Cookie Policy

1. Who we are

VIAVO LTD provides office administrative services, virtual office and executive administrative support, workflow optimisation, records management, facilities and office operations support, corporate back-office outsourcing, and billing, bookkeeping and administrative coordination. Our address is 24 St. Davids Drive, Connah's Quay, Deeside, CH5 4SR United Kingdom. We operate from Flintshire, Wales. This Cookie Policy is governed by the laws of England and Wales, including the Privacy and Electronic Communications (EC Directive) Regulations 2003 as amended (PECR) and the United Kingdom General Data Protection Regulation as applied by the Data Protection Act 2018 (UK GDPR).

VIAVO LTD is the controller of personal data collected through cookies and similar technologies on viavo.design, except where a named third party is an independent controller of data it collects for its own purposes. The site is a professional information and enquiry website, not a shop or client portal. Cookies exist to operate the pages you request, to record your storage choices, and, if you agree, to help us see whether organisations considering administrative support can use the site. Questions should be sent to the address above, by telephone on +44 7911 123456, or by email to executive@viavo.design.

2. What this policy covers

This policy explains what cookies and similar technologies are, the legal tests we apply before we store or access information on your device, the categories used on viavo.design, how consent is obtained and withdrawn, how long information is kept, which third parties may be involved, and how browser settings work as an extra control. Read it with our Privacy Policy, which covers our wider processing as a controller and, when we deliver outsourced administration, as a processor for client organisations.

This policy does not cover cookies on other sites you visit after leaving viavo.design, cookies inside applications a client asks us to use while performing administrative work, or cookies on devices we issue to our staff. Client employee data processed because an employer outsourced a back-office function is explained in the Privacy Policy and the contract with that employer.

3. What cookies are

A cookie is a small text file that a website asks your browser to store on the device you are using. On a later visit, or later in the same visit, the site or a third party whose code runs on the page can read that file. Cookies allow a site to recognise a returning browser, record a preference, keep a short-lived session together while you move from page to page, or count visits in aggregate. A cookie typically contains a name, a value, an expiry, a path, a domain, and flags such as Secure or HttpOnly. It does not install an application. It is storage that the browser agrees to keep and later return.

A first-party cookie is set by viavo.design or a host we control. A third-party cookie is set by a different domain whose resource has been included in the page, for example a font or measurement script. Browser restrictions on third-party cookies are not a substitute for PECR consent where consent is required. Session cookies are usually deleted when you close the browser; persistent cookies remain until they expire or you delete them. Persistence is not a legal category: a persistent cookie can still be strictly necessary, and a session cookie can still require consent if used for optional analytics. On this administrative services site, cookies are not used to build a consumer advertising profile.

4. Similar technologies

PECR does not treat cookie as a complete legal definition. Regulation 6 restricts storing information, or gaining access to information stored, in the terminal equipment of a subscriber or user. Terminal equipment includes a computer, tablet, telephone or other device you use to reach viavo.design. The rule therefore covers cookies and other methods that write to, or read from, your device, including local storage, session storage, pixels, web beacons, and device fingerprinting.

We do not use fingerprinting to track visitors and we do not drop advertising pixels. We may use local or session storage to remember a consent choice or a short-lived form state after you have asked the site to do something. Loading typefaces from Google Fonts involves a network request to Google that can disclose your IP address and browser details. If we later introduce other similar technologies, we will update this policy and, where PECR requires consent, we will not activate them until you have made a valid choice.

5. PECR and UK GDPR

Two layers of United Kingdom law apply. PECR regulates storing or accessing information on your device, whether or not the information is personal data. UK GDPR applies if the cookie or similar technology involves personal data, which it often does because an identifier or IP address can relate to an identifiable person. Compliance with one statute is not automatic compliance with the other.

Under PECR we must not store or access information on your device unless you have been given clear information about the purposes and have given consent, except where a statutory exemption applies. Consent must meet the UK GDPR standard: freely given, specific, informed and an unambiguous indication of your wishes. Silence, pre-ticked boxes and implied consent from continued browsing are not valid for non-exempt cookies. It must be as easy to refuse or withdraw as to agree. We must not make access to the public information on viavo.design conditional on accepting analytics or functional cookies that are not strictly necessary.

