Privacy and Terms

Introduction

This privacy notice provides you with details of how we collect and process your personal data through your use of our site squarevanilla.co.uk / .com

Please read this Privacy Policy carefully to get a clear understanding of how we collect, use, protect or otherwise handle your Personally Identifiable Information in accordance with our website.

By using this website, you indicate your acceptance of all terms of this Privacy Policy. If you do not agree to this policy, please do not use our website. Your continued use of any Square Vanilla website following the posting of changes to these terms indicates your acceptance of those changes.

Square Vanilla is the data controller and we are responsible for your personal data (referred to as “we”, “us” or “our” in this Privacy Policy).

Contact Details

Full name of legal entity: Katie Thomas
Email address: katie@squarevanilla.com

Types of Personal Information we Collect About You

Personally Identifiable Information means any information capable of identifying an individual.

We may process the following categories of Personally Identifiable Information about you:

Logs and Analytics

As is true with most websites and services delivered over the Internet, we gather certain information and store it in log files when you interact with our website and services. This information includes internet protocol (IP) addresses as well as browser type, internet service provider, URLs of referring/exit pages, operating system, date/time stamp, information you search for, locale and language preferences, identification numbers associated with your devices, your mobile carrier, and system configuration information.

We collect analytics information when you use the website to help us improve the website and the services we provide. We may also share anonymous data about your actions on our website with third-party service providers of analytics services.

Cookies and Other Tracking Technologies

We and our authorised partners may use cookies and other information-gathering technologies for a variety of purposes. These technologies may provide us with personal information, information about devices and networks you utilise to access our website, and other information regarding your interactions with our website.

Information that you provide us

We collect the information you send us through various channels of communication such as: website forms, social media pages, email, and text. 
If you request to receive information or contact us by signing up through our website forms you will be required to provide information such as your name, email and phone number.

We may use the information we collect about you (including personal information, to the extent applicable) to:- Process and complete transactions, and send you related information, including purchase confirmations and invoices.
Send transaction messages, including responses to your comments, questions, and requests; provide customer service, support and administrative messages.
Send promotional communications, such as providing you with information about products and services, features, surveys, newsletters, offers, promotions, contests, and events; and provide other news or information about us and our partners.

You can opt-out of receiving marketing communications from us by contacting us at katie@squarevanilla.com or following the unsubscribe instructions included in our marketing communications;

Sensitive Data

We will collect some sensitive data about you.  We do not collect any data that includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, criminal convictions and offences. 

How long we retain your personal information

We will retain your personal information for as long as is needed to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law (such as tax, accounting or other legal requirements). When we have no ongoing legitimate business need to process your personal information, we will either delete or anonymise it, or, if this is not possible (for example, because your personal information has been stored in backup archives), then we will securely store your personal information and isolate it from any further processing until deletion is possible.

Google Analytics

We use Google Analytics to optimise our business.

By enabling Google Analytics, we are required to notify our website visitors by disclosing the use of these features and that we and third-party vendors use first-party cookies (such as the Google Analytics cookie) or other first-party identifiers, and third-party cookies or other third-party identifiers together to gather data about your activities on our website.  

Website Security

Square Vanilla uses the latest Secure Server Technology to ensure that all data submitted through our website is protected to the highest standards. Transport Layer Security (TLS 1.1) encryption is used to ensure that all credit card and transaction information is secure. You can tell when the web page you are using is secure as the letters “https” will replace “http” in the browser address window. You will also notice a padlock either next to your browser address window or at the bottom of your browser window.

Data Security

We have put in place security measures to prevent your personal data from being accidentally lost, used, altered, disclosed, or accessed without authorisation. We also allow access to your personal data only to those employees and partners who have a business need to know such data. They will only process your personal data on our instructions, and they must keep it confidential.

ADDITIONAL RIGHTS FOR EEA AND CERTAIN OTHER TERRITORIES

If you are from certain territories (such as the EEA), you may have the right to exercise additional rights available to you under applicable laws, including:

  • Right of erasure: In certain circumstances, you may have a broader right to erasure of personal information that we hold about you – for example, if it is no longer necessary in relation to the purposes for which it was originally collected. Please note, however, that we may need to retain certain information for record keeping purposes, to complete transactions or to comply with our legal obligations.

  • Right to object to processing: You may have the right to request that we stop processing your personal information and/or to stop sending you marketing communications.

  • Right to restrict processing: You may have the right to request that we restrict processing of your personal information in certain circumstances (for example, where you believe that the personal information we hold about you is inaccurate or unlawfully held).

  • Right to data portability: In certain circumstances, you may have the right to be provided with your personal information in a structured, machine readable and commonly used format and to request that we transfer the personal information to another data controller without hindrance.

If you would like to exercise such rights, please contact us at katie@squarevanilla.com We will consider your request in accordance with applicable laws. To protect your privacy and security, we may take steps to verify your identity before complying with the request.

You also have the right to complain to a data protection authority about our collection and use of your personal information. For more information, please contact your local data protection authority. A list of contact details for the EU data protection authorities is available here.

