Privacy Policy – Visionaid International Ltd

Visionaid International Ltd is committed to protecting your privacy and handling personal information responsibly. This policy explains what we collect, how we use it, how we protect it, and your rights.

Who we are

Visionaid International Ltd is the data controller for the personal information we hold (meaning we decide how and why it is used).

• Data Protection Lead: Data Protection Lead, Visionaid International Ltd
• Contact (privacy requests): info@visionaid.com

What information we collect

1) Information you give us

We may collect:

• Contact details: name, email address, phone number, organisation, job title
• Distributor relationship details: territory interests, product interests, training/support requests, and relevant notes from communications
• Operational details (where applicable): shipping details for demo units, service/returns information, and warranty/support history
• Communications: emails, messages, and notes from calls/meetings

2) Distributor portal (logins and account data)

If you have a distributor login, we may collect and store:

• Account details: name, email, organisation, role/permissions, user ID
• Security and audit data: login dates/times, account activity records, IP address (where logged), and access logs
• Portal usage records: which areas/resources are accessed (to help with security, auditing, and service improvement)
• Passwords: We do not store passwords in plain text. Passwords are stored using appropriate protective methods (such as hashing) provided by the portal/website system.
• Portal content: The portal is view/download only. Distributors cannot upload files or documents through the portal.

3) Website analytics (Google Analytics)

When you browse our website, we may collect usage data such as:

• pages visited, time spent on pages, and interactions
• device and browser type
• approximate location (e.g., city/region)
• referral source (how you found the site)

This helps us improve the website and distributor experience.

Where your data is stored

We store relevant information in our secure CRM/ERP system to manage enquiries, distributor relationships, and support records.

Portal and website data may also be stored in secure website systems and trusted service providers used to operate the portal and website. We use appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, alteration, or disclosure.

How we use your information

We use personal data to:

• respond to distributor enquiries and manage distributor relationships
• provide distributor support, product information, training, and operational communications
• create and manage distributor portal accounts and access permissions
• maintain the security of our portal and systems (including fraud prevention and access auditing)
• improve our products, services, and website using feedback and analytics trends
• send marketing communications only where you have consented

No website payments: Our distributor website/portal does not take payments.

Lawful bases for processing (UK GDPR)

We process personal data under one or more lawful bases:

1. Legitimate interests - to respond to enquiries, manage distributor relationships, provide support, operate a secure portal, and improve services (balanced against your rights)
2. Contract - where needed to set up or fulfil distributor agreements and related activities
3. Consent - for marketing emails and (where required) analytics/cookies
4. Legal obligation - where we must keep certain records

Email communications

We may contact you by email to:

• respond to enquiries
• share distributor-relevant operational information (support, training, product or policy updates)
• send marketing emails only if you opt in

Emails may be sent directly from our email system, and/or through Mailchimp for marketing communications. You can opt out of marketing at any time using an unsubscribe link (where included) or by emailing info@visionaid.com.

Google Analytics and cookies

We use Google Analytics to understand how our website is used and to improve content and performance. Depending on your cookie choices and how Analytics is configured, data may be processed outside the UK. Where this happens, we use appropriate safeguards (see “International transfers”).

You can control cookies via any cookie banner (where present) and through your browser settings.

Sharing your information

We do not sell your personal data. We may share personal information only when necessary, for example with:

• website/portal providers (hosting, security, portal functionality)
• email service providers (e.g., Mailchimp if you opt into marketing)
• analytics providers (Google Analytics)
• logistics/support partners (only where relevant for demo units, support, repairs, or returns)

We share only what is required and expect providers to protect data appropriately.

International transfers

Because we work with distributors globally and use some global service providers, personal data may be transferred outside the UK. Where personal data is transferred internationally, we use appropriate safeguards such as:

• transfers to countries recognised as providing adequate protection, and/or
• recognised contractual protections (such as standard contractual clauses)

How long we keep your data

We keep personal data only as long as needed for:

• managing distributor relationships and support history
• maintaining portal security/audit trails
• meeting legal or contractual obligations

When data is no longer needed, we securely delete it or anonymise it.

Your rights

You have the right to:

• access the personal data we hold about you
• correct inaccurate or incomplete information
• request deletion of your data (where applicable)
• object to certain processing
• request restriction of processing in certain situations
• withdraw consent (where we rely on consent, e.g., marketing)
• request data portability (in certain circumstances)

To make a request, email info@visionaid.com. We may need to verify your identity.

Complaints

If you’re unhappy with how we handle your data, please contact us at info@visionaid.com so we can help. You also have the right to complain to the UK regulator, the Information Commissioner’s Office (ICO).

Changes to this policy

We may update this policy from time to time. The latest version will be the one published on our website.