This privacy policy applies to 3D AR Vision Ltd (we, us or our). We are committed to protecting your privacy. This policy explains how we collect, use and share your personal data. It applies to all personal data we handle, whether we collect it through our website, in person, or through other means.
Information we collect
Identity and contact details of staff members
- Name, email address and phone number
Service related information
- Transaction details for products and services you have purchased from us, or enquiries about our products and services
- Your preferences for our services and your marketing preferences, and where relevant information related to loyalty programmes
- Feedback, complaints and compliments and survey responses
Financial and payment information
- Payment details for products and services you have purchased from us (including, where relevant, credit reference information) and, where relevant, banking or payment card information
Digital information
- IP address and general location information derived from your IP address
- Search and browsing behaviour and user journeys
- Website usage patterns
- Cookie preferences and tracking
Recordings
- Records
- Video recordings of order packing and fulfilment activities captured via our platform (including short video clips of packing areas and scanned receipt data)
Professional information (for job applicants and workers)
- Employment history
- Professional experience
- Required authorisations and licences
- Professional registrations
- Information about your right to work in the UK
How we collect personal data
- Directly from you when you interact with us, contact us, or fill out forms.
- Automatically when you visit our website, use our technologies, or interact with our online services.
- From third parties: service providers, business partners, previous employers, government organisations, and organisations or people authorised by you.
- From publicly available sources, such as Companies House and professional networking sites such as LinkedIn.
How we use your information
Data protection law requires us to have proper legal reasons for using your personal data. We can only use your information when we have one or more of these legal bases:
- Consent. You have clearly agreed to us using your personal data for a specific purpose.
- Performance of a contract. We need to use your information to fulfil a contract with you, or because you have asked us to do something before entering into a contract.
- Legal duty. We must use your information to comply with the law.
- Vital interests. We need to use your information to protect someone's life.
- Public interest. We need to use your information to perform a task in the public interest or carry out official functions that have a clear legal basis.
- Legitimate interests. We have a genuine business reason to use your information, or a third party does, but only if this does not unfairly override your rights and interests.
Where we rely on legitimate interests as our legal basis, we have conducted balancing tests to ensure our interests do not override your fundamental rights and freedoms. These assessments consider:
- The nature of our legitimate interest
- The impact on you
- Any safeguards we can implement
- Your reasonable expectations
- The broader context of our relationship
We may process your personal data for more than one legal basis depending on the specific purpose for which we are using your data. We have listed the reasons we process your data and the legal basis below. Please reach out to us if you need further details about the specific legal basis we are relying on to process your personal data.
Managing your account and providing our services
What we use your information for
- To enable you to access and use our software, including providing login credentials
- To provide our services to you, including dispatch and delivery of products, event registration, appointment management, and order fulfilment verification (including capturing short video recordings of packing activities and scanning order receipts)
- To contact and communicate with you about our services, including responding to support requests and enquiries and for dealing with complaints or claims
- Internal record keeping, administrative, invoicing and billing purposes
Legal basis for using this information
- Performance of a contract
- Legal duty (for billing and record-keeping requirements)
- Legitimate interests
Types of information we use
- Identity and contact details
- Service related information
- Financial information
- Digital information
Client onboarding and verification
What we use your information for
- To assess whether to take you on as a new client, including performing anti-money laundering, anti-terrorism, sanction screening, fraud and other background checks
Legal basis for using this information
- Performance of a contract
- Legal duty
- Public interest
- Legitimate interests
Types of information we use
- Identity and contact details
- Financial information
Website enquiries and customer service
What we use your information for
- To contact and communicate with you about any enquiries you make with us via our website
Legal basis for using this information
Types of information we use
- Identity and contact data
- Digital information
Business improvement and development
What we use your information for
- Analytics including profiling on our website
- Market research and business development
- To operate and improve our services, associated applications and associated social media platforms
Legal basis for using this information
Types of information we use
Marketing and communications
What we use your information for
- To send you promotional information about our events and experiences and information that we consider may be of interest to you
