Privacy Policy

Maintaining your privacy is really, really important to us. You entrust us with taking your phone calls and handling your mail items, and we take that responsibility seriously.

This policy explains how we collect, store and use personal data about you when you browse www.qvoffices.com (the "QV Offices website"), use the QV Offices application ("QV Offices") or otherwise provide your personal data to us.

By visiting, logging into, registering or using QV Offices and the QV Offices website, you agree that it's okay for us to collect, use and transfer your information (including your personal data) under the terms of this policy. If you're not happy with this or don't want to be bound by this policy any longer, please do not continue to use or enter your details on the QV Offices website, or use QV Offices (by free trial or by subscription).

When we say your "personal data," we mean any information that identifies any person that you provide to us during your trial period, after you subscribe, or contained in any other information that you provide to us. Your "personal data" may also be contained in information that we collect about you in connection with your use of the QV Offices website and/or QV Offices. When it comes to your personal data, we comply with our respective obligations under the Data Protection Act 1998 (the "Act")

Information you provide – Your personal data includes the information you provide when you sign up for an account or sign up to receive our emails, or when you answer questionnaires, surveys, enter competitions or provide information in your account profile, on the QV Offices website, or during a support enquiry about you and/or your organisation.

Examples of this personal data include your name, your email address, contact and/or employee names; and any correspondence when you contact us.

Information we collect - We collect information about your website usage, to improve our service and to understand trends. Some of this data may be "personal data", where it identifies a person. Here's the information that we collect and how we use it:

We monitor patterns of usage, such as login dates and volumes of data, so we can understand how people are using QV Offices to develop and improve our products.
We also monitor patterns of usage so that we can tailor any communications that you have asked us to send you. For example, we may tailor your newsletter with information about product features that you haven't tried yet, instead of features that you use frequently.
For security reasons and to aid in monitoring patterns of usage, we log your IP address when you use the website. This is your computer's individual identification number that is assigned to your computer when connected to the Internet.
We monitor traffic information when you visit our site or read our e-mails, including things like page visits, e-mail clicks, purchases, referring sites, and video viewings. We use this information to improve our website, promotions, and to understand customer purchasing behaviour.
Phone Message and Mail Data - it's yours, you own and control it.

In addition to your personal data, we will also hold phone messages and information regarding your mail that has been received by us on your behalf QV Offices.

You own all of the Phone Message and Mail data entered into QV Offices, and have ultimate control over who has access to it. For example, if you want to give your colleagues access to your phone message data, you can switch on their access in your QV Offices settings. Keep in mind, however, that with great power comes great responsibility -- it is your job to safeguard your password and account access.

How we use your personal data & Phone Message and Mail data.

This section details how we use your personal data and your Phone Message and Mail data.

Providing QV Offices - We use your personal data to enable us to provide you with access to QV Offices and the QV Offices website. It will also enable us to contact you by email, fax, post, SMS, social media or telephone where necessary concerning QV Offices. Should you choose to use parts of QV Offices that involve providing your personal and/or Phone Message and Mail data to third parties, then your personal and/or Phone Message and Mail data will be shared in that way. We may use third parties to assist us in providing QV Offices from time to time, and in those cases may pass on your personal and/or Phone Message and Mail data to them. In such cases we will only share your data with third parties that we trust, and where there are assurances in place as to how they will protect the data.

Improving QV Offices - We will also use and analyse your personal data and Phone Message and Mail data so that we can administer, support, improve and develop our business, customer service and the features of the QV Offices website and QV Offices generally. We may use third parties to assist us in doing these things from time to time, and in those cases may pass on your personal and/or Phone Message and Mail data to them. We will only share your data with third parties that we trust, and where there are assurances in place as to how they will protect the data.

Providing Insights - We monitor anonymous, aggregated information about account and Phone Message and Mail data so that we can produce insights about small businesses. For example, based on an anonymous, aggregate data analysis, we may produce a white paper that reports how using a virtual office to answer your calls can increase your sales. We may share these insights with customers, on our blog or other promotional material, use them internally to improve our product and communications, or share with other interested third parties. Just to be clear - we will never identify you or your business in such communications or white papers, and will never report data in such a way that your business could be identified.

Making Contact - We may use your personal data to contact you by email, fax, post, SMS, social media and/or telephone to notify you about important changes or developments to the QV Offices website or QV Offices, or to let you know about our other QV Offices and/or third party services, content, or product ranges which may be of interest to you. We may also use your Phone Message and Mail data to enable us to tailor these notifications (in order to make sure what we are sending you is relevant). By using QV Offices or the QV Offices website, you are consenting to this use of your data. If you change your mind about being contacted in the future, that's no problem – just contact us using the details below. To stop receiving emails from QV Offices itself (for example, a reminder that your subscription is expiring), you should cancel your QV Offices account.