 

Links to other sites

Our website contains links to other sites that are not owned or controlled by us. Please be aware that we are not responsible for the privacy practices of such other sites.

We encourage you to be aware when you leave our website and to read the privacy policies of each and every website that collects personal information.

This Policy applies only to information collected by our website.

Policy Changes

We may update this Policy to reflect changes to our information practices. We encourage you to periodically review this page for the latest information on our privacy practices.

Contract Terms for Clients

All contracts are entered into by both parties at the time of signing off the contract. Any changes required by a client to the service offered by Square Vanilla need to be in writing with 30 days’ notice.

During the provision of contracted Works by Square Vanilla to the Client, the Client shall not:

  • Employ the services of any Search Engine Optimisation or Digital Company other than Square Vanilla to work on their website promotion;

  • Employ the services of any Submission Company other than Square Vanilla for the provision of their Search Engine Optimisation services;

  • Create any duplicate sites, duplicate content or pages, redirects or doorway pages to their website;

The Client shall inform Square Vanilla within 24 hours of work commencing if any other person or agency apart from Square Vanilla makes a change or changes to your website/websites.

Fees and Invoicing

Square Vanilla does not offer credit terms. Square Vanilla shall issue invoices on a monthly basis for all Works provided to the Client in a particular calendar month. Invoices will be issued upon completion of the Works for that calendar month or at the end
of the Engagement if sooner. The Client shall raise any query and/or concern it may have in relation to any invoice within 7 days of the date of the invoice. Any queries and/or concerns raised after this 7-day period shall be null and void and the invoice shall be payable in full without deduction or setoff.

Notwithstanding the period set out of 7 days of the date of issue of an invoice to raise any queries or concerns in relation to an invoice, all invoices are to be settled in favour of Square Vanilla without deduction or set-off within 14 days of the date of the invoice unless specified otherwise in the Engagement Letter.

In the event of non-payment of any invoice, Square Vanilla shall be entitled to withhold or suspend the provision of further Works until such time as it receives payment of the invoice or other payments due. In addition, Square Vanilla shall be entitled to retract the Works provided to the Client and invoiced for under any unpaid invoice until such time as it receives payment of that invoice.

Either party may provide written notice to the other to terminate this agreement with immediate effect if one of the following events occurs:

Either party goes into liquidation or makes any arrangement or composition with its creditors or is otherwise unable to pay its debts within the meaning of Section 123 Insolvency Act 1986;

Either party’s ability to carry out its obligations under this agreement is prevented or substantially interfered with for any reason for a period in excess of three months (whether or not within the control of such party) including without limitation by reason of any regular law decree or any act of state or any other action of a government.

Completion Date & Cancellation

Square Vanilla and the Client must work together to complete the Works in a timely manner for both parties to remain profitable. Cancellation of the Works at the request of the Client must be made within 2 weeks (14 days) of the purchase. In the event that development is postponed or cancelled at the request of the Client after 14 days of purchase, Square Vanilla shall have the right to retain at least 50% of the total amount invoiced for the service as a deposit and development expenses. In the event this amount is not sufficient to cover Square Vanilla for time and expense already invested in the Works, an additional payment may be due. If additional payment is due, this will be billed to the Client within 10 days of notification to stop Works. The final payment will be expected under the same terms as listed in this agreement. The Client agrees that once Square Vanilla completes the design and development process, any further work will incur an additional cost that will be estimated and quoted to the Client for further development. Unless the Client is a monthly paid service subscriber with the Service Provider, the Client agrees that the Service Provider has no legal liability to work further on the completed services and any projects.

Monthly Paid Retainer Cancellation Policy:

Cancellation of any monthly paid subscription plan such as the Maintenance and Retainer Plans, Monthly SEO Plans, Google AdWords Management, and Analytics Reporting must be notified sixty (60) days before the cancellation date via email/mail. In the event that updates are postponed or cancelled at the request of the Client by email, Square Vanilla shall have the right to retain 50% of the original payment as a deposit and maintenance expenses. In the event this amount is not sufficient to cover Square Vanilla for time and expense already invested in the maintenance, an additional payment may be due. If additional payment is due, this will be billed to the Client within 15 days of notification via email to stop monthly updates. The final payment will be expected under the same terms as listed in this agreement.

Rejection or cancellation

Unless a rejection fee has been agreed in advance, the Client shall have no right to terminate the Contract, allege breach of Contract, nor seek any cancellation, reduction or repayment of the Job Cost on the basis of style or composition.

Once the Contract is concluded as provided on these terms and conditions, any subsequent cancellation by the Client will result in the Client being liable for the full Job Cost as if the cancellation had not taken place, excluding such committed third-party expenses as Square Vanilla is able to avoid liability for within its existing contractual commitments to suppliers.

Any login details provided by a client for Square Vanilla to carry out work will be deleted by the Account Manager after a contract is ceased to protect any security moving forwards.

Any payments for work carried out are due within 30 days of receiving the invoice from Square Vanilla, and if you have any problems paying them please do let us know as soon as possible and we will do all we can to accommodate you.

Square Vanilla reserves the right to cease working with a client with immediate effect should any terms be broken, or payment not received in a timely manner.