Last reviewed 26th April 2024
Vibe Ai Ltd has always made data protection and information security a key focus of its business and we welcomed the introduction of the EU General Data Protection Regulation (“GDPR”) which came into force on 25 May 2018.
The UK GDPR is the UK General Data Protection Regulation. It is UK Law which came into effect on 01 January 2021 following the United Kingdom’s departure from the European Union. UK GDPR replaced the European GDPR for use in the UK. The regulation sets out the key principles, rights and obligations for most processing of personal data in the UK.
The GDPR applies to the processing of personal data wholly or partly by automated means (i.e. by computer) AND to the processing other than by automated means of personal data (i.e. paper records) that form part of a filing system or are intended to form part of a filing system.
Our Current Position
Vibe AI is registered with the UK Information Commissioner’s Office (ICO) both as a Data Processor for our customers’ data and as a Data Controller for our own company’s data. (ICO #ZB62559.)
We work to the ISO:27001 standard of which we plan to implement the certification within 12 months.
As a result of our own assessment and the independent inspections that we have undergone we are confident that our systems and operations are fully compliant with current Data Protection Act legislation and that we are compliant with the GDPR.
Our Commitment
We honour our clients, suppliers, and service users right to data privacy and protection. We are committed to compliance with all United Kingdom and relevant EU and Member State laws in respect of personal data, and the protection of the rights and freedoms of individuals whose information we collect and process in accordance with the General Data Protection Regulation (GDPR). Ongoing compliance is embedded into the fabric of our organisation and the backbone of our operation, providing a ‘best practice’ framework for compliance. This trust we have built with our clients and their colleagues is a core component of our success, without the element of trust we would not be able to extract, sensitive, rounded, and candid feedback from all areas of a business. No feedback on any individual will ever be shared with their employer, except for an extreme, high-risk, life-or-death situation. Our key purpose as an organisation is to aggregate large sets of data into the key themes around the strengths and development areas of an organisation so we can improve relationships across the board.
If you have any questions relating to our approach to data protection and security, please don’t hesitate to email us at hello@vibe.uk.com
The Key Principles
Since we hold and process personal information about clients, staff or suppliers, we are legally obliged to protect that information, making sure that:
- processing is lawful and fair
- purposes of processing must be specified, explicit and legitimate and not further processed in a manner that is incompatible with those purposes; further processing for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes shall not be incompatible with the initial purposes;
- personal data must be adequate, relevant and not excessive
- personal data must be accurate and kept up to date every reasonable step must be taken to ensure that personal data that are inaccurate, having regard to the purposes for which they are processed, are erased or rectified without delay;
- personal data must be kept for no longer than necessary for the purposes for which the personal data are processed; personal data may be stored for longer periods insofar as the personal data will be processed solely for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes subject to implementation of the appropriate technical and organisational measures required by the GDPR in order to safeguard the rights and freedoms of individuals;
- personal data must be processed in a secure manner that ensures appropriate security of the personal data, including protection against unauthorised or unlawful processing and against accidental loss, destruction or damage, using appropriate technical or organisational measures.
The Regulation aims to standardise data protection laws and processing across the EU, giving people greater rights to access and control their personal information.
Privacy Notice - transparency of data protection
Being transparent and providing accessible information to individuals about how we use personal data is important for our organisation. The following are details on how we collect data and what we will do with it:
What information is being collected?
1. Client(s) employee and/or supplier HR data
Specifically, but not limited to:
Age Range
Job role background and current company position
Ethnicity
Sexuality
Gender
Neurodiversity
Disability
Company Email
2. Data on individuals for marketing or communication purposes via the Vibe Ai website
Name
Email
Who is collecting it?
Vibe Ai Ltd
How is it collected?
Vibe Survey platform
Client first party data
Focus groups and workshops
Interviews
Observational environmental analysis
Website forms
Why is it being collected?
Information is collected on behalf of our clients to process employee or customer surveys.
How will it be used?
The information will be anonymised and aggregated to gain statistical insight into surveyed behaviour.
Who will it be shared with?
The inputs into Vibe will not be shared with anyone outside of Vibe Ai. The anonymised output information will be shared with the client.
Identity and contact details of any data controllers
Simon Kevan – Company Director
Katy Noble – Project Manager and Data Processor
Retention period
Personal data will be retained until requested to be removed by individual(s) or client(s) for the data to be deleted, or at which point the contract between client(s) and Vibe Ai ends. All deleted data will be recorded in a data tracker in-house system. Survey statistical data is permanently retained in its anonymised format unless otherwise requested in writing by the client(s) and used in reference by Vibe Ai for research and benchmarking purposes only.