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VHQ Solutions Privacy Statement

The following discloses the information gathering and dissemination practices for the services offered by Virtual HQ Solutions Limited and for our Website. VHQ Solutions reserves the right to amend this Privacy Statement at any time with or without notice. Only the current Privacy Statement is deemed effective, so please review this Privacy Statement periodically.

VHQ Solutions has created this Privacy Statement in order to demonstrate our firm commitment to safeguarding the privacy of our Subscribing Organisations, Users and Website Visitors. Our Privacy Rules summarise this commitment.

VHQ Solutions Privacy Rules:

1. We do not reveal any personally identifiable information that we collect about you, your use of the Services or any information that you post on your WebOffice or CRM Site to anyone else.

2. Unless you choose otherwise, VHQ Solutions shares information about you only on a basis that does not personally identify you.

3. We use industry-standard technology and other means to keep your information as secure as possible.

4. We give you certain choices concerning collection and use of information about you.


If Subscribing Organisations or Users have any questions or concerns about this Privacy Statement, they should contact us at This e-mail address is being protected from spambots. You need JavaScript enabled to view it . The details of each aspect of this Privacy Statement are provided below.


1. We do not reveal any personally identifiable information that we collect about you, your use of the Services or any information that you post on your WebOffice or CRM Site to anyone else.

During the ordering and registration processes, VHQ Solutions collects personally identifiable information from the Subscribing Organisations and their Users. VHQ Solutions may also collect personally identifiable information at other times. VHQ Solutions uses such information only for its own internal purposes. We will not sell, rent or release a Subscribing Organisation's or User's personally identifiable information to any other party except with its explicit permission. In addition, we will not access or release the Site Information except at the request of the Subscribing Organisation or under certain rare special circumstances.


2. Unless you choose otherwise, VHQ Solutions shares information about you only on a basis that does not personally identify you.


Use of personally identifiable information by VHQ Solutions:

In order to improve our Service, provide content and develop applications and services that are useful to our Subscribing Organisations and Users, VHQ Solutions automatically gathers information on an aggregate basis about the applications, services and pages of a Site that Users visit and use. A Subscribing Organisation's or its User's personally identifiable information cannot be linked to any of this information. VHQ Solutions also uses demographic information and profile data about Subscribing Organisations and Users for these purposes.


Personally identifiable information and Third Party Providers:

VHQ Solutions partners with Third Party Providers to provide services, products or other information that will benefit our Subscribing Organisations and their Users.

If a Subscribing Organisation or User is asked for personally identifiable or other information, that Subscribing Organisation or User is providing this information only to VHQ Solutions, unless the Subscribing Organisation or User is registering for, purchasing or using services or products provided by a Third Party Provider, or using a service offered by a Third Party Provider as part of the VHQ Solutions Services portfolio. Personally identifiable and other information may also be collected by our Third Party Providers when Subscribing Organisations or Users view or access pages, or view or respond to an advertisement or promotion offered by one of our Third Party Providers on our Website, the Sites or Third Party Provider websites. Collection and use by a Third Party Provider of any information that is transmitted to a Third Party Provider will be subject to such Provider's Privacy Policy, and VHQ Solutions has no responsibility or liability for such independent policies or the Providers' use of such information. Although we choose all partners carefully, we advise that all Users review a Third Party Provider's privacy statement prior to registering for or using their service.


Use of cookies:

In order to offer our Services and to better respond to any problems Subscribing Organisations and Users may experience with the Services or corporate website, VHQ Solutions uses cookies.


Our Service uses cookies in two ways. First, we use them to identify Users in order for them to use the Site. This cookie expires at the end of each User session unless the User affirmatively elects to use the "Remember My Password" feature at the time he first logs in to the Site. These cookies are an integral part of providing the Services. If a User's browser does not accept cookies, the User cannot use the Services.

Our website uses two anonymous cookies in order to administer our website and best serve our visitors. The first is used to track how visitors have come to our site, and expires after 24 hours. The second cookie is used to determine how frequently a visitor or User visits our website, and expires after 1 year. Both of these anonymous cookies do not include any personally identifiable information about a site visitor, User or Subscribing Organisation.


Our Third Party Providers may also use their own cookies. Our Privacy Statement does not apply to their cookies, which are subject to the terms of their own privacy policies


3. We use industry-standard technology and other means to keep your information as secure as possible.


At VHQ Solutions, we know the security of your site and data is an important issue for you. VHQ Solutions exercises great care to secure your personally identifiable information and Site Information, and has implemented security measures in accordance with industry-standard practice. VHQ Solutions uses various security measures to protect your Site, and we are continuously engaged in examining and updating security as we update our Service. More information about our security practices and the protection of your data, is available on our website.


Internally, we restrict access to all personally identifiable information and Site Information to employees who need access to the information in order to do their jobs. These employees are limited in number, and are committed to our privacy and security policies. All such employees execute comprehensive nondisclosure agreements, which provide explicit confidentiality protections. Any employee who violates our privacy and/or security policies is subject to possible termination and civil and/or criminal prosecution.

Unfortunately, no data transmission over the Internet can be guaranteed to be totally secure, and there is a slight risk that data could be intercepted or interrupted during Internet transmission. Although we strive to provide for secure transmission of Subscribing Organisation and User personally identifiable information and all Site Information from the User's computer to VHQ Solutions's hosting service provider's servers and for secure storage of all Site Information, VHQ Solutions cannot warrant the security of any information Subscribing Organisations or Users transmit to us or from our online services or store on the Sites, and Subscribing Organisations and Users do so at their own risk.