Where a cookie involves personal data we also identify a UK GDPR lawful basis. For non-essential cookies that basis is consent. For strictly necessary cookies the basis is typically our legitimate interests in operating a usable website, or steps you request such as submitting an enquiry. Legitimate interests are not a way around PECR. If PECR requires consent, we obtain consent. The Information Commissioner’s Office is the United Kingdom supervisory authority for both regimes.

6. Strictly necessary cookies

PECR allows storage or access that is strictly necessary for a service you have requested, or that is necessary for the transmission of a communication over an electronic communications network. Convenience for us, a wish to measure marketing, or a desire to remember a non-essential display choice does not qualify.

On viavo.design we set strictly necessary cookies without a prior opt-in for three purposes. First, recording your cookie choices so that we honour a refusal. Second, security and integrity of an enquiry form, including tokens that reduce forged submissions. Third, load distribution and basic availability measures without which the pages you asked to see cannot be delivered. If a tool can be switched off and the page you requested still works, it is not strictly necessary. When necessary cookies involve personal data, we minimise what we store and we do not reuse the identifier for analytics or advertising.

7. Functional cookies

Functional cookies remember choices that make the site more convenient but that are not required to deliver the page or the enquiry you asked for. Examples include remembering that you collapsed a long contents list, or keeping a draft of non-sensitive enquiry fields if you navigate away and return. VIAVO LTD’s public site is small. We do not currently operate a logged-in client area or document portal. If we introduce a genuine functional cookie we will name its purpose in the consent tool and set it only after you opt in, unless you have expressly requested a feature that cannot work without it. You can read our service descriptions and send an enquiry without a convenience cookie.

8. Analytics cookies

Analytics cookies help us understand how the public site is used: which service pages are read, whether the contact page is reached, and whether a layout fails on a particular screen size. For an administrative services firm that measurement is about whether organisations can assess our back-office offering. Even so, analytics cookies are in general not strictly necessary in the United Kingdom. We therefore do not set them, and we do not load analytics scripts, until you have given specific consent.

If you consent, we may use a first-party measurement tool or a configured third-party service to collect coarse location derived from IP address, browser type, referring page, pages viewed and time spent. We configure such tools to reduce identifiability: IP masking where the product allows it, no advertising features, and a retention period no longer than we need to see whether the site is working. Analytics identifiers are not used to decide whether we will accept a particular organisation as a client. If you refuse analytics, the pages still work. We will not recreate the same measurement through fingerprinting. You can withdraw analytics consent later using the same control.

9. Marketing and advertising cookies

VIAVO LTD does not currently use advertising networks, retargeting pixels or social media tracking plugins on viavo.design. We do not sell cookie data. If that position changes we will add a distinct marketing category to the consent tool, describe the recipients here, and will not activate those cookies without opt-in consent. Other platforms have their own cookies when you visit them directly. What we control is what runs on viavo.design.

10. How VIAVO LTD uses cookies on viavo.design

The public site describes administrative management, virtual office support, workflow and records work, facilities coordination, and billing or bookkeeping administration. A typical visit is a person acting for a business, charity, professional practice or public body who wants to know how we work and how to reach the desk in Connah's Quay.

When you first arrive we attempt to set only what is strictly necessary to serve the page and to record a consent decision. Until you opt in, analytics and non-essential functional storage stay off. If you send a message from the contact page, the form may use a short-lived necessary cookie or token so that we can receive the message once, resist automated abuse, and show a confirmation page. The content of your message is personal data processed under the Privacy Policy. We do not use cookies to decide prices or to infer special category data. Our services are provided under contract after a human conversation, not through an automated website checkout. If we ever add a booking calendar, live chat or client login, those features will be assessed against PECR before they go live.

11. Cookies we expect to see in practice

Cookie names can change when we update the site. The consent tool on viavo.design is the live list. The table describes the kinds of cookies a visitor should expect.

We do not list advertising cookies because we do not currently run them. Server logs are not cookies. Google Fonts requests are a third-party connection even when they do not leave a cookie in the viavo.design store.

12. Consent

On your first visit, and again when our purposes change in a material way or when a stored choice expires, we present a control that lets you accept optional cookies, reject them, or open a breakdown by category. Strictly necessary items are on because the site cannot keep a lawful record of your choice or complete a requested send without them. Optional categories start off. If you close the control without choosing, we treat optional cookies as refused. We do not interpret scrolling or remaining on the page as consent.

When you make a choice we store the time and the categories decided so that we can demonstrate compliance. That record is not a marketing list. Withdrawal is available through the same control and stops further non-essential storage from that browser. Deleting cookies yourself is effective for the device and browser you clean, not for every device you use. Consent must be specific: agreeing to analytics is not agreement to marketing. You are not required to consent in order to read about our administrative services or to contact us.

