VidAnna Privacy Policy
Vidanna Limited is a company registered in England and Wales (referred to as "VIDANNA", "we" or "us" in this policy).
Overview
Maintaining the security of your data is a priority at VIDANNA, and we are committed to respecting your privacy rights. We pledge to handle your data fairly and legally at all times. VIDANNA is also dedicated to being transparent about what data we collect about you and how we use it.
This policy, which applies whether you visit our online store or otherwise engage with us provides you with information about:
-
how we use your data;
-
what personal data we collect;
-
how we ensure your privacy is maintained; and
-
your legal rights relating to your personal data.
How We Use Your Data
VIDANNA (and trusted partners acting on our behalf) use your personal data:
-
To provide goods and services to you;
-
To make a tailored website available to you;
-
To manage any registered account(s) that you hold with us;
-
To verify your identity;
-
For crime and fraud prevention, detection and related purposes;
-
To safeguard our colleagues, contractors and workers in our supply chain, including in relation to the risk of modern slavery and exploitation
-
With your agreement, to contact you electronically about promotional offers and products and which we think may interest you;
-
For promotional and marketing purposes a tailor and personalise products and services;
-
To train and manage our people and develop products and services;
-
For customer insight and market research to better understand your needs;
-
To enable VIDANNA to manage customer service interactions (including refunds) with you; and
-
Where we have a legal right or duty to us disclose your information (for example in relation to an investigation by a public authority or in a legal dispute).
On-line Advertising
If you visit our website, you may be served personalised advertisements for VIDANNA branded products and services whilst using other websites (including social media platforms). Any advertisements you see will relate to products you have viewed whilst browsing our websites on your computer or other devices, or which we believe are of interest to you.
​
These advertisements are provided by VIDANNA via market leading specialist providers using ‘cookies’ and similar technologies placed on your computer or other devices (see further information on the use of cookies in our Cookie Policy). You can remove or disable cookies at any time - see below for further information.
Sharing Data With third Parties
Our Service Providers And Suppliers
In order to make certain services available to you, we may need to share your personal data with some of our service partners. These include IT, delivery and marketing service providers and fraud prevention and identification partners.
​
VIDANNA only allows its service providers to handle your personal data when we have confirmed that they apply appropriate data protection and security controls. We also impose contractual obligations on service providers relating to data protection and security, which mean they can only use your data to provide services to VIDANNA and to you, and for no other purposes.
Other Third Parties
Aside from our service providers, VIDANNA will not disclose your personal data to any third party, except as set out below. We will never sell or rent our customer data to other organisations for marketing purposes.
We may share your data with:
-
Our carefully selected partners who provide ‘VIDANNA’ branded products and services (for example energy suppliers), for direct marketing purposes if we have your consent to do so;
-
Credit reference agencies, banks and payment card issuers (such as Visa, Mastercard and AmEx)
-
Third party marketing partners, including Google, Meta (which owns Facebook and Instagram) or Telegram to deliver advertising to you.
-
If you are using Google or registered with one or more of those social media platforms (see further information on Social Media platforms and Search Engines below).
-
A business with acquires all or part of the VIDANNA business, as set out further below
-
Governmental bodies, regulators, law enforcement agencies, courts/tribunals and insurers where we are required to do so: -
-
To comply with our legal obligations;
-
To exercise our legal rights (for example in court cases);
-
For the prevention, detection, investigation of crime or prosecution of offenders; and
-
To safeguard and protect our employees, customers or other individuals.
Social Media Platforms and Search Engines: Facebook, Instagram, Telegram and Google
If you have an account with a Meta platform (such as Facebook or Instagram) or Telegram, or use Google, and accept cookies on our website, your personal data, including purchasing and browsing activity, will be shared with them. ‘Meta’ includes Meta Platforms, Inc (a US company) and other Meta Group companies.
​
Google includes Google LLC (a US company) and Google Ireland Limited. This data is shared so the social media companies or search engines can serve tailored and personalised advertisements to you (including relevant VIDANNA products and services) when you are using their platforms and apps.