4. We give you certain choices concerning collection and use of information about you.

Except for a few specific instances, Subscribing Organisations and Users may always elect :

  1. not to transmit any personally identifiable information to, or use or receive any Service for which a fee is charged, special service, product, discount, or promotional communications from, VHQ Solutions or our Third Party Providers

  2. to decline or not use advertisements or services that require them to transmit certain information to our Third Party Providers

  3. to remove their personally identifiable information from the Site, or

  4. to discontinue the Site use and having all information deleted


Subscribing Organisations and Users can exercise some of these options by telling us during the ordering process or when they choose to receive or use a specific service or product. Subscribing Organisations and Users can notify us of a change in their requirements by sending an email to This e-mail address is being protected from spambots. You need JavaScript enabled to view it , or writing to us at the address below.

If information is being collected by any entity other than a Third Party Provider or if it will be disclosed by VHQ Solutions in any manner not described in this Privacy Statement, Subscribing Organisations and Users will be given prior notice, and can always elect not to use that particular service or provide the Information.


If a Subscribing Organisation discontinues its Site use, all the personally identifiable information of the Subscribing Organisation and its Users will be removed from our databases (other than in aggregate form), and the Site and all of its Site Information will be removed and/or deleted from our servers.


A Subscribing Organisation or User may update or modify any of its personally identifiable information by using the Site or by informing us via email. For further assistance with this, Users may send an email to This e-mail address is being protected from spambots. You need JavaScript enabled to view it , or write to us at the address below.

To ask any questions about this Privacy Statement, the practices of our Website, our Services, or to make any suggestions or tell us about any other ideas concerning our Website or our Services, please contact:


VHQ Solutions Ltd
The Venture Centre
University of Warwick Science Park
Sir William Lyons Road
Coventry
CV4 7EZ
UK


Definitions and Explanations

Summary

Subscribing Organisations are the groups and Organisations who use our Service.

Users are the authorised Users of a Subscribing Organisation who uses our Service.


Rule 1.

Examples of Personally Identifiable Information: User names, e-mail addresses, and mailing addresses.

Examples of other times when data might be collected: When Subscribing Organisations or Users order any Services for which a fee is charged; when a User reports a problem or question about our Website or Services or responds to one of our surveys.

Examples of internal purposes: Providing our Services; administering our Website and Subscribing Organisations' CRM and WebOffice Sites; providing technical support, contacting or sending information to the Subscribing Organisation and Users, and verifying their identities.

Site Information: This is the information that a Subscribing Organisation or User uploads or stores in their Site.

Special Circumstances for release of Site Information: VHQ Solutions may disclose or access personally identifiable information or Site Information in special cases if (a) it is required to do so by law or to comply with legal process served on VHQ Solutions, our Website or a client Site, or (b) we have a good faith reason to believe that disclosing or accessing such information is necessary or appropriate in order to (i) identify, contact or bring legal action against someone who may be violating or threatening to violate VHQ Solutions's, its Third Party Providers' or our Website's Terms of Service, Privacy Statement or policies or causing or threatening to cause injury to or interference with the Services or VHQ Solutions's, its Third Party Providers' or its Subscribing Organisations', Users' or any third party's rights or property, (ii) protect and defend the Services, or VHQ Solutions's, its Subscribing Organisations', Users', Third Party Providers' or this Website's rights or property, (iii) act under exigent circumstances to protect the safety of the Services, or of VHQ Solutions's Subscribing Organisations, Users, Third Party Providers, this Website or the public, or (iv) identify, confirm or assess a violation or threatened violation of VHQ Solutions's, its Third Party Providers' or this Website's Terms of Service, Privacy Statement or policies, or injury to or interference or threatened injury to or interference with the Services or VHQ Solutions's or its Subscribing Organisations', Users' or any third party's rights or property. In the event of any planned disclosure by VHQ Solutions to a third party of Site Information from a Site as described in clause (b) which results from a circumstance that VHQ Solutions believes in good faith is not caused by such Subscribing or its Users, any such disclosure shall occur only after prior notice to the Subscribing Organisation and upon terms and conditions that will safeguard the Subscribing Organisation's confidential information to the extent reasonably feasible.

Rule 2

Examples of demographic information and profile data: Postal code, industry type, job and Organisation size.

Third Party Providers include partners, advertisers, content providers and service providers.

Example of Services offered by Third Party Providers: Some of the VHQ Solutions services, like WebOffice, are offered in conjunction with a Third Party Provider. In order for the Subscribing Organisation or User to purchase or use the product, or for VHQ Solutions to provide this service, it may be necessary for Subscribing Organisations and Users to provide certain personally identifiable and other information directly to the Third Party Provider. Use of these services is always optional for all VHQ Solutions clients.

Cookie: This is a small amount of data that is sent to a User's browser from a web server and stored on the computer's hard drive for record-keeping purposes.

The "Remember My Password" feature: this feature can usually be reversed during any subsequent log-in session or by removing it from your browser's list of saved passwords..

Website: this comprises those pages defined as part of the http://www.vhqsolutions.co.uk site. These are the public web pages that provide visitors with information about our company (VHQ Solutions, Inc.) and our Service, and the restricted pages (UserId and Password protected) that provide site members with a range of useful business management information.

Examples of how a visitor may come to our site include: As a result of a search on a major search engine, or responding to an advertising banner or email advertisement.

Rule 4

The instances where a User or Subscribing Organisation must provide personally identifiable information are: (i) During the Site and User ordering processes; (ii) when personally identifiable information must be provided in order for VHQ Solutions to provide the Services; and (iii) when VHQ Solutions must communicate directly with the Subscribing Organisation and its Users.

Information that will be retained for use in aggregate form ONLY: User preference profiles; anonymous profiles; information necessary to maintain our administrative records, such as job, industry types and postal codes.