Data and Privacy Notice

  • We are Ovida, a trading name of Exponential Communication Limited, registration number 12981812 with the registered address Cawley House 149-155 Canal Street, Nottingham, England, NG1 7HR. We are responsible for the software application and website you interact with when using our service. For the purposes of legislation, we are the Data Controller for the personal information we process as part of this service.

  • This notice applies to information we collect about you in the course of using our service. We will explain:

    1. What information we collect and why

    2. How we use that information

    3. Who we share your information with

    4. How we protect your information

    5. Your rights in relation to this data

    6. How long we’ll hold your information for

    1. Your IP address when visiting our website or using our service. We hold this data in logs for maintaining the security of the system. Our lawful basis for this is legitimate interest. We retain it for 30 days.

    2. Your actions when you are navigating our site. Our lawful basis is legitimate interest. We retain it for 12 months.

    3. The data you enter and share with users you are connected to on our site when you are logged in. Our lawful basis is Legitimate Interest and explicit consent. We retain it for 12 months.

    4. Your full name when booking a session. We need your name to provide a service. Our lawful basis is performance of a contract. We retain it for 12 months after your last log-in, unless you request to delete them before that.

    5. Your contact details, such as email or phone number. We need this information to be able to provide you a service. Our lawful basis is performance of a contract. We retain it for 12 months after your last log-in, unless you request to delete them before that.

    6. Your image and recorded video. Our service analyses certain characteristics and mannerisms of your image and audio. Our lawful basis is explicit consent. We retain it for 12 months after your last log-in, unless you request to delete them before that

  • Ovida does not share your data with any third parties with the exception of our list of data processors who are carefully selected and who have all signed up to our processor agreement, to protect your data.

  • Your personal data is processed inside the UK or EU region.

  • Access: The right to request access to and a copy of your personal information (which can be done by emailing gdpr@ovida.com

    Restriction: You can ask us to pause processing your information in certain circumstances (eg you are disputing its accuracy)

    Rectification: You can have any inaccuracies in your personal information corrected;

    Deletion: You can ask us to delete all your personal information in certain circumstances (eg if the information is no longer necessary for the purposes for which it was collected);

    Objection: You can object to us processing your personal information in certain circumstances;

    Objection to marketing: All marketing communications from Ovida will have an ‘unsubscribe’ option at the bottom. By clicking that link, you will be unsubscribed from all Ovida marketing;

    Portability: There are currently no activities carried out by Ovida where Data Portability can be applied with the exception of the video recordings that can be provided after request, with the consent of both parties recorded

    Withdrawal of consent: Where we rely on your consent to process your information, you can withdraw consent at any time by contacting us at the email listed below, although this will not affect our uses of your personal information prior to the withdrawal of your consent; and

    To make a complaint with the Information Commissioner’s Office (“ICO You can complain by writing to the ICO (ico.org.uk/global/contact-us/email) . We urge you to contact us in the first instance so we have a chance to resolve your issues.

  • You can contact us about your privacy by emailing us at dpo@ovida.org