Privacy & Cookie Policy

About The Virtulab Ltd

The Virtulab Ltd (Company registration number 09598086) is part of CG Tech, an international engineering services group which focuses on planning and executing client projects safely, successfully and on time.  The Virtulab develops digital solutions that transform traditional project management processes and enhance outcomes.

Our registered address is: 18 South End, Kensington, London, W8 5BU, UK.

Our correspondence address is: The Virtulab Ltd, PO Box 2234, Buckingham, MK18 8BA, UK.

Our contact email address is: info@thevirtulab.demopreview.co.za

We have created this privacy and cookie policy in order to demonstrate our firm commitment to privacy. The following policy discloses the information that we gather and how we disseminate it, in relation to our website ( www.thevirtulab.com ) and in the manner that we conduct our business. This policy also covers and includes affiliated websites and platforms that are controlled by TVL, including Virtuworx ( https://virtuworx.io ), Virtuscan, Virtuplan and Virtuservices.

Throughout this document “TVL”, refers to The Virtulab Ltd and also all affiliated websites and platforms as mentioned above. “You” and “your” refers to you as the user.

About this notice.

This Privacy Policy tells you what to expect when we collect personal information about you.

TVL understands that your privacy is important to you and that you care about how your personal data is used. We are data controllers and data processors for the purposes of GDPR legislation. We respect and value the privacy of everyone who uses The Virtulab website ( www.thevirtulab.com ), and all affiliated websites, applications and platforms as mentioned above 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.

Please read this Privacy Policy carefully and ensure that you understand it. Your acceptance of this Privacy Policy is deemed to occur upon your first use of this website requested, along with the first use of any aforementioned related sites, application/s and/or platforms where your personal data is captured. If you do not accept and agree with this Privacy Policy, you must stop using this website and any related platform or software developed and managed by TVL immediately.

This Privacy Policy is only applicable to any web page, mobile application, platform, social media site, or information collected and/or owned by TVL.

Definitions

‘Website’ is the https:// www.thevirtulab.com website operated by The Virtulab Ltd. It also includes any other websites or platforms operated by The Virtulab Ltd, including Virtuworx ( https://virtuworx.io ), Virtuscan, Virtuplan and Virtuservices.

‘Personal Data’ means data about a living individual who can be identified from those data (or from those and other information either in our possession or likely to come into our possession).

‘Cookies’ are small pieces of data stored on your device (computer or mobile device).

‘Data Controller’ means the natural or legal person who (either alone or jointly or in common with other persons) determines the purposes for which and the manner in which any personal information are, or are to be, processed.

For the purpose of this Privacy Policy, we are a Data Controller of your Personal Data.

‘Data Processor’ (or Service Provider) means any natural or legal person who processes the data on behalf of the Data Controller.

We may use the services of various Service Providers in order to process your data more effectively.

‘Data Subject’ or ‘user’ is any living individual who is using our Service and is the subject of Personal Data.

‘EEA’ means European Economic Area, which constitutes members of the European Union (EU), Norway, Iceland, Liechtenstein and will include the United Kingdom after they leave the EU in 2021.

‘Services’ includes the platform Virtuworx and any software or applications relating to Virtuworx, along with Virtuscan, Virtuplan and Virtuservices and all aids, facilities or services associated and offered by TVL.

What is covered by this notice?

We collect the personal data, such as name, address, contact information, etc of the following types of people to allow us to undertake our business:

• Individual clients;
• Corporate clients;
• Supplier contacts to support our services;
• Employees;
• Consultants, temporary workers;
• Visitors to our website;
• Visitors and eLearning participants to our partner Learner Management System (LMS);
• Visitors to our online platform Virtuworx;
• Visitors and clients of any TVL affiliated sites or platforms
• Visitors to any affiliated sites or platforms including Virtuscan, Virtuplan and virtuservices;

We collect this information about you in order to carry out our core business and additional activities.

This Privacy Notice also covers:

• Security;
• Retention of your personal information;
• Your right to withdraw consent to our processing of your information;
• Your right to access information we hold about you.

This Privacy Policy applies only to your use of The Virtulab website and other websites or platforms controlled by TVL. Our website may contain links to other third-party websites. Please note that we have no control over how your data is collected, stored, or used by other third-party websites and we advise you to check the privacy policies of any such websites before providing any data to them.

This will include terms and conditions and privacy notices for companies or sites that we partner with. For any third-party sites linked from our website you will need to visit them for clarity on their privacy notice and policies.

Disclosure to Service Providers and Customers.

