Privacy notice and cookie Policy

February 2023

Thank you for visiting our website and for using our services. This Privacy Notice is provided by ASQUARE. This Online Privacy Notice and Cookie Policy informs you on how we will process any personal data that we collect, use, share and protect your personal data.

Please read this Privacy Notice carefully to understand what we do with your personal data.

We may change this Privacy Notice and Cookies Policy from time to time and if we make any material changes, then we will make this available to you on our website or by other means. The date at the top of this Privacy Notice and Cookies Policy indicates when this Privacy Notice and Cookies Policy was last updated.

The Law says we must provide you with this information and we hope this will help you to understand how we will keep your personal data safe. We have defined some words and phrases to help make it clear what we mean.

In this Privacy Notice and Cookies Policy:

“personal data” means personal data as defined under the Law and includes any information about an identified or identifiable natural person. Such information may include, for example, information we collect against an identifier for you (for example, your IP address or cookie ID). We also refer to personal data as “data about yourself”, “personal information”, “your information”, “personal details” and “information about you”.

“controller” means controller as defined in applicable data protection legislation;

“ASQUARE”, “our”, “us” and “we” means ASQUARE Virtual Designs Limited and ASQUARE Virtual Designs Limited; and

“the Law” means applicable data protection legislation, including (where applicable) the General Data Protection Regulation (“GDPR”).

Who are we?

We are the controllers of your personal data under applicable laws which may include the EU General Data Protection Regulation (“GDPR”) and the UK version of the GDPR (“UK GDPR”). We, as controllers, determine why and how we collect and use your personal data. We are committed to protecting your privacy and personal data as you use our website and web services. We take seriously our responsibility to hold your personal data securely and confidentially.

What kind of personal data do we collect about you and how?

Depending on your interaction with our website when you, your client or organisation receive our service or otherwise interact with us, we collect the following information about you which constitutes personal data under applicable laws. Personal data means any information about an identified or identifiable natural person.

We collect and process categories of personal data of individuals (data subjects) who may be current or prospective clients. We collect personal data from you such as your name, residential address, email address which may include first name and last name as well as any other personal data we ask you to provide as part of providing the service, or which you choose to share with us.

We may collect your personal information when:

You email us directly
You fill in a website enquiry form
We provide a receipt with information outlining the agreed service, this may include personal information such as your name and billing address.
If you use the online email, you may choose to give us your personal data and we will also ask you to provide us with certain personal data such as your name, business email address, job title, company and ASQUARE account information. We may need to ask you for additional personal data to help us to meet your needs and to provide you with the services you require. If you do not provide your personal data to us, it may make it impossible for us to provide these services to you.
We use cookies on our website and if they are not strictly necessary to operate our website, we will only use them where you have consented to us placing these on your computer or other device. These cookies and tags collect data about your use of the website including how you arrived at our website, which pages you click on and where you scroll on the page, the country from which you are accessing the website, which website you go to when you leave our website and your activity on other third-party websites. If you register for our website, this information is linked to your registration and any offline information we have about you as outlined in this notice. If you do not register for our website, this information is linked to a unique cookie ID number which is provided to you when you visit our website or to your IP address. For more information on the cookies, we use and what information is collected, together with information on how to manage your cookie settings, please see our Cookies Policy below.
Otherwise interact with us. If you use our website, we may collect certain information automatically from your computer or device. This information (e.g.: Cookies, IP addresses) may be considered personal data under applicable laws Our Cookie Policy (below) provides you with further information about how we use your personal data we collect online.

As we have described above, we use cookies on our website. Some of these cookies collect personal data about you, including data you have provided to us, for example your email address, as well as information about your website activity (e.g., pages you visit, how you scroll through the page and what you click on).

Why we need your data

We collect information about you to fulfil the request/service. For example, if you contact us via the website enquiry form, we use this information to contact you directly, process and manage the service and if you consent, to email you about other products, services and information that may be of interest to you.

Do we collect personal data about you from third parties?

We may also collect your personal data from third parties, for example, by using third party cookies. Please find more information about how we use third party cookies in our Cookies Policy below.

How do we protect your personal data?

To protect the security of your personal data, we implement appropriate technical and organisational security measures with a view to preventing unauthorised access to your personal data by anyone. We use leading technologies such as (but not limited to) data encryption, firewalls and server authentication to protect the security of your personal data. ASQUARE Ltd follow strict privacy standards and whenever we hire third parties to provide support services, we require them to observe the same standards.

How will we use your personal data we collect online?