Cookies - We may further use, or permit selected third parties to use, your personal data to enable us to track and analyse QV Offices website traffic and visitor trends and improve your browsing experience. For further details, please see our Cookies Policy. By using the QV Offices website or QV Offices you are consenting to this use of your personal data. If you do not want us to use your personal data in this way, please see the Cookies Policy for more information.

You can export your Phone Message and Mail data anytime.

You can export a copy of your Phone Message and Mail data as an Excel file whenever you like - this will include your Phone Messages and Mail transactions. We recommend that you use the export functionality to keep a backup of your Phone Message and Mail data. While we regularly back up your Phone Message and Mail data (see our security section), we can't restore backups on an individual basis. Read here for instructions about how to export your QV Offices data.

You can also ask us for a copy of your personal data that we hold (see "Your Rights" below).

You can delete your Phone Message and Mail data at any time.

You have the option to delete all of your Phone Message and Mail data at any time, using the "Delete all data" option in the settings area of QV Offices. You can use this option before cancelling a QV Offices account, or to reset QV Offices after loading test data during your free trial. After you delete your Phone Message and Mail data, we may not immediately delete residual copies from our active servers and may not remove information from our backup systems. Generally, we will retain your Phone Message and Mail data and personal data for a reasonable period, or for as long as the law requires.

We highly recommend that you export your Phone Message and Mail data before cancelling, since many countries (including the UK) require you retain your business records going back many years, even if you have finished trading.

We don't store your credit card details.

You control sharing of personal data & Phone Message and Mail data.

You have the option within your account to share your data with people that you trust - for example, you can switch on account access for your colleagues to see your Phone Message and Mail data. We will not share your Phone Message and Mail data with a third-party unless you authorise it (by choosing to do so within QV Offices, or as detailed in this policy).

When you visit the QV Offices website or sign up for QV Offices, you authorise us to share your data (personal data and Phone Message and Mail data) with others in certain circumstances:

We will share your data as set out in this policy, for example in the section above called "How We Use Your Data".
We may disclose your data to any member of our group, which means our subsidiaries, our ultimate holding company and its subsidiaries.
We may also pass aggregate information on the usage of the QV Offices website and QV Offices, where relevant, to maintain, improve and manage the QV Offices website and QV Offices, but this will not include your personal data.
We may also disclose your data in the event that we sell or buy any business or assets, in which case we may disclose your personal data to the prospective seller or buyer of such business or assets. We may also exchange other information with other companies and organisations for fraud protection and credit risk reduction.
We may share your data with partners who help us carry out our day-to-day provision of QV Offices, or who help us improve QV Offices. Examples of these functions include e-mail, providing marketing assistance and data analysis, handling credit card transactions, fulfilling orders and providing customer service. In these circumstances we will make sure that these partners have the right measures in place to protect your data.
The data that we collect from you may be transferred to, and stored at, a destination outside the European Economic Area ("EEA"). It may also be processed by staff operating outside the EEA who work for us, one of our group companies or for one of our suppliers. Such staff maybe engaged in, among other things, the processing of your payment details and the provision of support services. By submitting your 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 policy.
Finally, we reserve the right to cooperate with law enforcement officials in the investigation of alleged unlawful activities of QV Offices website users or relating to QV Offices users. We will have no legal liability for such disclosures of your information.
The QV Offices website and/or QV Offices may, from time-to-time, contain links to and from the websites or services of our partner networks, advertisers and affiliates. If you follow a link to any of these websites or services, please note that they have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any data to these websites.

When you use QV Offices, we handle your phone messages and postal mail. We are aware that this information may be sensitive and we are very careful about how we store it.

We partner with secure sites.

Where we pass your data to third parties, we do so over a secure connection.

Where we have given you (or where you have chosen) a password which enables you to access certain parts of the QV Offices website or QV Offices itself, you are responsible for keeping this password confidential. We ask you not to share a password with anyone.

Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your data, we cannot guarantee the security of your data transmitted to the QV Offices website, or through QV Offices itself; any transmission is at your own risk. Once we have received your data, we will use strict procedures and security features to try to prevent unauthorised access.

Your rights

You can unsubscribe from our promotional email communications at any time by just clicking the unsubscribe link in any email, or by emailing us at support@qvoffices.com. If you have a QV Offices account, you will still receive any essential e-mails from us about your service, including notifications from the application and notificiations about your billing and subscription.
You have the right to request a copy of personal data we hold about you. To do this, simply write to us or send us an email – just use the contact details below. We may charge you £10 for providing this information to cover our administration costs.
To provide the highest level of customer service we need accurate customer information. You can help by informing us whenever your circumstances change. You can ask us to correct incorrect personal data about you by writing to or emailing us at support@qvoffices.com.
You can find detailed information about your rights under UK Data Protection legislation on the UK Information Commissioner's website at www.ico.gov.uk.

Changes to this policy.

We may edit this policy from time to time. Please check this policy regularly for any changes. We will post all changes here, and if we make any substantial changes we may also notify you by email.

Contact us.

Should you wish to contact us in connection with this policy, please contact support@qvoffices.com.