Privacy Policy

1 Who We Are

Aviora is a travel, tourism and aviation content marketing agency providing social media management, content creation, photography, videography and digital marketing services.

Aviora is a trading name of HER FREEDOM LTD, a company registered in the United Kingdom.

In this policy, “Aviora”, “we”, “us” and “our” refer to HER FREEDOM LTD trading as Aviora.

We are responsible for deciding how and why personal information is used when we act as the data controller. In certain client projects, we may process personal information on behalf of a client, in which case the responsibilities will depend on the services and applicable agreements.

Our contact details

• Business: HER FREEDOM LTD, trading as Aviora
• Registered office: 16 Warden Close, South Milford, Leeds, LS25 5FX
• Email: gee@weareaviora.com
• Website: https://weareaviora.co.uk/

2 Personal Information We Collect

We may collect the following types of information.

Information you provide

This may include your name, job title, business email address, telephone number where provided, business name, trading name, company registration number, business address, billing address, VAT number where applicable and contract signatory details.

We may also collect information you submit through website enquiry forms, client business information forms, onboarding questionnaires, emails, meetings and other communications.

Where relevant to our services, this may include brand guidelines, marketing objectives, social media account information, content preferences, feedback, project materials and information about your business.

Invoicing and payment information

We may process invoice details, billing records, payment status, transaction references and related financial information to manage our client relationships and maintain accounting records.

We use Xero for invoicing and accounting and may use Stripe or other supported payment providers to process online payments.

Payment card details are handled by the relevant payment provider where applicable. We do not intentionally store complete payment card details ourselves.

Website and technical information

Our website and embedded forms may process limited technical information necessary to operate the website, deliver forms, maintain security and manage submissions.

We do not currently intentionally use website analytics or advertising tracking tools, based on our current understanding of our setup. This will be updated if our website technology or tracking practices change.

3 How We Use Your Information

We use personal information where necessary to:

• Respond to enquiries and discuss potential projects.
• Prepare proposals, contracts and service agreements.
• Verify business details and identify the correct contracting party.
• Prepare invoices, receive payments and maintain accounting records.
• Deliver social media management, content creation and marketing services.
• Communicate with clients about projects, approvals, deadlines and deliverables.
• Manage client relationships and provide customer support.
• Send relevant marketing communications where legally permitted.
• Maintain website security and prevent fraud or misuse.
• Meet legal obligations and establish, exercise or defend legal claims where necessary.

We will not use personal information for unrelated purposes without an appropriate lawful basis and, where required, providing further information or obtaining consent.

4 Our Lawful Bases for Processing

We process personal information under one or more of the following lawful bases under applicable UK data protection law.

Contract: To take steps at your request before entering into a contract, perform our agreement with you and manage our services.

Legal obligation: To comply with legal and regulatory obligations, including applicable accounting, tax and record-keeping requirements.

Legitimate interests: To manage our business, maintain professional relationships, respond to relevant business enquiries, protect our services and improve our operations, where these interests do not override your rights and freedoms.

Consent: Where consent is required, including for certain marketing communications and any non-essential cookies or similar technologies that require consent.

Where we rely on consent, you may withdraw it at any time. This does not affect the lawfulness of processing before consent was withdrawn.

Where we rely on legitimate interests, you may have the right to object, including an absolute right to object to the processing of your personal information for direct marketing.

5 Marketing Communications

We may send marketing emails about Aviora’s services, relevant content, business updates and offers where permitted by applicable law.

We will obtain consent where required. For example, electronic marketing to sole traders and certain partnerships generally requires consent unless a valid exception applies. Different rules may apply to marketing sent to corporate subscribers, such as limited companies.

Where we rely on consent, you can withdraw it at any time. Every marketing email will provide a way to unsubscribe or otherwise opt out.

We may also send existing clients necessary service-related communications, including messages about contracts, projects, invoices, payments and deliverables. These are not the same as promotional marketing emails.

Opting out of marketing will not prevent us from sending essential communications relating to an active client relationship.

