Privacy Policy

Introduction

Welcome to the PinPoint Visualisation Limited privacy policy.

PinPoint Visualisation Limited respects your privacy and is committed to protecting your personal data. This privacy policy will inform you as to how we look after your personal data when you visit our website (regardless of where you visit it from) and tell you about your privacy rights and how the law protects you.

1. Important information and who we are

Purpose of this privacy policy

This privacy policy aims to give you information on how PinPoint Visualisation Limited collects and processes your personal data through your use of this website and of the Voyager Art application, including any data you may provide when you purchase or sign up to a product or service.

This website is not intended for children and we do not knowingly collect data relating to children.

It is important that you read this privacy policy together with any other privacy policy or fair processing policy we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This privacy policy supplements other notices and privacy policies and is not intended to override them.

Controller

PinPoint Visualisation Limited is the controller and responsible for your personal data (collectively referred to as "Voyager", "we", "us" or "our" in this privacy policy).

If you have any questions about this privacy policy, including any request to exercise your legal rights, please contact us using the details set out below.

Contact details

Full name of legal entity: PinPoint Visualisation Limited, a limited company registered in England and Wales with company registration number 04199761.

Email address: [email protected]

Postal address: Index House, St. George’s Lane, Ascot, Berkshire, England, SL5 7ET

Telephone number: +44 (0) 1344 636395

You have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK regulator for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.

Changes to the privacy policy and your duty to inform us of changes

We keep our privacy policy under regular review.

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.

Third-party links

This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy policy of every website you visit.

2. The data we collect about you

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:

• Identity Data includes first name, last name, username or similar identifier, job title and the organisation you work for.
• Contact Data includes billing address, email address and telephone numbers.
• Financial Data includes what we need to raise and settle an invoice: the name, organisation and address to bill, a purchase order or reference number if you use one, and the account a payment reaches us from. We do not take card payments, we hold no card details, and we use no payment provider.
• Transaction Data includes details about payments to and from you and other details of products and services you have purchased from us.
• Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, and other technology on the devices you use to access this website.
• Profile Data includes your username and password, purchases or orders made by you, your interests, preferences, feedback and survey responses (where applicable).
• Usage Data includes information about how you use our website, products and services, including the projects, collections and virtual tours you create in the Voyager Art application.
• Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences.
• Recording Data includes the recordings we make of your sessions in the Voyager Art application: the pages you open, what is on the screen while you work, and the actions you take. Section 10 explains why we record, for how long, and what is hidden.

We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data could be derived from your personal data but is not considered personal data in law as this data will not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website feature. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy policy.

We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health, and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.

If you fail to provide personal data

Where we need to collect personal data by law, or under the terms of a contract we have with you, and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with goods or services). In this case, we may have to cancel a product or service you have with us but we will notify you if this is the case at the time.

3. How is your personal data collected?

We use different methods to collect data from and about you including through:

• Direct interactions. You may give us your Identity, Contact and Financial Data by filling in forms, creating an account, or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:

• enquire about a Voyager licence or book a demo;
• create an account in the Voyager Art application;
• subscribe to our service or publications;
• request marketing to be sent to you;
• give us feedback or contact us.

• Automated technologies or interactions. As you interact with our website, we may automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data using analytics technology and server logs. On this website, Google Analytics runs only after you accept it, while a visit count that stores nothing on your device runs for everyone; in the Voyager Art application, every signed-in session is recorded. All three are set out in section 10 and, for this website, in our cookie policy.

• Third parties. We receive Technical and Usage Data from the analytics providers described in section 10, and from the providers who host and run the Voyager Art application. We receive nothing from a payment provider, because we use none: invoices are raised and settled directly with us.

4. How we use your personal data

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

• Where we need to perform the contract we are about to enter into or have entered into with you.
• Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
• Where we need to comply with a legal obligation.
• Where you have given your consent, which you can withdraw at any time.

We rely on consent for Google Analytics on this website and before sending third party direct marketing communications to you by email or text message. You have the right to withdraw consent at any time by contacting us, or, for analytics, by using the controls described in section 10. The visit count described in that section does not rely on consent, because it stores nothing on your device and nothing it collects can be traced back to you.

Purposes for which we will use your personal data

We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.

Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the table below.

Marketing

We strive to provide you with choices regarding certain personal data uses, particularly around marketing and advertising. Please contact us if you wish to manage your personal data use.

Opting out

You can ask us or third parties to stop sending you marketing messages at any time by contacting us at any time.

Where you opt out of receiving these marketing messages, this will not apply to personal data provided to us as a result of a product/service purchase, product/service experience or other transactions.

Change of purpose

We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.

If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

5. Disclosures of your personal data

We may share your personal data with the parties set out below for the purposes set out in the table above.

• Internal Third Parties as set out in the Glossary.
• External Third Parties as set out in the Glossary.
• Third parties to whom we may choose to sell, transfer or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy policy.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

6. International transfers

Some of our external third parties are based outside the UK, so their processing of your personal data will involve a transfer of data outside the UK. These are the ones that hold or receive it:

• Hetzner Online GmbH hosts the Voyager Art application, everything you create in it, and the session recordings described in section 10, on servers in Germany.
• Cloudflare, Inc. serves this website and provides the visit count described in section 10.
• Rackspace carries our account email, so anything you write to us is held there.
• Kiri, 3D AI Studio and Stability AI receive the photographs you upload to the Captures feature, and return a 3D model. They receive nothing else.
• Google receives the website analytics described in section 10, and only if you accept them.

The recorder that makes the session recordings is not on this list. We run it ourselves, on our own server in Germany, so the recordings are not handed to anyone.

Germany, where the application and its data are held, is covered by a UK adequacy decision, which means it is recognised as giving your data essentially the protection it has in the UK.