This section of this Privacy Notice and Cookies Policy explains for what purposes we use your personal data we collect online and on which legal bases we rely. Our legal bases for collecting and using your personal data will include:

to perform our contract with you such as (i) servicing your online account or (ii) providing you with our online valuation service;
to pursue our legitimate interests which do not override your interests or fundamental rights and freedoms, such as (i) improving our services to you and other website users and developing new products; (ii) providing information to you about our services and products or anything else that we think may be of interest to you (this information may be provided to you in the form of a digital advertisement or via email), and we may identify which products or services we think you are interested in by using cookies on our website which track and analyse how you use our website; and (iii) processing your personal data for administration, assessment and analysis purposes (for example, marketing).
to comply with our legal obligations laid down in laws applicable to us; and
In some circumstances and subject to applicable laws, we will process your personal data where we have obtained your consent. However, we will make it clear to you at the time of collection of your personal data that we are relying on your consent to process your personal data, and you will have the right to withdraw your consent at any time. The withdrawal of your consent shall not affect the lawfulness of processing based on your consent before its withdrawal.

How do we use another person's personal data you have provided?

Using our Email page tool, you will be able to provide information requesting further details around the service we provide. We will not use theinformation provided for any purpose other than sending the information you request about the service. You should always get consent before providing someone else's details to us.

For how long do we keep your personal data?

We only keep your personal data for as long as is necessary to fulfil the purposes for which it has been collected. When determining the appropriate retention period, we consider the risks of the processing, our contractual, legal and regulatory obligations, data retention requirements and our legitimate business interests as described in this Privacy Notice and Cookies Policy..

Your information that you have opted in for marketing purposes will be kept with us until you notify us that you no longer wish to receive this information. If you have consented to receive marketing, you may opt out at later date.

We aim to take cautionary measures to ensure we do not collect any personal data from you that we do not need in order to provide and oversee our services to you.

Who do we share your personal data with?

Where we may send direct marketing materials to you, we may send your personal data to third parties with whom we have contracted to provide these materials to you on our behalf and in our name. These third parties act as our processors in relation to their processing of your personal data in this way.

We also use other third parties to process your personal data on our behalf. For example, we use third parties to drop cookies and perform analytics on our website (please see the Cookie Policy below for further information about our use of cookies).

When we use third party processors, we ensure they process your personal data in accordance with our instructions and that they put appropriate technical and organisational security measures in place to adequately protect your personal data.

In certain circumstances, we may also share your personal data we collect online, for the purposes set out in this Privacy Notice and Cookies Policy, with other third parties such as service providers (e.g., web-hosting firms, other information technology service providers), who provide a service to us or you.

We also may disclose your personal data to courts, the police, or other law enforcement agencies where we are legally obliged to do so or in our reasonable opinion such disclosure is necessary to comply with applicable laws and legal processes, support an investigation or to protect our rights and interests in relation to any suspected misuse by you of our website or any of our website services.

We endeavour to prevent unauthorised disclosures of your personal data by other people, but we are not responsible for any unauthorised disclosures or other breaches of security or for the actions of others if the personal data was passed to them with your authority or with the authority of anybody other than us.

Where is your personal data transferred?

When we share your personal data with the organisations listed above, it may involve transferring your personal data outside the European Economic Area (EEA) or outside of the UK or any other country from where you may access our website, to countries where the level of protection of personal data has not been deemed adequate by the European Commission (or e.g. by relevant bodies or applicable laws in the UK or in other countries outside of the EEA). The absence of an adequacy decision means that the laws of these countries may not guarantee the adequate level protection of your personal data as defined by the Law. However, we will ensure that your personal data is transferred, processed and maintained to the standards required by Law by putting standard data protection clauses in place (as approved by the European Commission) or where we use third parties, we may rely on other appropriate transfer mechanisms they have implemented in accordance with the Law. You can obtain a copy of the standard data protection clauses at https://ec.europa.eu/info/law/law-topic/data-protection/data-transfers-outside-eu/model-contracts-transfer-personal-data-third-countries_en and contact us by using the contact details provided below for further information about other appropriate transfer mechanisms we may rely on.

What are your rights in relation to the personal data we hold about you?

Subject to the conditions prescribed in applicable laws, you have the right: (i) to access (ii) rectify or request erasure of your personal data; (iii) to ask us to restrict processing of it; (iv) to request portability of it.