6 How We Share Your Information

We do not sell personal information.

We may share relevant information with trusted providers where necessary to operate our business and deliver our services, including:

• GoHighLevel / LeadConnector: Website forms, contact management, communications and workflow automation.
• Xero: Invoicing, accounting and financial records.
• Stripe or other supported payment providers: Online payment processing where enabled.
• Website, email and cloud software providers: Hosting, communications, storage and business administration.
• Professional advisers: Such as accountants, solicitors and insurers where appropriate.
• Public authorities or other parties: Where required by law or necessary to establish, exercise or defend legal claims.

We seek to ensure that relevant providers process personal information under appropriate contractual and security arrangements where required.

Where we manage social media or marketing activities for clients, information may also be processed or shared through the relevant platforms and tools as necessary to deliver the agreed services.

7 International Transfers

Some service providers may process or store personal information outside the United Kingdom.

Where personal information is transferred internationally, we will take the steps required by applicable data protection law to ensure the transfer is appropriately protected. This may include an applicable adequacy decision, approved contractual safeguards or another lawful transfer mechanism.

Further information about relevant safeguards may be requested using the contact details in this policy.

8 How Long We Keep Your Information

We keep personal information only for as long as reasonably necessary for the purposes described in this policy, including applicable legal, accounting and reporting requirements.

Retention periods depend on the type of information and our relationship with you.

For example:

• Enquiry information may be retained for a reasonable period after an enquiry ends.
• Client contracts, invoices and accounting records may be retained for the applicable legal and accounting retention periods.
• Project files, content and correspondence may be retained for as long as necessary to deliver our services, meet contractual obligations or resolve disputes.
• Marketing contact details will be retained only while there is an appropriate lawful basis to use them. We may retain limited suppression information to respect opt-out requests.

When information is no longer required, we will take appropriate steps to delete it or securely dispose of it, subject to legal retention obligations.

9 Cookies and Similar Technologies

Our website and embedded forms may use cookies or similar technologies required for website functionality, security and form submission.

We do not currently intentionally use analytics or advertising tracking tools, based on our current understanding of our website setup.

If we introduce analytics, advertising pixels or other non-essential technologies that require consent, we will update this policy and implement appropriate consent controls before using them where required by law.

You can also manage cookies through your browser settings. Blocking certain cookies may affect website or form functionality.

10 Your Data Protection Rights

Depending on the circumstances, you may have the right to:

• Request access to personal information we hold about you.
• Request correction of inaccurate or incomplete information.
• Request erasure of your personal information.
• Request restriction of processing.
• Object to certain processing, including direct marketing.
• Request a copy of certain information in a portable format.
• Withdraw consent where processing is based on consent.
• Complain to the Information Commissioner’s Office (ICO).

These rights are subject to applicable legal conditions and exceptions.

To exercise your rights, contact us at gee@weareaviora.com. We may need to verify your identity before responding.

You can find further information at https://ico.org.uk/.

11 Keeping Information Secure

We take appropriate technical and organisational measures to protect personal information against unauthorised access, loss, misuse, alteration or disclosure.

However, no method of electronic transmission or storage is completely secure, and we cannot guarantee absolute security.

Where we use third-party platforms, their security measures and responsibilities may also apply.

12 Third-Party Websites and Platforms

Our website or communications may contain links to third-party websites or platforms.

We are not responsible for the privacy practices of websites we do not operate. We recommend reviewing their privacy policies before providing personal information directly to them.

13 Changes to This Policy

We may update this policy to reflect changes to our business, services, technology or legal obligations.

The latest version will be published on our website with its updated revision date.

14 Contact Us

If you have questions about this policy, wish to exercise your data protection rights or have concerns about how we handle personal information, please contact:

15 Making a Complaint

If you have concerns about how we process your personal information, please contact us first so we can try to resolve them.

You also have the right to complain to the UK’s Information Commissioner’s Office:

https://ico.org.uk/make-a-complaint/