Privacy Policy
This policy explains how Chavid collects, uses, and protects your personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
Who We Are
Chavid is a UK-based video calling and messaging platform. The Data Controller responsible for your personal data is:
Colin Fairnie trading as Reliant Technologies
25 Delta Drive, Musselburgh, East Lothian, EH21 8HY
Phone: 0800 994 9090
Email: [email protected]
Website: https://chavid.co.uk
We are registered with the Information Commissioner's Office (ICO) as a data controller. Our ICO registration details are available on the ICO public register at ico.org.uk.
What Data We Collect
We collect the following categories of personal data:
Account Data
When you register, we collect your name, email address, and a securely hashed version of your password. We never store your password in plain text.
Usage Data
We collect information about how you use the platform: features accessed, session duration, actions taken, and interaction patterns. This helps us improve the service.
Device & Browser Information
We automatically collect your IP address, browser type and version, operating system, device type, screen resolution, and referring URLs when you access Chavid.
Payment Data
Payment processing is handled entirely by Stripe. We do not store your card number, CVV, or full payment details on our systems. We receive only a transaction reference and billing confirmation from Stripe.
Communications Metadata
We collect metadata about communications made through the platform (such as timestamps, duration, and participant identifiers) for service delivery and security purposes. We do not record, store, or access the content of your video calls or messages.
How We Use Your Data
We use your personal data for the following purposes:
- To create and manage your account and provide access to the Chavid platform.
- To process payments and manage your subscription via Stripe.
- To send service-related emails such as account confirmations, password resets, billing receipts, and important platform notices.
- To improve, maintain, and develop the platform based on usage patterns and feedback.
- To detect, investigate, and prevent fraudulent activity, abuse, or security incidents.
- To comply with our legal and regulatory obligations under UK law.
- To respond to your support requests and communications.
Legal Basis for Processing
Under UK GDPR, we must have a lawful basis for processing your personal data. We rely on the following bases:
Contract Performance
Processing necessary to provide the Chavid service you have signed up for, including account management, service delivery, and billing.
Legitimate Interests
Processing necessary for our legitimate business interests, such as improving the platform, preventing fraud, ensuring network security, and sending service communications. We always balance these interests against your rights.
Legal Obligation
Processing required to comply with UK law, including tax and financial record-keeping obligations.
Consent
Where we rely on your consent (for example, for optional analytics cookies or marketing communications), you may withdraw that consent at any time without affecting the lawfulness of processing before withdrawal.
Data Retention
We retain your personal data only for as long as necessary for the purposes described in this policy, or as required by law:
| Data Type | Retention Period |
|---|---|
| Account data (name, email, profile) | While account is active + 2 years after closure |
| Payment records & billing history | 7 years (UK legal requirement) |
| Server and access logs | 90 days |
| Support communications | 3 years from last interaction |
| Consent records | Duration of consent + 3 years |
When data is no longer required, it is securely deleted or anonymised. You may request early deletion of your account data — see Your Rights below.
Data Sharing
We do not sell your personal data. We share data only in the following limited circumstances:
Stripe
Payment processing. Stripe acts as an independent data controller for payment data. See Stripe's Privacy Policy at stripe.com/privacy.
Hosting & Infrastructure Providers
Cloud hosting, content delivery, and database services necessary to operate the platform. All providers are bound by data processing agreements.
Legal & Regulatory Authorities
Where required by law, court order, or to protect the rights, property, or safety of Chavid, our users, or the public.
We require all third-party processors to implement appropriate technical and organisational security measures and to process data only on our documented instructions.
Your Rights (GDPR / UK GDPR)
Under UK GDPR and the Data Protection Act 2018, you have the following rights regarding your personal data:
Your Data Protection Rights
Right of Access
Request a copy of the personal data we hold about you (Subject Access Request).
Right to Rectification
Request correction of inaccurate or incomplete personal data.
Right to Erasure
Request deletion of your personal data ("right to be forgotten"), subject to legal retention requirements.
Right to Restriction
Request that we restrict processing of your data in certain circumstances.
Right to Portability
Receive your data in a structured, machine-readable format and transfer it to another controller.
Right to Object
Object to processing based on legitimate interests or for direct marketing purposes.
Right to Withdraw Consent
Withdraw consent at any time where processing is based on consent, without affecting prior lawful processing.
Rights re. Automated Decisions
Not be subject to solely automated decisions that significantly affect you without human review.
To exercise any of these rights, please contact us at [email protected]. We will respond within one calendar month. We may need to verify your identity before processing your request.
International Transfers
Your personal data is primarily processed and stored within the United Kingdom and/or the European Economic Area (EEA).
Where we use service providers that process data outside the UK or EEA, we ensure that appropriate safeguards are in place, such as:
- UK adequacy regulations or EU adequacy decisions
- Standard Contractual Clauses (SCCs) approved by the ICO or European Commission
- Binding Corporate Rules where applicable
- Other legally recognised transfer mechanisms
You may request details of the safeguards in place for any specific transfer by contacting us at [email protected].
Security
We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, destruction, or disclosure. These measures include:
- TLS/HTTPS encryption for all data in transit
- Secure password hashing using industry-standard algorithms
- Access controls limiting data access to authorised personnel only
- Regular security reviews and vulnerability assessments
- Incident response procedures for data breaches
No method of transmission over the internet or electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your data, we cannot guarantee absolute security.
You are responsible for keeping your account credentials confidential. Please use a strong, unique password and do not share your login details with anyone. Contact us immediately if you suspect unauthorised access to your account.
Children
Chavid is not intended for use by children under the age of 13. We do not knowingly collect personal data from children under 13.
If you are a parent or guardian and believe that your child has provided us with personal data without your consent, please contact us immediately at [email protected]. We will take prompt steps to delete such data from our systems.
Users aged 13–17 should use the platform only with the knowledge and consent of a parent or guardian.
Changes to This Policy
We reserve the right to update this Privacy Policy at any time to reflect changes in our practices, technology, legal requirements, or other factors.
When we make material changes, we will notify you by:
- Sending an email notification to your registered email address
- Displaying a prominent notice within the Chavid platform
- Updating the "Last updated" date at the top of this page
Your continued use of Chavid after any changes to this policy constitutes your acceptance of the updated terms. We encourage you to review this policy periodically.
Complaints
If you have concerns about how we handle your personal data, we encourage you to contact us first so we can try to resolve the matter:
Email: [email protected]
You also have the right to lodge a complaint with the UK supervisory authority:
Information Commissioner's Office (ICO)
Website: ico.org.uk
Phone: 0303 123 1113
Address: Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Contact Us
If you have any questions, concerns, or requests relating to this Privacy Policy or the way we handle your personal data, please contact us:
Colin Fairnie trading as Reliant Technologies
25 Delta Drive, Musselburgh, East Lothian, EH21 8HY
Phone: 0800 994 9090
Email: [email protected]
Website: https://chavid.co.uk
We aim to respond to all data protection enquiries within 30 days of receipt.