 16, Beaufort Court, Admirals Way, South Quay, London E14 9XL
Registered number: 3044931
VAT Number: GB 636 1993 15.
Intellectual Property and Right to use
By using our site, you consent to the collection and use of information by us. Owing to the global nature of the internet infrastructure, the information you provide may be transferred in transit to countries outside the European Economic Area that do not have similar protections in place regarding your data and its use as set out in this policy. However, we have taken the steps outlined above to try to improve the security of your information. By submitting your information, you consent to these transfers.
You acknowledge and agree that all copyright, trademarks and all other intellectual property rights in all material or content supplied as part of the website shall remain at all times vested in us or our licensors. You are permitted to use this material only as expressly authorised by us or our licensors.
You acknowledge and agree that the material and content contained within the website is made available for your personal non-commercial use only and that you may download any such material and content only onto one computer hard drive for such purpose. Any other use of the material and content of the Website is strictly prohibited. You agree not to (and agree not to assist or facilitate any third party to) copy, reproduce, transmit, publish, display, distribute, commercially exploit or create derivative works of such material and content.
VEENUS LTD. GDPR DATA PRIVACY NOTICE FOR JOB APPLICANTS
Veenus Ltd. is the controller and processor of data for the purposes of the DPA 18 and GDPR. This means that we are required under data protection legislation to notify you of how we will process your personal data both during the employment relationship and post termination.
This notice does not form part of any contract of employment or any other contract to provide services. We reserve the right to amend or update this privacy notice at any time. We will provide you with a new notice when we make any updates.
- What are our obligations to you in relation to how we process your personal data?
We are required by law to ensure that when processing any of your personal data that it is:
- Used lawfully, fairly and in a transparent way.
- Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with or different to those purposes.
- Accurate and kept up to date.
- Kept in a form which permits you to be identified for only as long as necessary for the purposes we have told you about.
- Kept securely.
- What personal data will we collect, use and store about you?
In order to process your job application, we will collect the following information about you:
- your name, address and contact details, including email address and telephone number;
- details of your qualifications, skills, experience and employment history;
- information about your current level of remuneration, including benefit entitlements;
- information about your entitlement to work in the UK;
- assessment interview, psychometric test, technical assessment
- pre-employment screening, disclosure and barring service
We may also collect, store and use the following “special categories” of more sensitive personal information:
- Equal opportunities monitoring information.
- Whether or not you have a disability for which the organisation needs to make reasonable adjustments during the recruitment process.
- How do we collect your personal data?
We will collect this information from a range of sources, which will include your application form, CV, your passport or other identity documents, or information provided directly by you through interviews and assessments. The organisation will also collect personal data about you from third parties, such as references supplied by former employers (information from employment background check providers, employment agencies and information from criminal records checks).
- How will we use your personal data?
Throughout the recruitment process we will need to process your personal data for one or more of the following lawful bases:
- Where we need to process your personal data to take specific steps before entering into a contract with you or we need to process data to enter into a contract with you. This may include making reasonable adjustments to the recruitment process to accommodate disabilities as and when requested.
- Where we need to process your personal data to comply with a legal obligation, for example if your application is successful we will check your right to work in the UK before a job offer is made.
- Our legitimate reason for processing your personal data is to enable us to gather data so that we can assess which candidate’s skills and experience is the best match with our job role requirements and therefore suitable for employment. We also need to process job application information in order to respond to and defend against legal complaints. We will process your personal data for these legitimate reasons provided that your interests and fundamental rights do not override those interests.
- Where we need to protect your interests (or someone else’s interests).
- Where it is needed in the public interest or for official purposes.
- During the application and recruitment process we will not rely on any automated decision making.
- When will we use your personal data?
During the application and recruitment process and for a short period after the recruitment process, we will use your personal information for specific purposes related to your recruitment. The organisation will not use your data for any purpose other than recruitment purposes. Where your application or interview is unsuccessful, we will ask for your written consent to keep your personal data on file in case there are future employment opportunities for which you may be suited. You are not obliged to provide consent but if consent is provided you are free to withdraw your consent at any time.
- What happens if you do not provide us with information?
We will only ask you to provide information which we believe is necessary for the application and recruitment process. You are under no statutory or contractual obligation to provide data during the recruitment process. However, if you do not provide sufficient information, we may not be able to process your application properly or at all. Also, we may not be able to meet our legal obligations towards you with regard to reasonable adjustments.