- To run promotions, competitions and offer additional benefits to you
Legal basis for using this information
Types of information we use
- Identity and contact data
- Digital information
Recruitment and employment purposes
What we use your information for
- To consider your application if you have applied to work with us and to keep you up to date with its progress
- In relation to self-declared disabilities, in order for us to make reasonable adjustments to support your application and any possible future employment
- In relation to any diversity or equal opportunities monitoring questionnaire data, to monitor and report on our equality and diversity composition and ensure fairness in the recruitment process
- In relation to any right to work information we collect, in order to ensure we comply with the law in employing you
- To keep you updated on any other suitable vacancies
Legal basis for using this information
- Legitimate interests
- Legal duty
- Consent
- Performance of a contract
Types of information we use
- Identity and contact data
- Professional data
Legal compliance
What we use your information for
- Comply with our legal obligations or if otherwise required or authorised by law
Legal basis for using this information
Types of information we use
- All relevant personal data
Our disclosures of personal data to third parties
We may disclose personal data to:
Service providers
- IT service providers including Cursor
- Data storage providers including Microsoft
- Web hosting and server providers
- Payment processors including Tide
- Marketing and advertising providers
- Analytics providers
Professional advisers
- Bankers
- Auditors
- Insurers and insurance brokers
- Legal advisers
Business partners
- Our existing or potential agents
- Our business partners or contractors
Corporate transactions
If we merge with or are acquired by another company, or sell our business assets:
- Your information may be disclosed to our advisers
- Your information may be disclosed to the potential purchaser's advisers
- Your information may be included in the transferred assets
Legal and regulatory bodies
- Courts and tribunals
- Regulatory authorities, including as required for reporting obligations
- Law enforcement officers
Other parties
- Third parties you have authorised
- Emergency services when necessary
- Any other parties as required or permitted by law
Overseas transfers
Where we store and access your information
We store your personal data in the United Kingdom. However, your information may be transferred to locations outside the United Kingdom in these circumstances:
- When our service providers are located overseas
- When we work with overseas business partners
- When using cloud-based services or data storage solutions
- When required by law or legal proceedings
Our approach to overseas transfers
When we transfer your personal data outside the United Kingdom, we ensure it receives appropriate protection by:
- Only transferring your information to countries that UK data protection law recognises as providing adequate protection for personal data, or
- Putting in place a contract with the third party that means they must protect personal data to the same standards as the UK
- Transferring personal data to organisations that are part of specific agreements on cross-border data transfers with the UK
What this means for you
We only transfer the minimum amount of personal data necessary and require all recipients to:
- Protect your information to the same standards required by UK law
- Use your information only for the purposes we have agreed
- Allow us to monitor how they handle your information
- Provide you with the same rights over your information that you have under UK law
Children's personal data
We do not knowingly collect or process personal data from children under 13 years of age without appropriate parental or guardian consent.
If you are under 13, please do not provide personal data to us without first asking your parent or guardian for permission.
If we become aware that we have collected personal data from a child under 13 without verified parental consent, we will take steps to delete that information as quickly as possible.
Parents and guardians have the right to:
- Review any personal data we hold about their child
- Request correction or deletion of their child's personal data
- Refuse or withdraw consent for further collection or use of their child's data
- Contact us with any concerns about their child's privacy
If you are a parent or guardian and believe your child has provided us with personal data without your consent, please contact us immediately using the details provided in this policy.
Data retention
How long we keep your information
We only keep your personal data for as long as we need it to:
- Provide our services to you
- Meet our legal, tax, accounting or regulatory obligations
- Handle any complaints or legal issues that may arise
We may keep your information for longer periods if:
- You make a complaint that we need to investigate or respond to
- We reasonably believe legal action involving our relationship with you might occur
- The law requires us to keep it for specific timeframes
How we decide retention periods
When determining how long to keep your information, we consider:
- How much information we have and how sensitive it is
- The risk of harm if the information was accessed without permission
- Whether we can achieve our purposes in other ways
- What legal, regulatory, tax or accounting rules require
- The nature of our relationship with you and the services we provide
What happens when we no longer need your information
Once we no longer need your personal data, we will securely delete or destroy it in accordance with our data retention policies and legal requirements.