Subject to the conditions prescribed in applicable laws, you have the right (vi) to object, on grounds relating to your particular situation, to processing of your personal data which is based on our or a third party’s legitimate interests; and (vii) to object to processing of your personal data for direct marketing purposes, (viii) right to avoid automated decision making.

You can exercise these rights by contacting us using the contact details provided below.

You also have the right to lodge a complaint with a supervisory authority about our use of your personal data in the EU Member State of your habitual residence, place of work or place of the alleged infringement if you consider that the processing of your personal data infringes the GDPR.

Our Cookies Policy

As we have described in our Privacy Notice, we use cookies on our website. Some of these cookies collect personal data about you, including data you have provided to us, for example your email address, as well as information about your website activity (e.g., pages you visit, how you scroll through the page and what you click on).

How will your site recognise who I am?

When you access our site for the first time or register for our site services, we will place a 'Cookie' on your computer. Cookies are small text files placed on your computer and are commonly used on the internet by many websites to store information on their users' computers. Cookies only contain information relating to the website that created them and can only return the information to that website. In other words, our site cannot read the information contained in cookies created by anyone else's website on your computer. Similarly, only our site can read the information in cookies that it creates. Cookies cannot be used to get or view data from your hard drive.

Can I use the website in an anonymised or pseudonymised manner?

In accordance with applicable data protection legislation, you may choose to use the website in an anonymised or pseudonymized manner. This applies only to the extent that anonymous or pseudonymized use of the website is technically possible and reasonable.

What purposes are cookies used for?

By consenting to the use of cookies on our website you acknowledge and agree that we may (i) track and record information for systems, marketing, trouble shooting, administrative, analysis and reporting purposes, and (ii) use your personal data for the following purposes:

track and record the aggregate number of visitors to the website and the sections of the site visited by visitors using cookies.
analyse our website, for example to collect information that will help us understand visitors' browsing habits on our website.
compile statistical reports on website activity, e.g., number of visitors and the pages they visit.
improve the functionality of our website by temporarily storing any information which you may enter in tools, such as calculators or demonstrations on our website; in some cases, remember information about you when you visit our site. We may need to do this to provide some of our services; and
record your visit to our website, the pages you have visited and the links you have followed. We use this information to make our website more relevant to your interests and identify products or services that may be of interest to you. We may also share this information with third parties for these purposes.

We also use cookies that are essential to operate our website, for example by directing you to the right area depending on what country you have selected, we call these cookies “strictly necessary” cookies.

We use two types of cookies:

Session cookies: These are temporary and are deleted as soon as you close your browser; and

Persistent cookies: These are stored on your computer until they expire, or you remove them. Persistent cookies store your personal preferences such as your language preferences on multi-lingual sites to make subsequent visits easier. They also remember questions we have asked you previously, such as a request to complete an online survey.

You can find more information about the individual cookies we use when they expire and the purposes for which we use them in the table below.

Functional Cookies

Functional cookies enable you to fully navigate around our website. If you choose not to accept these cookies, your experience on our website may be hindered significantly. You can turn off these cookies via your browser settings.

Cookie: Go Daddy

What it does/what is it used for: When you visit or interact with our sites, services, applications, tools or messaging, we or our authorized service providers may use cookies, web beacons, and other similar technologies to make your experience better, faster and safer, for advertising purposes and to allow us to continuously improve our sites, services, applications and tools. Any personal information or data collected by these technologies is used only by us or by our authorized service providers on our behalf, and you always have full control over whether these technologies work on your devices by visiting our Manage Settings to toggle them ‘on’ or ‘off’.

When we collect the data: At the start of a user session.

Expiration: At the end of a user session.

Experience Cookies

These cookies allow us to improve a visitor’s experience of the website; and can make a visit more relevant. You can turn off these cookies via your browser settings.

Cookie: LinkedIn Insight Tag

What it does/what is it used for: Used to track conversions, retarget website visitors, and unlock additional insights about users interacting with your LinkedIn ads. The LinkedIn Insight Tag enables the collection of data regarding members’ visits to the website, including the URL, referrer, IP address, device and browser characteristics (User Agent), and timestamp. The IP addresses are truncated or (when used for reaching members across devices) hashed, and members’ direct identifiers are removed within seven days in order to make the data pseudonymous.

When we collect the data: At the start of a user session.

Expiration: 180 Days

Cookie: Google Analytics and Google Ads (Remarketing)

What it does/what is it used for: Uses a client ID, to differentiate between returning and first-time visitors and monitors users behaviour around our website and third party websites. See above and below for more information about how Google Analytics and Remarketing works.