• TVL employs or appoints other companies and/or contractors to perform business tasks on behalf of TVL. These companies and/or contractors are provided with personal information required to perform their functions, such as the processing of credit card payments and providing additional customer services that are carried out externally.
• When we employ another company or contractor to perform a function of this nature, we provide them with the information that they need to perform their specific task, which may include personal information.
• We only allow our service providers to handle your personal information if we are satisfied that they take appropriate measures to protect that information and that they are compliant. We also impose contractual obligations on service providers to ensure they can only use your personal information to provide services to us and to you.

We may provide personal information and usage information to our parent company, its subsidiaries, affiliated companies, third-party preferred partners, and third-party service providers for the purposes of processing such information on our behalf as follows:

• We may disclose personal information that you enter into the virtuworx platform (or other services) to our software and service providers in order to provide information that you requested, such as when you use other third-party features made available on the services.
• Your user account information may be accessed by our authentication provider in order to confirm your identity when logging in to your user account.
• We may disclose your personal information to our database management provider in order to store your personal information for purposes as described in this Privacy Policy.
• Our services and hosting providers may have access to your usage information and any personal information that you enter into the services, such as your name, email address, phone number, and user account information.
• We may disclose your usage information to our web analytics providers in order to analyse certain features of the services.
• We may disclose your name, address, and email address to our email or mailing service provider in order to deliver newsletters, fliers, or marketing information to you. We require that these parties agree to process your personal information in compliance with our Privacy Policy or in a similar, industry-standard manner. These parties may store some or all of your personal information on servers inside or outside of the United Kingdom. The use of your information by our business partners will be subject to their own privacy notice.
• We may disclose your personal information and usage information to the police service or our legal representatives when we have reason to believe that someone is or may be causing injury to or interference with our rights or property, other users of the services, or anyone else that could be harmed by such activities.
• We may also disclose your personal information for the specific purposes you request, as directed by you.

Information Automatically Logged.

We use your IP address to help diagnose problems with our server and to administer our Website. Your IP address is also used to gather broad demographic information. We also collect information regarding referrers and exit points to help diagnose problems with our server and to administer our Website.

All information used for this purpose is shared with our web developer team only, in order to address any issues with website functionality.

Legal basis for the processing of personal data.

We will only use your personal data for the purposes for which it was originally collected unless we reasonably believe that another purpose is compatible with that or those original purposes 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 email address provided.

If we need to use your personal data for a purpose that is unrelated to, or incompatible with, the purposes 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.

Mapping, biometrics, CCTV and Inspection.

We are aware of GDPR and how this might relate to our mapping, biometrics, CCTV and inspection services. Your likeness or an image of you may be perceived as your personal data, and as such may afford you certain rights under GDPR legislation. If you feel your image or likeness has been used in any of our media and would prefer for it to be removed, then please let us know.

Our legitimate business and commercial interests.

Our legitimate interests in collecting and retaining your personal data is as follows:

• As a services provider we are obliged to conduct extensive research on addresses and businesses, primarily to conduct assessments.
• To ensure proper communication. In order to maintain, expand and develop our business we need to record the personal data of client and partner contacts. For example, this will allow us to keep visitors, clients and partners fully updated with any changes to the way that we operate or any new services.
• When our services are required then a contract or agreement will be made between TVL and the client to ensure that all proposed services that are to be carried out are discussed. Prior to any agreement a quotation/s will be issued, which may contain personal or commercial information. If the quotation is approved and the work carried out then an invoice/s, also containing personal or commercial information, will be issued.
• Complying with legal requirements – in order to avoid non-compliance and to protect our reputation.
• To operate and manage our business operations in order to ensure the proper functioning of our business operations.
• To improve our security and functioning of our website, applications and platforms, networks and data in order to ensure that the user experience is of the highest quality and ensure that their personal information is kept secure.
• When our services are required then a contract or agreement will be made between TVL and the client to ensure that all proposed services that are to be carried out are discussed. Prior to any agreement a quotation/s will be issued, which may contain personal or commercial information. If the quotation is approved and the work carried out then an invoice/s, also containing personal or commercial information, will be issued.

Cookies.

A cookie is a small data file that certain websites write to your hard drive when you visit them. The only personal information a cookie can obtain is information a user supplies him or herself. A cookie cannot read data from your hard disk or read cookie files created by other sites. Cookies, however, enhance our web site performance in a number of ways, including providing a secure way for us to verify your identity during your visit to our web site and personalising your experience on our site, making it more convenient for you.

This web site uses cookies so that we can serve you better. This site uses:

• Google Analytics Tracking: visitor software that uses cookies to track information about how visitors come to the website, which pages they visit, which country and city they are visiting from and other actions that visitors make whilst on the site. This data is then used in order to improve the user experience of the website. All user data collected in this manner is anonymous and used internally by TVL for monitoring website performance. This information is never shared with any third parties.
• PHPSESSID: This cookie is automatically created via PHP when a session is in use on the site.