- What happens if we need to use your personal data for a new purpose?
We will usually only use your personal data as indicated. However, if we consider that it is necessary and reasonable to use your personal data for an unrelated purpose, we will notify you and explain the legal basis which allows us to do so.
- How do we use your special categories information?
Any personal data which reveals your ethnic origin, political opinions, religious and philosophical beliefs, trade union membership, genetic, biometric or health data, sex life and sexual orientations will be regarded as special categories of personal data. We will only use this data in the following ways:
- In order to comply with employment and other laws to ensure that the recruitment process is conducted in a fair and inclusive manner.
- To ensure we meet our health and safety and equality obligations towards you we will use information about your physical or mental health or disability status to make appropriate reasonable adjustments to the recruitment process.
- Where it is needed in the public interest, for example for equal opportunity monitoring and reporting.
We may request and hold information about criminal convictions. In addition, where applicable we will only request this information if you are successful in your application and where we are legally entitled to do so.
There may be circumstances where we need to process this type of information for legal claims or to protect your interests (or someone else’s) and you are not able capable of giving your consent or where the relevant information has already been made public. In these cases, we will inform you at the earliest opportunity.
If we are using your personal sensitive data in accordance with the lawful purposes set out in this privacy notice, in these circumstances we do not need your written consent to use sensitive personal data.
- Will we share your personal data with third parties?
We will not share your data with third parties, unless your application for employment is successful and you accept our offer of employment. If that occurs, we will then share your data with:
- Former employers to obtain references for you
- Employment background check providers to obtain necessary background checks
- The Disclosure and Barring Service to obtain necessary criminal records checks, where applicable
- Accountants, suppliers, contractors, clients etc. for purposes connected with your employment or the management of the company’s business.
Third party service providers are required to take appropriate measures to protect your privacy and personal information.
The organisation will not transfer your data outside the European Economic Area. If personal data is to be transferred outside the EEA, include details of the countries and of the relevant safeguards that you have implemented as per the ICO guidance.
- Will we share your personal data with other entities within our business group?
Your information will be shared internally for the purposes of the recruitment exercise. This includes:
- Members of the HR and recruitment team
- Interviewers involved in the recruitment process
- Managers in the business area with a vacancy
- IT staff
- Administrative staff arranging the logistics of your recruitment
- How do we ensure your personal data is secure?
Your data will be stored in a number of different places, including on your application record, in HR management systems and on other IT systems (including email). We take your privacy and protection of data very seriously. Consequently, we have put in place appropriate security measures to prevent unauthorised use of your personal data. We will notify you and any applicable regulator of any suspected unauthorised use of your personal data.
- How long will we keep your personal data?
We will retain your personal data for as long as is necessary to fulfil the purposes for which it was collected for. If your application for employment is unsuccessful, we will hold your data on file for one month after the end of the relevant recruitment process. At the end of that period or once you withdraw your consent your data will be deleted or destroyed. If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your personnel file and retained during your employment and six years after you leave the company.
- Your duty to inform us of any changes
In order that we can ensure that the personal data we hold in relation to you is accurate, it is important that you keep us informed of any changes to that data.
- What rights do you have in respect of how we use your personal data?
Subject to legal limitations you have the right to:
- Request access to your data
- Request corrections to be made to your data
- Request erasure of your data
- Object to the processing of your data
- Request that processing restrictions be put in place
- Request a transfer of your personal data
Whenever you make a request for access to personal data, to ensure that we are releasing personal data to the correct person we may ask questions to confirm your identity.
You will not be expected to pay a fee to obtain your personal data unless we consider that your request for access to data is unfounded or excessive. In these circumstances we may charge you a reasonable fee or refuse to comply with your request. We may also charge a reasonable fee where we have supplied a copy of your personal data and you then request another copy of the same information.
If we have asked for your written consent to obtain information, you have the right to withdraw your consent at any time. To withdraw your consent please contact Veenus Ltd. at firstname.lastname@example.org. Once we receive your notice of withdrawal we will cease processing your data unless we have any other lawful basis on which to continue processing that data.
- How to make a complaint
To exercise all relevant rights, queries or complaints please in the first instance contact Veenus Ltd. on email@example.com. If this does not resolve your complaint to your satisfaction, you have the right to lodge a complaint with the Information Commissioners Office on 03031231113 or via email https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, England.