When we collect the data: When the user visits the site.

Expiration: 6 months

Third party cookies

We work with third parties who, on our behalf, research the use of our website and activities on it. In doing so they may place a cookie on your computer. However, it would not contain any personal data in a format that can be read by anyone else.

We also work with third parties to evaluate the effectiveness of our advertising and promotions on third party websites. Again, the cookie would not contain any personal data in a format that can be read by anyone else.

Please note that third parties (including, for example, providers of external services like web traffic analysis services) may also use cookies, over which we have no control. These cookies are likely to be analytical/performance cookies or targeting cookies.

Managing your cookie settings

You can refuse, accept or remove cookies at any time by using the settings on your internet browser. You can configure your internet browser to warn you each time a new cookie is about to be stored on your computer so that you can decide whether to accept or reject it. Please refer to your internet browser's help section for further information. Please note that some parts of our website may not function properly if you reject cookies.

Please refer to your browser to manage your cookie settings.

You can prevent the storage of cookies by selecting the appropriate settings of your browser software as described above; however, please note that if you do this, you may not be able to use the full functionality of this website.

You can also prevent the data (including your IP address) generated by the cookie relating to your use of this website from being collected and processed by Google by downloading and installing the browser plug-in available under the following link: https://tools.google.com/dlpage/gaoptout.

This website uses Google Analytics with the extension "_anonymizeIp()". This means that only truncated IP addresses will be further processed so as to prevent them from being linked to a specific user.

Use of Google Analytics and Google Ads (Remarketing)

This website uses Google Analytics, a web analytics service provided by Google Inc. (Google). Google Analytics uses cookies, which are text files stored on your computer or mobile phone to help analyse how the website is used by you. As a rule, the information generated by the cookie about your use of the website is transmitted to and stored by Google on a server in the United States. If IP anonymisation is activated on this website, however, your IP address will be truncated by Google in Member States of the European Union or in other states party to the Agreement on the European Economic Area prior to transmission. Only in exceptional cases will the complete IP address be transmitted to a Google server in the United States and truncated there. Google will use this information on behalf of the operator of this website for the purpose of evaluating your use of the website, compiling website activity reports and providing other services to us relating to the use of this website.

The IP address transmitted by your browser within the scope of Google Analytics will not be associated with any other data held by Google.

Cookies related to Google Analytics and Google Ads (see cookies: ‘_ga’ & ‘_gid’) are used to capture data around how our customers engage with our website, such as pages they visited, interactions they had on the pages, and information about what type of device they are using. We combine this data and analyse it so we can improve the performance of our services and refine the products we provide. We may also use this information and combine it with profile data to help us understand which of our products, services and offers may be relevant for you – with this information, we may tailor our marketing ads, and aspects of our websites to individual visitors based on your usage.

The use of Google Analytics is made in line with the requirements agreed between the German data protection authorities and Google. Third-party provider information: Google Dublin, Google Ireland Ltd., Gordon House, Barrow Street, Dublin 4, Ireland, Fax: +353 (1) 436 1001. Terms of Service: http://www.google.com/analytics/terms/gb.html, and Privacy Policy: http://www.google.com/intl/en/policies/privacy/.

Use of Adobe Analytics

Cookies related to Adobe Analytics (see cookies: ‘AMCV_*AdobeOrg’ & ‘AMCVS_*AdobeOrg’) allow us to analyse how our customers engage with our website, such as pages they visited, interactions they had on the pages, and information about what type of device they are using. We combine this data and analyse it so we can improve the performance of our services and refine the products we provide. We may also use this information and combine it with profile data to help us understand which of our products, services and offers may be relevant for you – with this information, we may tailor our marketing ads, and aspects of our websites to individual visitors based on your usage.

More information about cookies

Useful information about cookies, including information about deleting or blocking cookies, can be found at: https://www.allaboutcookies.org
A guide to behavioral advertising and online privacy has been produced by the internet advertising industry which can be found at: https://www.youronlinechoices.com
The UK Information Commissioner's Office (ICO) cookie guide can be found on the ICO website: https://ico.org.uk/your-data-matters/online/cookies/

How can you contact us?

We keep our Privacy Notice and Cookies Policy under regular review, and we will place any updates on this web page.

We reserve the right to revise this Privacy Notice and Cookies Policy at any time by posting a revised version of it on the ASquare Ltd website.

If you have any questions or concerns about our use of your personal data, please contact us by email at design@asquare.co.uk

Privacy notice and cookie Policy

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