​
For certain data processing activities, Meta Telegram or Google will be acting as a data controller using data solely for their own purposes. In some circumstances, Meta and/or Telegram will be acting as joint data controller with VIDANNA.
Further information on how these organisations handle your personal data, including the legal basis for data processing and how you can exercise your data subject rights against them, is set out in their Privacy Policies at the links below:-
Meta | Privacy Centre | Manage your privacy on Facebook, Instagram and Messenger | Facebook Privacy.
How Google uses information from sites or apps that use our services – Privacy & Terms – Google.
​
How long do we keep your data?
We will not retain your data for longer than necessary for the purposes set out in this Policy. Different retention periods apply for different types of data, however the longest we will normally hold any personal data is 7 years.
What Personal Data Do We Collect?
VidAnna may collect the following information about you:
-
Your name, age/date of birth and gender;
-
Your contact details: postal addressincluding billing and delivery addresses, telephone numbers (including mobile numbers) and e-mail address;
-
Purchases and orders made by you;
-
Your on-line browsing activities on our websites;
-
Your password(s);
-
When you make a purchase or place an order with us, your payment card details;
-
Your communicarion and marketing preference
-
Your interest, preferences, feedback and survey responses
-
Your location
-
Your correspondence and communications with VidAnna and
-
Other publicly available person data, including any which you have shared via a public platform (such as a tweeter feed or public Facebook page)
This list is not exhaustive, and, in specific instances, we may need to collect additional data for the purpose set out in this policy
Some of the above personal data is collected directly, for example when you set up an on-line account on our websites, or send an email to our customer services team. Other personal data is collected indirectly, for example your browsing or shopping activity. We may also collect personal data from third parties who have your consent to pass your details to us, or from publicly available sources.
How We Protect Your Data
Our Controls
VIDANNA is committed to keeping your personal data safe and secure.
Our security measures include: -
-
Encryption of data;
-
Cyber security assessments of all service providers who may handle your personal data;
-
Scenario planning and crisis management exercises to ensure we are ready to respond to cyber security attacks and data security incidents;
-
Penetration testing of systems;
-
Security controls which protect the entire VIDANNA IT infrastructure from external attack and unauthorised access; and
-
Internal policies setting out our data security approach and training for employees.
What You Can Do To Help Protect Your Data
VIDANNA will never ask you to confirm any bank account or credit card details via email. If you receive an email claiming to be from VIDANNA asking you to do so, please ignore it and do not respond.
​
If you are using a computing device in a public location, we recommend that you always log out and close the website browser when you complete an online session.
In addition, we recommend that you take the following security measures to enhance your online safety both in relation to VIDANNA and more generally:
-
keep your account passwords private. Remember, anybody who knows your password may access your account.
-
when creating a password, use at least 8 characters.
-
A combination of Upper & lower case letter, special character and numbers is best. Do not use dictionary words, your name, email address, or other personal data that can be easily obtained.
-
We also recommend that you frequently change your password. You can do this accessing your account, clicking ‘your account’, clicking ‘your data’ and selecting ‘change password’.
-
Avoid using the same password for multiple online accounts.
-
Use Password Managers to generate unique and secure password.
-
Setup Multi Factor Authentication (MFA) where possible.
Your Rights
You have the following rights:
-
The right to ask for a copy of personal data that we hold about you (the right of access);
-
The right to request that we delete personal data held on you; where we no longer have any legal reason to retain it (the right of erasure or to be forgotten);
-
The right to ask us to update and correct any out of-date or incorrect personal data that we hold about you (the right of rectification);
-
The right to opt out of any marketing communications that we may send you and to object to us using / holding your personal data if we have no legitimate reasons to do so (the right to object);
-
The right (in certain circumstances) to ask us to ‘restrict processing of data’; which means that we would need to secure and retain the data for your benefit but not otherwise use it (the right to restrict processing); and
-
The right (in certain circumstances) to ask us to supply you with some of the personal data we hold about you in a structured machine-readable format and/or to provide a copy of the data in such a format to another organisation (the right to data portability).