Should you wish to do so, you can refuse cookies by disabling them in your web browser’s settings, and you do not need to have cookies turned on to successfully use our service. Most browsers are defaulted to accept and maintain cookies and you can set your browser to notify you when you receive a cookie, giving you the chance to decide whether to accept it or not. Please consult the support documentation for your web browser, which can be found online, for more information.

Our website may contain links to external websites operated by other organisations. Those organisations may collect personal information from visitors to their site.

We cannot guarantee the content or privacy practices of any external websites and do not accept responsibility for those websites.

Security.

We are committed to protecting the security of your personal information. We use a variety of measures, including but not limited to firewalls, antivirus on the PC’s that we use and SSL encryption on our website in order to protect your personal information from:

• Improper use or disclosure;
• Unauthorised modification or alteration;
• Unlawful destruction or accidental loss;
• Unauthorised access.

Where your personal data is processed and stored.

The data that we collect from you may be processed and/or transferred to, and/or stored on all TVL company servers, computers and computers belonging to TVL key personnel, who will require certain data to make company decisions and referrals for the benefit of clients and partners. The data will also be stored by third party companies and/or contractors as mentioned with who we conduct business. By submitting your personal data, you agree to this transfer, storing or processing. We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this privacy notice.

• Our website, applications, platform and the services are operated in the United Kingdom. If you are located outside of the United Kingdom, please be aware that any information you provide to us may be transferred to and stored in the United Kingdom, where the data protection laws may not be as comprehensive as those of your country of residence. If you are visiting us from outside the United Kingdom, please note that we may collect, transfer, and continue to use your personal information outside of your country of residence for any of the purposes described in this Privacy Policy. By using the services and providing us with your personal information, you consent to our collection, transfer, and continued use of your personal information in accordance with this Privacy Policy.

Transferring your personal information out of the EEA.

• Because we operate in the United Kingdom, it is necessary for us to share your personal information outside the EEA in order to deliver services to you. These transfers may be subject to special rules under European and United Kingdom data protection law. We will ensure the transfer complies with relevant data protection laws and all personal information will be secure.

We will take all steps necessary to ensure that your information is adequately protected and processed in accordance with this Privacy Policy.

Retention of your personal information.

We are obliged to retain accurate data and only retain personal data for as long as we need it for our legitimate business interests, in accordance to the legislation.

We do the following to try to ensure our data is accurate:

• Our website enables you to manage your data and to review whether the details we hold about you are accurate;
• Prior to making an introduction we check that we have accurate information about you;
• We keep in touch with you, so you can let us know of changes to your personal data.
• We do not sell your personal information, nor do we provide your personal information to third parties for their own marketing purposes.

Your rights.

You have the following rights:

1. The right to be informed about our collection and use of your personal data. This Privacy Policy 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 email address below.
2. The right to access the personal data we hold about you.
3. The right to have your personal data rectified if any of your personal data held by us is inaccurate or incomplete.
4. 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.
5. The right to restrict or prevent the processing of your personal data.
6. The right to object to us using your personal data for a particular purpose or purposes.
7. 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.
8. 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.
9. Rights relating to automated decision-making and profiling. We do not use your personal data in this way.

The above rights may be exercised by contacting us at info@thevirtulab.demopreview.co.za

How can you access information we hold about you?

If you want to know what personal data that 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 address shown.

There is not normally any charge for a subject access request. If your request is deemed to be ‘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 and, in any case, not more than one month of receiving it. Please note that in some cases, particularly if your request is 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.

• How to make a GDPR complaint

If you are a resident in the UK or within the EEA and you wish to make any of the above requests, or to make a complaint, please contact:

By post in writing:

The Virtulab Ltd, FTAO: Harry Markos, PO Box 2234, Buckingham, MK18 8BA, UK

By Email to: harry.markos@thevirtulab.demopreview.co.za

We hope that we can resolve any query or concern you raise about our use of your personal information. If we cannot, the GDPR also gives you the right to make a complaint with the regulatory authority.

The GDPR regulator in the United Kingdom is the Information Commissioner’s Office (ICO) who may be contacted at https://ico.org.uk/make-a-complaint

Changes to our 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 immediately posted on this website and you will be deemed to have accepted the terms of the Privacy Policy on your first use of this website following the alterations. We recommend that you check this page regularly to keep up to date. This Privacy Policy was last updated on 14^th June 2021.

Contact us.

You may contact us about any questions you have in respect of this privacy notice by emailing info@thevirtulab.demopreview.co.za.

Alternatively, you can contact us in writing to the following address:

The Virtulab Ltd, FTAO: Harry Markos, PO Box 2234, Buckingham, MK18 8BA, UK