Virtual QS Limited understands that your privacy is important to you and that you care about how your personal data is used. We respect and value the privacy of all our customer data and will only collect and use personal data in ways that are described here, and in a way that is consistent with our obligations and your rights under the law.
- Information About Us
Virtual QS Limited
are a limited company registered in England under company number 10854836.
East Lodge Kartway House, Lugwardine, Hereford, England, HR1 4AE
Virtual QS provide construction, business, and cost consultancy services.
2. What Does This Notice Cover?
This Privacy Information explains how we use your personal data: how it is collected, how it is held, and how it is processed. It also explains your rights under the law relating to your personal data.
3. What Is Personal Data?
Personal data is defined by the General Data Protection
Regulation (EU Regulation 2016/679) (the “GDPR”) and the Data Protection Act
2018 (collectively, “the Data Protection Legislation”) as ‘any information
relating to an identifiable person who can be directly or indirectly identified
in particular by reference to an identifier’.
Personal data is, in simpler terms, any information about you
that enables you to be identified. Personal data covers obvious information
such as your name and contact details, but it also covers less obvious
information such as identification numbers, electronic location data, and other
The personal data that we use is set out in Part 5, below.
4.What Are My Rights?
Under the Data Protection Legislation, you have the following rights, which we will always work to uphold:
a) The right to be informed about or collection and use of your personal data. This Privacy Notice should tell you everything you need to know, but you can always contact us to find out more or to ask any questions using the details in Part 11.
b) The right to access the personal data we hold about you. Part 10 will tell you how to do this.
c) The right to have your personal data rectified if any of your personal data held by us is inaccurate or incomplete. Please contact us using the details in Part 11 to find out more.
d) The right to be forgotten, i.e. the right to ask us to delete or otherwise dispose of any of your personal data that we hold. Please contact us using the details in Part 11 to find out more.
e) The right to restrict (i.e. prevent) the processing of your personal data.
f) The right to object to us using your personal data for a particular purpose or purposes.
g) The right to withdraw consent. This means that, if we are relying on your consent as the legal basis for using your personal data, you are free to withdraw that consent at any time.
h) The right to data portability. This means that, if you have provided personal data to us directly, we are using it with your consent or for the performance of a contract, and that data is processed using automated means, you can ask us for a copy of that personal data to re-use with another service or business in many cases.
i) Rights relating to automated decision-making and profiling. We do not use your personal data in this way.
For more information about our use of your personal data or
exercising your rights as outlined above, please contact us using the details
provided in Part 11.
It is important that your personal data is kept accurate and
up-to-date. If any of the personal data we hold about you changes, please keep us
informed as long as we have that data.
Further information about your rights can also be obtained
from the Information Commissioner’s Office or your local Citizens Advice
If you have any cause for complaint about our use of your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office. We would welcome the opportunity to resolve your concerns ourselves so please contact us using the details in Part 11.
5. What Personal Data Do You Collect and How?
Depending upon your use of our services, we may collect and hold some or all of the personal and non-personal data set out in the table below, using the methods also set out in the table. We do not collect any special category’ or ‘sensitive’ personal data or personal data relating to children and data relating to criminal convictions and/or offences.
6. How Do You Use My Personal Data?
Under the Data Protection Legislation, we must always have a lawful basis for using personal data. The following table describes how we use your personal data, and our lawful bases for doing so:
With your permission and/or where permitted by law, we may
also use your personal data for marketing purposes, which may include
contacting you by email and, or telephone and, or text message and, or post,
with information, news, and offers on our products and services.
You will not be sent
any unlawful marketing or spam. We will always work to fully protect
your rights and comply with our obligations under the Data Protection
Legislation and the Privacy and Electronic Communications (EC Directive)
Regulations 2003, and you will always have the opportunity to opt-out. We will
always obtain your express opt-in consent before sharing your personal data
with third parties for marketing purposes and you will be able to opt-out at
We will only use your personal data
for the purpose(s) for which it was originally collected unless we reasonably
believe that another purpose is compatible with that or those original
purpose(s) and need to use your personal data for that purpose. If we do use
your personal data in this way and you wish us to explain how the new purpose
is compatible with the original, please contact us using the details in Part
If we need to use your personal
data for a purpose that is unrelated to, or incompatible with, the purpose(s)
for which it was originally collected, we will inform you and explain the legal
basis which allows us to do so.
In some circumstances, where permitted or required by law, we may process your personal data without your knowledge or consent. This will only be done within the bounds of the Data Protection Legislation and your legal rights.
7. How Long Will You Keep My Personal Data?
We will not keep your personal data for any longer than is
necessary in light of the reason(s) for which it was first collected. Your
personal data will therefore be kept for the following periods (or, where there
is no fixed period, the following factors will be used to determine how long it
8. How and Where Do You Store or Transfer My Personal Data?
We only store or transfer your personal data within the
European Economic Area (the “EEA”). The EEA consists of all EU member states,
plus Norway, Iceland, and Liechtenstein. This means that your personal data
will be fully protected under the Data Protection Legislation, GDPR, and/or to
equivalent standards by law.
The security of your personal data is essential to us and to
protect your data, we take a number of important measures, including the
- limiting access to your personal data to those employees, agents, contractors, and other third parties with a legitimate need to know and ensuring that they are subject to duties of confidentiality;
- procedures for dealing with data breaches (the accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to, your personal data) including notifying you and/or the Information Commissioner’s Office where we are legally required to do so;
9. Do you share my personal data?
We will not share any of your personal data with any third
parties for any purposes, subject to the following exception[s].
If we sell, transfer, or merge parts of our business or
assets, your personal data may be transferred to a third party. Any new owner
of our business may continue to use your personal data in the same way(s) that
In some limited circumstances, we may be legally required to
share certain personal data, which might include yours, if we are involved in
legal proceedings or complying with legal obligations, a court order, or the
instructions of a government authority.
If any of your personal data is shared with a third party, as
described above, we will take steps to ensure that your personal data is
handled safely, securely, and in accordance with your rights, our obligations,
and the third party’s obligations under the law, as described above in Part 8.
If any personal data is transferred outside of the EEA, we will take suitable steps in order to ensure that your personal data is treated just as safely and securely as it would be within the UK and under the Data Protection Legislation, as explained above in Part 8.
10. How Can I Access My Personal Data?
If you want to know what personal data we have about you, you
can ask us for details of that personal data and for a copy of it (where any
such personal data is held). This is known as a “subject access request”.
All subject access requests should be made in writing and sent
to the email or postal addresses shown in Part 11.
There is not normally any charge for a subject access request.
If your request is ‘manifestly unfounded or excessive’ (for example, if you
make repetitive requests) a fee may be charged to cover our administrative costs in responding.
We will respond to your subject access request within one month of receiving it. Normally, we aim to provide a complete response, including a copy of your personal data within that time. In some cases, however, particularly if your request is more complex, more time may be required up to a maximum of three months from the date we receive your request. You will be kept fully informed of our progress.
11. How Do I Contact You?
To contact us about anything to do with your personal data and
data protection, including to make a subject access request, please use the
Email address: email@example.com
Postal Address: 8 Avocet Road, Hereford, HR4 9WA
12. Changes to this Privacy Notice
We may change this Privacy Notice from time to time. This may
be necessary, for example, if the law changes, or if we change our business in
a way that affects personal data protection.
Any changes will be made available on our website. Privacy
Notice dated May 2019 v1