Whenever we transfer your personal data out of the UK, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:

• We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data.
• Where we use certain service providers, we may use specific contracts approved for use in the UK which give personal data the same protection it has in the UK.

7. Data security

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. Access to your personal data is limited to those employees, agents, contractors and other third parties who have a business need to know, and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

8. Data retention

How long will you use my personal data for?

We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect of our relationship with you.

To determine the appropriate retention period, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure, the purposes for which we process it, and whether we can achieve those purposes by other means.

By law we have to keep basic information about our customers, including Contact, Identity, Financial and Transaction Data, for six years after they cease being customers, for tax purposes.

Beyond that, we should be plain about what we do rather than describe a policy we do not operate: we delete nothing. The projects, collections, scenes and virtual tours you create in the Voyager Art application stay on our systems when your licence ends, so that they are still there if you come back. Our Terms of Service say the same. We will delete them, or give you a copy, whenever you ask.

Session recordings are the one thing with a fixed life: they are deleted automatically 30 days after they are made.

In some circumstances you can ask us to erase your data: see section 9 below.

9. Your legal rights

Under data protection law you have rights in relation to your personal data. You have the right to:

• Request access to your personal data, commonly known as a "data subject access request". This lets you receive a copy of the personal data we hold about you and check that we are lawfully processing it.
• Request correction of the personal data we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
• Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. Note that we may not always be able to comply with your request for specific legal reasons which will be notified to you at the time.
• Object to processing of your personal data where we are relying on a legitimate interest and there is something about your particular situation which makes you want to object on this ground. You also have the right to object where we are processing your personal data for direct marketing purposes.
• Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in certain scenarios, for example if you want us to establish its accuracy.
• Request the transfer of your personal data to you or to a third party, in a structured, commonly used, machine-readable format. This right applies to information you provided to us where we processed it by automated means with your consent or to perform a contract with you.
• Withdraw consent at any time where we are relying on consent to process your personal data. This will not affect the lawfulness of any processing carried out before you withdraw your consent.

If you wish to exercise any of the rights set out above, please contact us using the details in section 1.

No fee usually required

You will not have to pay a fee to access your personal data or to exercise any of the other rights. However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive, and we may refuse to comply with your request in those circumstances.

What we may need from you

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data, or to exercise any of your other rights. This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it.

Time limit to respond

We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

10. Cookies, analytics and session recording

This website counts its visits with Cloudflare Web Analytics. It sets no cookie, writes nothing to your device and reads nothing from it, and it cannot follow you to another website, so it runs for every visitor and the banner does not cover it. It tells us how many people came, which pages they opened, which website sent them, and roughly which country and what kind of device they were on. It does not tell us who you are.

This website also measures how it is used with Google Analytics 4, and only after you agree to it. Until you accept, nothing is loaded from Google at all: no analytics cookie is set and no measurement data is sent. Our cookie policy lists what is stored and for how long.

When you first visit, a banner asks whether you accept analytics. Accepting and rejecting are offered equally, and the site works either way. Your answer is kept in your browser so you are not asked again, and you can change it at any time by clearing your browser storage for this site.

Because a page can start loading before you answer the banner, the events of that page view are held in the page itself, not written to your device. If you then accept, those events are sent; if you reject, they are discarded and nothing is sent.

What we measure is how the site is used, not who you are: pages viewed, how far down a page you scroll, which of the hero chapters you reach, whether you play the walkthrough film, which project examples you open, and which links you follow away from the site. We do not use analytics to identify you, we do not sell it, and we do not use advertising or targeting cookies.

There is one further control, and it is meant for us rather than for you: adding ?analytics_optout=1 to the address of any page on this site stops both measurements in that browser for good, and ?analytics_optout=0 starts them again. It is how we keep our own visits out of our own reports. The banner is the control meant for visitors.

Session recording in the Voyager Art application

The Voyager Art application records your sessions, and it records all of them. A recording covers the pages you open, what is on the screen while you work, and what you click, so that when you report a fault we can watch what happened instead of asking you to describe it.

We run the recorder ourselves, on our own server in Germany; the recordings are not handed to another company. They are deleted automatically 30 days after they are made, and only the people who build and support Voyager can watch one. The recorder hides what you type into text fields, but it does not hide what is on the screen, so a recording will show the collection you were working on and the artwork images in it.

We rely on our legitimate interest in making the application work properly, and section 4 sets out how we weighed that against your rights. You can object to it at any time using the rights in section 9.

You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of this website may become inaccessible or not function properly.

11. Glossary

Lawful basis

• Legitimate Interest means the interest of our business in conducting and managing our business to enable us to give you the best service and the best and most secure experience. We make sure we consider and balance any potential impact on you and your rights before we process your personal data for our legitimate interests.
• Performance of Contract means processing your data where it is necessary for the performance of a contract to which you are a party or to take steps at your request before entering into such a contract.
• Comply with a legal obligation means processing your personal data where it is necessary for compliance with a legal obligation that we are subject to.
• Consent means processing your personal data where you have given us clear permission to do so for a specific purpose, which you can withdraw at any time.

Third parties

• Internal Third Parties means other companies in our group, where they act as joint controllers or processors and are based in the United Kingdom.
• External Third Parties means the service providers we rely on to run our business, each of which is named in section 6: Cloudflare, which serves this website and counts its visits; Hetzner, which hosts the Voyager Art application and everything in it; Rackspace, which carries our email; Kiri, 3D AI Studio and Stability AI, which turn photographs uploaded to Captures into 3D models; Google, which provides the website analytics if you accept them; and our professional advisers, insurers, regulators and tax authorities where the law requires it. There is no payment provider on that list, because we take payment by invoice.