You can request information about retention periods for your data and ask for early deletion where legally possible.
Your privacy rights and choices
Providing information
You can choose whether to provide personal data to us. However, if you do not provide certain information, we may not be able to provide some services. Let us know if you do not want to provide information and we will let you know when information is required versus optional.
Right of access
You have the right to ask us for copies of your personal data. You can request other information such as details about where we get personal data from and who we share personal data with. There are some exemptions which means you may not receive all the information you ask for.
Right to rectification
You have the right to ask us to correct or delete personal data you think is inaccurate or incomplete.
Right to erasure ("right to be forgotten")
You can request deletion of your personal data in certain limited circumstances as set out in data protection law, such as where the data is no longer necessary or has been unlawfully processed. This right is not absolute and we may be required or entitled to retain your data for legal, regulatory or legitimate business reasons.
Right to restrict processing
You can ask us to suspend processing where:
- You contest the accuracy of the data
- Processing is unlawful but you do not want erasure
- We no longer need the data but you need it for legal claims
- You have objected to processing pending verification of our legitimate grounds
Right to opt-out of marketing communications
You can opt-out of receiving marketing communications at any time. Each marketing communication will include an unsubscribe option. You can change your marketing preferences by contacting us. We will process your request as soon as practicable.
Right to data portability
Where technically feasible, you can receive your personal data in a structured, commonly used format or have it transmitted to another controller where:
- Processing is based on consent or contract
- Processing is automated
Right to object
You can object to processing based on legitimate interests or for direct marketing purposes. We will stop processing unless we can demonstrate compelling legitimate grounds.
Right to withdraw consent
Where processing is based on consent, you can withdraw it at any time without affecting the lawfulness of prior processing.
How to exercise your rights
To exercise any of these rights, contact us using the details below. We may ask for proof of identity and will respond within one month (extendable to three months for complex requests).
These rights are available under data protection law, though some may not apply in every situation. We will let you know if any limitations apply when you make a request.
Making a complaint
If you are unhappy with how we have used your personal data, please get in touch with us first using the contact details at the end of this policy. When you contact us:
- Give us full details about your complaint and we will acknowledge your complaint within 30 days of receiving it (starting the day after we receive it). We will usually respond using the same method you used to contact us, unless you ask us to use a different method. If you contact us through social media, we will ask for an alternative secure contact method.
- We will investigate your complaint without undue delay. We will begin investigating as soon as we receive your complaint. We will review all relevant facts, speak to relevant staff, and check that we have followed our own policies and standards. The time this takes depends on the complexity and scale of the issue and any harm you are suffering.
- We may contact you for more information if we are not sure what your complaint is about or to ask what outcome you are looking for. This helps us resolve your complaint more quickly.
- We will keep you updated on progress throughout our investigation. We will provide you with updates on timeframes, explain any delays, give you an expected completion date, and provide a point of contact for any questions.
If you are not satisfied with our response to your complaint, you can also make a complaint directly to the Information Commissioner's Office (ICO), the UK's data protection regulator, at any time.
The ICO's address
Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline: 0303 123 1113
Website: ico.org.uk/make-a-complaint
You do not have to contact us first before going to the ICO, but we appreciate the opportunity to try to resolve your concerns directly with you.
Protecting your information
We use multiple layers of security to protect your information.
Technical safeguards
- Enterprise-grade encryption for data storage and transmission
- Regular security testing and monitoring
- Automated threat detection systems
Operational security
- Staff training on security and privacy
- Strict access controls based on job requirements
- Regular security audits and incident response procedures testing
Physical security
- Secure premises with controlled access
- Secure disposal of physical documents
- Equipment security protocols
Public information
Please note that any information you choose to share publicly on online platforms (such as comments or reviews) can be accessed and used by others. We cannot control or protect information that you make publicly available.
Cookie policy
We use cookies and similar technologies on this website. This section explains what cookies are, why we use them, and how you give or withdraw consent.
