Privacy Policy

Your privacy is important to us. This privacy policy explains what personal data we collect from you and how we use it. We will only use your personal information to administer your account and to provide the services you have requested from us. We will never share your details with third parties and the information you provide us is completely confidential. We encourage you to read the below information and if you have any questions to contact us for further information.

Access to information: You have the right to request access to the information we have on you. You can do this by contacting the Data Protection Officer via the details provided below. Upon request we will ensure we provide you with a copy of the data we hold for you.

Information we hold: The personal information we hold on you will include all information you provide to us. Along with details of the person / company we are working with, we will also hold relevant telephone numbers, email addresses, postal address, notes of correspondance with you, invoicing details and lastly, your bank account details if payment is to be made. This information is completely confidential, never shared and only accessed by the relevant members of staff dealing with your account.

Information correction & deletion: If you believe that the information we have about you is incorrect, you are more than welcome to contact us so we can update it and keep your data accurate. Any data that is no longer needed for the purposes specified will be digitally shredded and deleted within 24 hours of your request.

Use of Information: We use the information you provide us to operate, maintain and provide all the services you request from us, to liaise with you during the project and to provide support and communication along the way. We also use this information to liaise with you regarding payment for work completed. This information is stored electronically and securely on a confidential, password protected system.

Submitting your details to us: We obtain information via our info account ([email protected]) This information is submitted when you request some information about our services either directly with us or via our website, and is only accessed by the relevant members of staff who deal with these queries. This information remains confidential.

Consent: By consenting to this privacy notice you are giving us permission to process and securely store your personal data specifically for the purposes identified. Where we are asking for sensitive personal data we will always tell you why and how the information is being used upon request.

Withdrawing consent: You may withdraw your consent at any time by informing us as soon as possible via the contact details provided if you now longer require us to hold your personal data.

Disclosure: SoVibrant will not pass your personal data to any third parties without first obtaining your consent.

Failure to provide data: In order to provide the best possible service we can, we will need to be aware of the best contacts to speak to in order to liaise consistenly along the way. We usually ask for a lead contact, a direct dial and an email address to supply an effective communication chain. However, if you do not wish to give specific details please make us aware of this at the outset and we will liaise with you via your preferred method of contact. Please be aware that this may delay the process along the way.

Parental Consent: Systems are in place which verify individuals ages and to obtain parental / guardian or school consent for any data processing activity. This is only relevant when work experience candidates carry out a placement with our company. Information regarding minors is only held for information and safety reasons.

Lawful basis for processing activity: We collect and hold personal information under a contractual lawful basis for processing, meaning we can lawfully process data if we have a contract with the individual and need to process personal data in order to comply with the contractual obligations set. This option will also cover us if we don’t have a contract but have been asked to do something that requires us to process personal data, such as producing a quotation.

Data Protection Authority: If you have any reason to make a complaint or gain further advice about the way in which you data is stored then you will need to contact the Information Commissioner’s Office (ICO): ICO Helpline: 0303 1231113

Data Breaches Procedures are in force to detect, report and investigate personal data breaches. We are fully aware we need to notify the ICO if a personal data breach occurs and understand it is our duty to report this.

Any breach of our systems will be communicated.

Data Protection Controller:

Name : Michael Carter

Email: [email protected]

Contact numbers: 01423 789375 / 07818 572521

Data Protection Officer Name:

Name : Katie Carter

Email: [email protected]

Contact numbers: 01423 788464 / 07789 776490


Takedown Policy

In any instance where a client requests for their personal data to be removed from our systems, the takedown policy is put into action. Upon receipt of confirmation from the client to remove their personal data from our systems we will acknowledge this by either phone or email. The client’s data will then be removed from all sources permanently.

In all instances we will aim to remove any data requested within a 24 hour time frame. If for any reason any request to remove personal data directly effects or halts commissioned work already in force, the data held by us will be reviewed with the client / information holder and a new contact will be  agreed for correspondence going forward. In all circumstances we will ensure we adhere to our clients wishes.

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