13. Third parties

VIAVO LTD does not invite advertising networks onto viavo.design. Third parties still appear because a website is assembled from hosting, security, fonts and, if you consent, measurement. Our website host and any content-delivery or firewall provider acting on our instructions may process technical connection data to deliver files and keep the site available. They act as processors for those hosting tasks, or in limited cases as independent controllers for their own network security.

Google Fonts is loaded from Google’s servers so that Pathway Extreme, Albert Sans and Share Tech Mono render consistently. Google may receive your IP address and user-agent as a by-product of that request. We do not use Google Fonts as a measurement product. If you consent to analytics and we use a specialist provider, that provider may set cookies. We will name the provider in the consent tool and will not enable advertising features. Ordinary hyperlinks to Companies House or the ICO are not our cookies.

14. Retention

Cookie duration is chosen for the job. Consent records last up to twelve months before we ask again. Form tokens die with the session or shortly after the send. Analytics identifiers, if consented, are configured for the shortest period that still lets us see whether a layout change helped, and in any event no more than thirteen months unless a diagnostic requires a documented longer hold. When a cookie expires, the browser should delete it. If an identifier reached our systems, we delete or anonymise it according to the retention rules for that dataset. Withdrawing consent stops new collection and ends the identifier’s active use.

15. Browser and device controls

Every widely used browser lets you block or delete cookies, including by site. You can usually refuse third-party cookies, delete cookies when you close the browser, or permit cookies only for listed sites. Those settings are blunt. If you block all cookies, even strictly necessary ones, viavo.design may not remember a refusal, may not protect a form, and may ask for your choice more often. That inconvenience does not convert a non-essential cookie into a necessary one.

Look in your browser for settings labelled cookies, site data, or privacy and security. On a shared office machine, check whether a group policy has already restricted cookies. Deleting cookies on one browser does not delete them on another. Private browsing reduces persistence but does not remove the need for consent. We rely on our own consent control as the primary PECR mechanism. If you have blocked our consent cookie, we will treat optional cookies as off until we can store a choice.

16. International transfers

VIAVO LTD is established in the United Kingdom. Hosting and processors for viavo.design are selected so that personal data in cookies and logs stays in the United Kingdom where practicable. If a provider stores or accesses personal data in a third country, we will use a transfer tool recognised under United Kingdom law, such as the ICO’s international data transfer agreement or addendum, or a United Kingdom adequacy decision. Google’s font servers may process connection data outside the United Kingdom. Operational records we handle as a processor follow the contract with the client and are not placed in website cookies.

17. Children and your rights

viavo.design is aimed at organisations considering administrative support. It is not directed at children. We do not knowingly set optional cookies to profile anyone under eighteen. Where a cookie involves personal data, you have the UK GDPR rights described in our Privacy Policy: access, rectification, erasure, restriction, objection, data portability, and the right to withdraw consent. For analytics cookies, withdrawal of consent is usually the most direct control. Rights requests should be sent to executive@viavo.design or to 24 St. Davids Drive, Connah's Quay, Deeside, CH5 4SR United Kingdom. You may complain to the Information Commissioner’s Office at ico.org.uk.

18. Changes

We will revise this policy when the law, ICO guidance, or the actual technology on viavo.design changes in a way that a visitor should know about. The date at the top will change. If we introduce a new optional purpose, we will not rely on a stale consent. Continued use of the site after an update is not consent to new non-essential cookies. Only an affirmative choice in the control is. If you need a copy of the policy that applied on a particular day, write to us and we will provide it if we still hold it.

19. Contact

VIAVO LTD is responsible for cookies on viavo.design. Write to VIAVO LTD, 24 St. Davids Drive, Connah's Quay, Deeside, CH5 4SR United Kingdom. Telephone +44 7911 123456. Email executive@viavo.design. Please say whether you are asking about a banner that is not working, a cookie you do not recognise, a withdrawal that has not been honoured, or a rights request. Questions about client operational data belong under the Privacy Policy and the relevant contract.

This Cookie Policy is governed by the laws of England and Wales. The courts of England and Wales have jurisdiction, without limiting any mandatory right you may have to complain to the ICO. Nothing in this notice creates a contract for administrative services. Engagement for office support is formed separately, on the terms we agree in writing.