What cookies are
Cookies are small text files stored on your device when you visit a website. They let the site remember your device, store preferences, keep the site secure, and (where you consent) measure performance and support marketing. We also use similar tools such as pixels and local storage for the same purposes.
Why we use cookies
We use cookies to:
- Make the website work and keep it secure
- Remember your settings and cookie choices
- Understand how visitors use the site so we can improve it
- Deliver and measure advertising, where you have chosen to allow marketing cookies
Types of cookies we use
Essential cookies
These are required for the website to function (for example, security, load balancing, and storing your cookie consent). They do not require consent.
Performance cookies
These help us understand how visitors interact with the website, such as which pages are viewed and how people move through the site. We only set these if you consent.
Functionality cookies
These remember choices you make, such as language or other preferences, so the site works more consistently for you. We only set these if you consent.
Marketing cookies
These are used to deliver relevant advertisements and to measure campaign effectiveness on our site and on third-party platforms. We only set these if you consent.
How we obtain your consent
When you first visit our website, a cookie banner is displayed by a third-party cookie consent management tool. That banner lets you accept all cookies, reject non-essential cookies, or choose categories before any non-essential cookies are set.
The third-party tool records your choice, blocks or allows cookies according to your preferences, and lets you change those preferences later. Until you make a choice, only essential cookies are used.
You can update or withdraw consent at any time through the cookie banner or preference centre provided by that tool on this website.
Managing cookies in your browser
You can also refuse or delete cookies in your browser settings. Blocking essential cookies may affect how the website works.
Google Analytics
Where you consent to performance cookies, we may use Google Analytics to understand how people use our website. This involves cookies that collect information about your browsing activity. You can also opt out of Google's advertising features through your Google account settings, browser add-ons, or your device's privacy settings. You can learn more about how Google uses your data on Google's privacy pages.
Meta advertising tools
Where you consent to marketing cookies, we may use Meta's advertising tools (such as Meta Pixel) to understand how our ads perform and to show you more relevant advertisements on Meta platforms like Facebook and Instagram. You can also manage this in your Meta account preferences.
When you sign in with another account (like Facebook or Google)
What we collect
When you use single sign-on to connect with us, we will receive personal data from that provider based on your privacy settings with them. This may include your name, username, profile picture, and other details you have chosen to share.
How we use it
We use this information to create your profile on our platform and give you access to our services.
Your rights
If you connected through Facebook, you can ask us to delete the personal data we received from Facebook. To do this, email us at pooja_j@live.co.uk and tell us what information you would like deleted. If we cannot delete certain information, we will explain why.
Artificial intelligence (AI) technologies
Overview
We use artificial intelligence and machine learning technologies in our business operations and services, including AI tools provided by third parties. We only use these technologies when legally permitted and necessary for our business.
How we use AI
We may use AI technologies to:
- Conduct analysis and data processing
- Generate and modify content and coding
- Improve and optimise our services and operations
- Automate routine tasks and communications
- Personalise your experience with our services
- Support quality assurance processes
- Assist with customer support and queries
Data protection and security
When we work with third-party AI providers, we ensure they handle your personal data in accordance with privacy laws through contractual requirements and appropriate safeguards.
Your rights and our commitments
Any information generated or inferred about you by AI technologies is treated as personal data, and you maintain all the rights outlined in this privacy policy. When using AI with your personal data, we commit to:
Transparency and control
- We will inform you when AI is used to make decisions that may significantly affect you
- We maintain human oversight and review of significant AI-generated decisions
- Our staff are trained to understand AI limitations and verify outputs before relying on them
- We implement processes to verify the accuracy of AI-generated outputs
Security
- We use appropriate technical and organisational measures to maintain the security and integrity of your personal data
- We regularly test and monitor AI outputs for accuracy and reliability
Risk mitigation
- We regularly assess and document risks associated with using AI to process personal data
- We implement appropriate measures to address these risks
- We continuously monitor AI performance and regularly review their impact
Amendments
We may update this policy at any time by posting the revised version on our website. We recommend that you review our website regularly to stay current with any policy changes.