-
If you wish to exercise any of the above rights, please contact us using the contact details set out below.
-
E-mail: privacy@vidanna.com
Legal Basis For Using Data
We are required to set out the legal basis for our ‘processing’ of personal data.
Legal basis for VIDANNA processing customer personal data
General
Generally, VIDANNA collects and uses customers’ personal data because it is necessary for:
the pursuit of our legitimate interests (as set out below); the purposes of complying with our duties and exercising our rights under a contract for the sale of goods to a customer; or complying with our legal obligations.
​
In general, we only rely on consent as a legal basis for processing personal data in relation to sending direct marketing communications to customers via email or text message.
Customers have the right to withdraw consent at any time. Where consent is the only legal basis for processing, we will cease to process data after consent is withdrawn.
Our Legitimate Interests
The normal legal basis for processing customer data, is that it is necessary for the legitimate interests of VIDANNA, including
-
Selling and supplying goods and services to our customers;
-
Protecting customers, employees and other individuals and maintaining their safety, health and welfare;
-
Promoting, marketing and advertising our products and services;
-
Sending promotional communications which are relevant and tailored to individual customers;
-
Understanding our customers’ behaviour, activities, preferences, and needs;
-
Improving existing products and services and developing new products and services;
-
Complying with our legal and regulatory obligations;
-
Preventing, investigating and detecting crime, fraud or anti-social behaviour and prosecuting offenders, including working with law enforcement agencies;
-
Handling customer contacts, queries, complaints or disputes (including managing refunds);
-
Managing insurance claims by customers;
-
Protecting VIDANNA, its employees and customers, by taking appropriate legal action against third parties who have committed criminal acts or are in breach of legal obligations to VIDANNA; effectively handling any legal claims or regulatory enforcement actions taken against VIDANNA;
-
Fulfilling our duties to our customers, colleagues, shareholders and other stakeholders;
-
Managing corporate transactions, including selling or transferring any parts of our business to third parties, acquiring new businesses, entering into mergers or undertaking corporate restructuring activity.
Sensitive types of information
In exceptional circumstances, VIDANNA may need to hold and/or use the following types of personal information about a customer:
-
race or ethnicity
-
political, religious or philosophical beliefs
-
trade union membership
-
health data
-
genetic or biometric data
-
sex life or sexual orientation
-
criminal convictions or criminal offences
These categories of personal data are subject to additional legal safeguards under the legislation, and we are required to set out the legal basis for processing this data. The legal bases which we are likely to rely on, and which are set out in detail in the UK Data Protection Act 2018, are that:
-
we have obtained consent (including explicit consent where required) for the processing
-
the processing is necessary:-
-
for preventing or detecting unlawful activities or protecting the public from dishonesty, malpractice and/or other improper actions
-
to protect children or other people at risk of harm or neglect and / or those who are physically or mentally ill or disabled
-
in connection with our (or your) legal rights or duties relating to employment, social security and social protection
-
for legal disputes and claims
-
for protecting the vital interests of individuals or
-
for assisting certain regulators
-
the personal data has been made public by the individual it relates to.
Where To Make A Complaint
If you have a complaint regarding any aspect of your Personal Data or this Privacy Policy, please contact us in the first instance by emailing privacy@vidanna.com.
However, if you are still not satisfied with the outcome of your complaint, you may write to the Information Commissioner’s Office at the following address:
​
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
You can also contact the Information Commissioner’s Office using their online form here.
Third Party Sites And Microsites
VIDANNA has partnered with certain trusted third parties to make additional products and services available to you, including:
- Ebay Store accessible by clicking here
- Shopify accessible by clicking here
- Clearpay accessible by clicking here
- PayPal accessible by clicking here
- Klarna accessible by clicking here
These products and services can be accessed online through the relevant third party's "microsite". These websites, and others linked to from this Policy, are owned and operated by a third party and they are responsible for processing personal data in accordance with their own privacy policies.
UPDATES
This policy was last updated in May 2024