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14th December 2022

Ovivio Privacy Policy

Ovivio Ltd (hereafter known as “Ovivio”) understand how important your personal data is and we are committed to protecting and respecting your privacy.

‘Personal Data’ means any personal information relating to you, or information from which you can be personally identifiable. This might include data such as your name, address, and date of birth for instance. You have a choice over how it is used by organisations such as Ovivio.

The UK General Data Protection Regulation (UK GDPR) regulates the processing and use of personal data. The UK GDPR aims to protect your rights relative to your personal data by setting out, amongst other things, the conditions under which the processing of personal data is lawful, the rights of data subjects, and the standards that organisations that handle personal data must adopt.

This Privacy Policy is issued in compliance with the GDPR and will explain:

  1. Who we are
  2. How and where we collect personal data
  3. How we process personal data
  4. How we keep personal data secure
  5. Your personal data rights and how to exercise them
  6. Data Protection Officer
  1. Who we are

Ovivio is a company incorporated and registered in UK with company number 09942836 whose registered office is at Argyle House, Joel Street, Northwood, Middlesex, England, HA6 1NW.

Why we process personal data

Ovivio’s aim is simple. Provide easy to use software for nurseries and parents which will save childcare settings time and money. Starting out as a learning journey software, Ovivio has grown to become much more; the software and applications cover all areas of nursery childcare management for nurseries and parents.

Ovivio develops and provides the nursery childcare management software platform we provide to our clients (primarily children’s nurseries). Our clients populate the platform with personal data about children and their parents or guardians to provide both clients and parents with a secure, innovative and easy to use management tool to ensure their children receive excellent and responsive care and education. This is controlled by the individual nurseries.

Ovivio also gathers, processes and stores data for the purpose of managing and maintaining the software platform, its features and security, selling the software platform to new clients, and replying to queries we receive. We only use personal data for this purpose, which is detailed below. The lawful basis under which we gather and store this data in each case is also listed below.

  1. How and where we collect personal data

We gather personal data from a number of different sources which we have listed below:

Company (Corporate) Website – browsing only

If you visit our corporate website without responding to any of our forms, we use cookies. Ovivio and our marketing partners, affiliates and analytics or service providers use cookies and other technologies to ensure everyone who uses the Website has the best possible experience. A cookie is a small text file that is placed on your hard drive by a web page server. We have a detailed Cookie Policy which explains what cookies we gather, how we use them, and what your rights are. Our cookie policy can be found here.

Company (Corporate) Website – form completion

If you complete a form on our corporate website such as our demo offer, we gather personal information about you as detailed on that form. This will include information such as name, email, telephone number, and job title. Each form provides you a tick box which asks you to confirm that you have read and understood the use of this personal data in line with this Privacy Policy. We will only use this data for the purposes stated. We will not share this information with any other 3rd party.

  • Lawful Basis: The lawful basis under UK GDPR for our gathering of this data is Article 6.1(f) Legitimate Interest, where we have a legitimate interest to follow up your direct website enquiry requesting a demonstration or more information. We will not use this data for any other purposes without your clear consent.

Ovivio Nursery App

Ovivio does not collect or store any personal data that is entered or used on the Nursery App. The responsibility for Privacy and lawful basis for gathering and processing this data belongs to the individual nursery with which you form an agreement. We may contact individual nursery app users to assist in setting up an account, in which case we will process your data under instruction from that specific nursery who will be the data controller in this instance.

  • Lawful Basis: The lawful basis for that communication will be under UK GDPR Article 6.(b) where processing is necessary for the performance of a contract.

Ovivio Parent App

For the purposes of gathering any individual personal data, including data about children, the Nursery is the Data Controller. This means the Nursery gathers and controls the personal data about you and your children that you input into the Application. The responsibility for Privacy and lawful basis for gathering and processing this data belongs to the individual nursery with which you form an agreement.

