Last Updated: 05/05/2025
This Privacy Policy describes how Vinava (“we,” “our,” or “us”) collects, uses, discloses, and protects your information when you visit our website, https://vinava.co.uk (the “Site”). We are committed to protecting your privacy and ensuring a safe online experience. By using the Site, you consent to the practices described in this Privacy Policy.
1. Why do we collect your Personal Data
We collect your Personal Data when you browse the Website or fill out any of the forms available on https://vinava.co.uk, and more generally, in the context of your interactions with Vinava, under the conditions described below.
To Enable You to Use the Website
When you browse the Website, we collect browsing data through cookies, as described in our Cookie Policy. This processing is based on Vinava’s legitimate interest in ensuring the smooth operation and security of the Website. Your Personal Data is stored only for the duration of your browsing session.
To Subscribe to Our Newsletter
When you subscribe to our newsletter, we collect and process your name, email address, and optionally your organization and country of residence. This information is used solely for sending you our newsletter and updates about our services.
This processing is based on Vinava’s legitimate interest in maintaining professional communication (B2B). You can unsubscribe at any time via the unsubscribe link included in each newsletter.
We retain your Personal Data for the duration of our active relationship with you, i.e., up to three (3) years after your subscription or your last interaction with Vinava. After this period or if you opt out, your data may be archived for evidentiary purposes during the applicable statutory retention periods.
To Contact Us
When you contact us via the form on the Website, we collect and process your name, email address, organization (if applicable), and the content of your message.
This processing is based on our legitimate interest in responding to inquiries and managing communications. If you do not provide this information, we may not be able to respond to your inquiry effectively.
Your data is stored only for the time necessary to respond to your message, after which it may be archived for evidentiary purposes during the statutory retention periods.
To Apply for Opportunities
If you apply to collaborate or work with us via any form or email submission, we may collect and process your name, email, phone number (optional), LinkedIn profile (optional), your resume/CV, cover letter, and any other supporting materials you provide.
This processing is based on pre-contractual steps necessary to evaluate your suitability for a role or collaboration.
If your application is unsuccessful, your data will be deleted unless you provide consent for it to be stored for future opportunities. With consent, your data will be retained for up to two (2) years unless you withdraw consent earlier.
If selected, your data will be moved to your personnel file and managed under a separate internal privacy policy.
To Manage Events
If you register or participate in events hosted or co-hosted by Vinava, we may collect your identification details (name, contact number, email, photo if applicable) and professional information (organization, job title).
This processing is based on our legitimate interest in organizing and managing events. We retain your data only for the duration of the specific event.
To Publish Informational Content
In case we capture and publish content such as videos, photos, or podcasts from our events, we may process your name, photograph, job title, and organization. This processing is based on your prior consent for publishing such content on our Website or marketing channels.
We retain this data for the duration of the related agreement or until consent is withdrawn, and subsequently archive it for up to five (5) years for evidentiary purposes.
To Exercise Your Rights (See Section 3)
If you submit a request to exercise your privacy rights, we collect and process your name, email address, and the content of your request. This data is stored actively while processing your request and may be archived for evidentiary purposes during the applicable statutory retention periods.
2. Personal Data Sharing
The Personal Data collected is intended solely for the authorized personnel at Vinava and any affiliated service providers or partners, where necessary for the purposes outlined in this Policy.
Certain third-party service providers may act as Data Processors on behalf of Vinava. These include:
- Hosting Provider – The Website and all related data are hosted and maintained on servers provided by Hostinger.
- Email Marketing Services – Used for managing and sending newsletters (e.g., Mailchimp, Brevo).
- CRM or Contact Form Management Tools – Any CRM or form plugin that manages inquiries or newsletter opt-ins.
- Video Conferencing or Event Tools – If applicable, platforms such as Zoom or Google Meet may be used to host online sessions or consultations.
These service providers are contractually bound to comply with applicable data protection laws and to process your data only as instructed by Vinava.
3. Your Rights
As a Data Subject, and in accordance with applicable data protection regulations, you have the following rights regarding your Personal Data:
Right of Access
- You can request confirmation as to whether we are processing your Personal Data and, if so, access that data and the following:
- Processing purposes
- Categories of Personal Data
- Recipients or categories of recipients
- Estimated duration of storage
- The right to request rectification or deletion
- Right to lodge a complaint
- Source of data (if not collected directly from you)
- Information on automated decision-making and its consequences
Where Personal Data is transferred outside your country, you may request information on the appropriate safeguards in place.
Right to Rectification
You can request that inaccurate or incomplete Personal Data be corrected or updated without undue delay.
Right to Deletion
You can request deletion of your Personal Data if:
- It is no longer necessary for the purposes for which it was collected.
- You withdraw consent and no other legal basis exists.
- You object to the processing, and no overriding legitimate grounds exist.
- Data was unlawfully processed.
- Deletion is necessary to comply with a legal obligation.
- Data was collected from a minor.
Right to Restriction of Processing
You may request a restriction on processing where:
- You contest the accuracy of the data (pending verification).
- Processing is unlawful, and you oppose deletion.
- We no longer need the data, but you need it for legal claims.
- You object to processing pending a review of overriding legitimate interests.
Right to Data Portability
You can request your Personal Data in a structured, commonly used, machine-readable format where:
- The processing is based on consent or a contract.
- The processing is carried out by automated means.
You may also request direct transfer to another controller, where technically feasible.
Right to Object
You can object at any time to processing based on legitimate interests, on grounds relating to your situation. If we cannot demonstrate compelling reasons, we will cease processing your data.
Post-Mortem Directives
You may define instructions for the storage, deletion, or communication of your data after your death. These directives may also be registered with a trusted third party. In the absence of such instructions, your legal heirs may request access or deletion of your data.
4. Where We Store Your Personal Data
Your data may be processed or stored outside your country of residence. If data is transferred outside the European Economic Area (EEA), we ensure adequate protection measures are in place, such as Standard Contractual Clauses (SCCs) or hosting in jurisdictions recognized by adequacy decisions.
5. Data Security
Vinava takes the security of your Personal Data very seriously. Our website uses industry-standard encryption protocols (such as SSL) to protect information transmitted online. In addition, we implement technical and organizational safeguards to prevent unauthorized access, loss, destruction, or alteration of data.
While we make every effort to protect your data, no internet transmission is entirely secure. You assume the risk associated with transmitting information to us online.
6. Additional Information and Contacts
If you have questions or concerns about this Privacy Policy or your Personal Data, please contact: