Privacy Policy

Vendora Inc

Last updated: 24th April 2025

1. Introduction

This Privacy Policy explains how Vendora Inc (“Vendora”, “we”, “us”, “our”) collects, uses, shares and protects personal information. It applies to our website at vendorainc.org.uk, to people who apply to work with us, to our brand ambassadors and sales representatives, and to customers who interact with our representatives on behalf of our clients.

We are committed to handling personal information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Contact details:

• Company: Vendora Inc
• Registered address: 116 West Regent Street, Glasgow, G2 2QD
• Email: info@vendorainc.org.uk
• Company registration number: SC787083
• ICO registration number: ICO:00011764819
• For most of the activities described in this policy, Vendora Inc is the data controller. Where we carry out sales activity on behalf of a client company, that client may be the controller and we may act as their processor — this is explained in Section 6.

2. Who this policy covers

This policy covers four groups of people:

1. Website visitors — anyone browsing vendorainc.org.uk or contacting us through it
2. Job applicants — anyone applying for a role or opportunity with Vendora
3. Brand ambassadors, sales representatives and contractors — people who represent Vendora in the field, whether employed, self-employed or engaged through a third party
4. Customers and prospective customers — members of the public who speak to our representatives about products and services from our client companies

3. Information we collect

3.1 Website visitors

• Name, email address, telephone number and any message content you submit through our contact form
• Technical data including IP address, browser type and version, device type, operating system, and approximate location derived from IP address
• Usage data including pages visited, time spent, referring website, and how you navigate the site
• Cookie data (see Section 10)

3.2 Job applicants

• Full name, postal address, email address and telephone number
• Date of birth
• CV, employment history, education and qualifications
• Right to work documentation, including passport or immigration status documents
• References and referee contact details
• Interview notes and assessment results
• Any information you volunteer in your application

3.3 Brand ambassadors, sales representatives and contractors

In addition to the above, once you begin working with us we may collect and hold:

• National Insurance number and, where applicable, Unique Taxpayer Reference
• Bank account details for the payment of wages, commission or invoices
• Emergency contact details
• Photograph and identity information for ID badges and accreditation
• Address history and proof of address
• Results of background screening, including credit checks and criminal record checks where a client or industry regulator requires them
• Territory, shift and availability data
• Sales performance data, including sales volumes, conversion rates, quality scores and compliance outcomes
• Training and certification records
• Records of complaints, disciplinary matters or compliance investigations
• Location data where you use a company-provided device or app during working hours

3.4 Customers and prospective customers

Where you speak to one of our representatives about a product or service:

• Name, address, telephone number and email address
• Details of your current supplier or provider and your existing arrangements
• Information necessary to complete an application, which may include date of birth and payment details
• A recording of the sales or verification call, where one takes place
• Records of your consent and the confirmations you gave

3.5 Special category and criminal offence data

Some of the information above receives extra protection under data protection law:

• Health information — we may hold limited health information about brand ambassadors in order to make reasonable adjustments or to manage sickness absence. We rely on Article 9(2)(b) UK GDPR (employment and social protection law).
• Criminal offence data — where a client contract or regulator requires background screening, we may process information about criminal convictions under Article 10 UK GDPR and Schedule 1 of the Data Protection Act 2018. We hold an appropriate policy document covering this processing, available on request.
• Diversity information — if we collect equal opportunities data it is provided voluntarily, kept separate from your application, anonymised where possible, and never used to make decisions about you.

4. How we use your information and our lawful basis

Where we rely on legitimate interests, we have assessed that our interests do not override your rights and freedoms. You can ask us for a summary of that assessment at any time.

5. Sharing brand ambassador information with third parties

This section is important if you work with us as a brand ambassador, sales representative or contractor.

Vendora provides outsourced sales services to client companies, including internet service providers and energy suppliers. To place you on a client’s campaign, those clients need information about you. By working with Vendora, you should expect that your personal information will be shared with the client companies whose products you represent, and with organisations acting on their behalf.

5.1 Who we share your information with

• Client companies — the internet service providers, energy suppliers and other businesses whose products and services you sell. This includes their compliance, security, HR and field-management teams.
• Accreditation and vetting providers — organisations engaged by our clients or by us to verify identity, run background checks and issue credentials.
• Other agencies within a client’s sales network — where a client operates a shared compliance or performance register across its partners.
• Industry bodies and regulators — where a client’s sector requires representatives to be registered, licensed or reported on.

5.2 What we share

Depending on the client and the campaign, this may include:

• Your name, photograph and date of birth
• Contact details and address
• Right to work status and identity document details
• Results of background, credit and criminal record screening
• Your accreditation or badge number and its status
• Sales performance data, including volumes, conversion rates and quality scores
• Compliance records, including complaints made about you, the outcome of any investigation, and any decision to remove you from a campaign
• Training completion and certification records
• Bank Details

5.3 Why we share it

• To obtain the accreditation, badge or licence you need in order to sell a client’s products
• To satisfy the vetting and security requirements written into our contracts with clients
• To allow clients to verify that sales attributed to you are genuine and compliant
• To allow clients to investigate customer complaints and allegations of mis-selling
• To calculate and validate commission payments
• To meet regulatory obligations that apply to the client’s sector
• In order for sales reports to be generated
• Processing payments for services provided
• Generate fee invoices

5.4 What this means for you

Client companies generally act as independent data controllers for the information we share with them. Once they hold your information, their own privacy notice governs how they use it, and you can exercise your data protection rights directly against them. We will tell you which clients you are being accredited with, and can provide their privacy notices or contact details on request.

Some clients maintain shared registers across their sales partners. Where a representative is removed from a campaign for compliance reasons, that outcome may be recorded on such a register and visible to other agencies within that client’s network. This can affect your ability to work on that client’s campaigns through other agencies. If you would like to know whether a client you work with operates such a register, please ask us.

We will not share more information than the client reasonably requires, and we do not sell your information to anyone.

6. Other people we share information with

• Payroll providers, accountants and umbrella companies — to pay you and meet tax obligations
• HMRC and other government bodies — where we are legally required to report
• IT, hosting, CRM and communications providers — who process data on our behalf under written contracts
• Professional advisers — lawyers, insurers and auditors, where necessary
• Law enforcement and regulators — where we are legally obliged to disclose, or where disclosure is necessary to prevent or detect crime
• A purchaser or successor — if our business or part of it is sold or reorganised

All suppliers processing data on our behalf are bound by written contracts requiring them to protect your information and to use it only on our instructions.

Customer data: where our representatives collect information from members of the public for a client company, we typically act as a processor on that client’s behalf. The client is the controller and their privacy notice governs how the customer’s information is used. Customers can ask our representative, or contact us, to find out which company that is.

7. International transfers

We aim to keep personal information within the UK. Where a supplier or client stores or accesses information outside the UK, we ensure it is protected by one of the following:

• A UK adequacy decision covering the destination country
• The International Data Transfer Agreement, or the EU Standard Contractual Clauses with the UK Addendum
• Another lawful transfer mechanism recognised under UK GDPR

You can request details of the safeguards applying to any specific transfer by emailing info@vendorainc.org.uk.

8. How long we keep information

We may keep information longer where necessary to defend a legal claim, respond to a regulatory investigation, or comply with a legal obligation.

9. Your rights

Under UK data protection law you have the right to:

• Be informed about how we use your information — this policy is part of that
• Access a copy of the personal information we hold about you
• Rectification of information that is inaccurate or incomplete
• Erasure of your information in certain circumstances
• Restrict processing in certain circumstances
• Data portability — receive certain information in a portable format
• Object to processing based on legitimate interests, and to direct marketing at any time
• Not be subject to solely automated decision-making producing legal or similarly significant effects
• Withdraw consent at any time, where we rely on consent

To exercise any of these rights, email info@vendorainc.org.uk. We will respond within one month. There is no charge, although we may ask you to verify your identity.

If you are unhappy with how we have handled your information, you can complain to the Information Commissioner’s Office:

• Website: ico.org.uk
• Helpline: 0303 123 1113
• Address: Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

We would appreciate the chance to address your concerns first.

10. Cookies

Our website uses cookies and similar technologies. Essential cookies are necessary for the site to function and are set without consent. Analytics, functional and marketing cookies are set only where you have consented via our cookie banner.

You can change your cookie preferences at any time through the banner, or by adjusting your browser settings. Blocking essential cookies may affect how the site works.

11. Marketing

If you have consented, or where we have a legitimate interest in contacting you about opportunities or services, we may send you marketing communications. You can opt out at any time by using the unsubscribe link in any message or by emailing info@vendorainc.org.uk. Opting out of marketing does not affect communications relating to your application, engagement or a live enquiry.

12. Social media

We operate accounts on TikTok, Instagram and LinkedIn. If you interact with us on those platforms, the platform’s own privacy policy governs how it handles your information. Where we feature employees, brand ambassadors or team members in social media content, we do so with their consent, which can be withdrawn at any time by contacting us.

13. Security

We use appropriate technical and organisational measures to protect personal information, including access controls, encryption in transit, secure storage, staff training and supplier due diligence. No system is completely secure, but we take our obligations seriously and will notify you and the ICO of any breach where the law requires it.

14. Children

Our website and services are not directed at children. We do not knowingly collect information from anyone under 16. Applicants must meet the minimum age requirements for the role. If you believe we hold information about a child, please contact us.

15. Changes to this policy

We may update this policy from time to time. The current version will always be available on our website with the date it was last updated. Where changes materially affect how we use your information, we will notify you directly.

16. Contact us

Vendora Inc 116 West Regent Street Glasgow G2 2QD

Email: info@vendorainc.org.uk