Where Ovivio may contact individual nursery app users via email to assist in setting up an account, we will process your data under instruction from that specific nursery who will be the data controller in this instance.

  • Lawful Basis: The lawful basis for that communication will be under UK GDPR Article 6.(b) where processing is necessary for the performance of a contract.

As owners and developers of the Ovivio Application, Ovivio is obliged to provide technical support to the Nursery. In circumstances where direct assistance is required from Ovivio to parents for software or individual technical support, Ovivio may have access to the personal data that is stored in the Application.

  • Lawful Basis: Under these circumstances Ovivio will act as Data Controller using the lawful basis under UK GDPR Article 6.1 (f) Legitimate Interest.

Ovivio is also committed to product development, and under these circumstances may have access directly to personal data stored on the app. In these circumstances Ovivio will act as Data Controller using the lawful basis under UK GDPR Article 6.1 (f) Legitimate Interest.

Email

If you email us directly with an enquiry, we will only ask you for the information we require to fulfil your enquiry, and will only gather and use your information for that particular purpose.

Telephone

If you telephone us using the phone number displayed on our website with an enquiry, we will only ask you for the information we require to fulfil your enquiry, and will only gather and use your information for that particular purpose.

  1. How we process personal data

Ovivio only processes personal data for the purposes previously stated in this Privacy Policy.

Marketing

It is possible that we may want to contact you in future to tell you about offers, services and software developments, but only where it is directly related to the service about which you have previously enquired. For instance, we may have a developed a feature that was previously unavailable but has since been developed and published, that we believe will be of genuine potential benefit to you.

  • Lawful Basis: The lawful basis for this communication will be under UK GDPR Article 6.(f) where we have a legitimate interest.

3rd Party Links

The Ovivio website may display links to 3rd party websites. We do not take any responsibility for the content and privacy of those websites. If you use or enter those websites you take full responsibility for the use of that particular site, and we recommend you read and understand their privacy policy and terms of use before doing so.

Legal Obligation

Any query where Ovivio has a legal obligation to process data, that processing will be completed to meet the minimal requirements. This processing will only occur within the GDPR.

  1. How we keep personal data secure

The security of personal data and information is extremely important, and here at Ovivio we take our security obligations very seriously. We use a range of tested security technologies and procedures to help protect all personal information from unauthorised access, use, or disclosure. We have developed our apps with data security as part of the framework, including regular testing and development.

  1. Your personal data rights and how to exercise them

Ovivio respects your rights regarding the processing of data we hold about you. We take this very seriously and have outlined the key rights and the actions you can take below. We are an open and accessible company and encourage you to approach us with any questions or requests you may have.

You may contact our Data Protection Officer to exercise any of these rights, or to discuss any data protection or GDPR enquiries at the email and contact address below.

  • You have the right of access (Data Subject Access Requests): You have the right to request that Ovivio provide you with details of all the data we hold about you. We are obliged to tell you exactly what data we hold about you, and the source of that data. We are obliged to respond to such enquiries within 30 days of receipt.
  • You have the right to request amendments and corrections: You can request that we amend or correct any information that we hold about you and change your contact preferences at any time.
  • You have the right to erasure “right to be forgotten”: You can request the total erasure of your details from our database.
  • Opting Out: We will always ask for your consent before communicating with you for general marketing communications. Where you have previously given your consent you can opt out from receiving further communications from Ovivio.
  1. Ovivio’s Data Protection Officer

Ovivio has a “Data Protection Officer”, who is responsible for matters relating to privacy and data protection. This Data Protection Officer can be reached at the following address:

DataCo International UK Limited Suite 1, 3rd Floor Suite 1, 11 – 12 St James’s Square, London, United Kingdom SW1Y 4LB

Telephone: +442035146557 Email: privacy@dataguard.co.uk

The Information Commissioners Office

If you are not happy with the data protection we provide, or wish to raise a query with the authorities you may contact them as follows: