Login to virtualHOTHOUSE®

Terms and Conditions

Welcome to the virtualHOTHOUSE™ website (currently at www.virtualhothouse.com) and web-based software tool (collectively, the "VHH Tool"). These are the general Terms and Conditions governing your access to and use of the VHH Tool and the Content available on or through the VHH Tool (collectively, the "Services") and Ideas First’s relationship with you. If you do not agree with them, you should not proceed any further. If you continue to use the Services you are agreeing to comply with and be bound by these Terms and Conditions.

In this document, the term "you" refers to the user or viewer of the Services. The term "we", "us" or "Ideas First" refers to Ideas First Ltd, the owner of the website. Ideas First is a UK based innovations consultancy, registered in England and Wales (OC 9812123) at our registered office at The Business Centre, Greys Green, Rotherfield Greys, Henley-on-Thames, UK, RG9 4QG.

Your Access Rights

You are only permitted to access and use the Services if you are an Authorised Delegate. An "Authorised Delegate" is an individual nominated by a company or organization (the "Company") which has entered into a contract with Ideas First (the "Contract") for the provision of a virtualHOTHOUSE™ event ("VHH Event").

To access the VHH Tool, you will be given a password or username from Ideas First, or your will be required to provide your own email address and password. In either case, you must confirm that you are an employee or authorized contractor of the Company and can therefore an Authorised Delegate.

You agree to keep your user name and password safely and securely at all times and not to disclose it to any other person, except as expressly authorized by Ideas First and not to knowingly let any person other than yourself access the VHH Tool using your password. If you suspect that the password is no longer safe, please immediately contact Ideas First.

Your Personal Data

We only need and hold the minimum amount of your personal information to allow us to run the event that you have joined. To facilitate event communication, we need your name, email address and country details. To facilitate the way an event is run, we also need to understand whether or not you have voted, and which ideas or insights you have submitted.

Any personal data provided by you to Ideas First (such as your name and email address) will be stored securely and will only be used by us for the purpose of operating a VHH Event for the Company or contacting you in connection with your current or future use of the Service.

Ideas First will not disclose any personal data to any other person / third party except to the Company in connection with a VHH Event, as necessary to operate a VHH Event or as required by law.

Unless you tell us to remove your personal details (read see our full privacy policy), we will hold your information indefinitely. This is because your company owns all the outputs of a given project and they often request access to the data from past projects e.g. voting results; who took part etc.

If you wish to take part in a VHH event, but do not want to us to store your personal data, we can, in certain circumstances, create an anonymized account for specific individuals. If this is the case, please contact your Company event co-ordinator / the facilitator.

Confidentiality and Copy Right Rules

You undertake that, except with the prior written consent of Ideas First, you shall use all content, data, materials and information available to view via the VHH Tool (the "Content") only for the internal business of the Company for the purposes of participating in a VHH Event or Events run by Ideas First. This use is limited in time under the terms of the Contract and your access to the VHH Tool will expire when your access expires under such Contract.

You will not: copy or use the VHH Tool or the Content except as part of a VHH Event; permit any third parties other than Authorized Delegates to use the VHH Tool or the Content; reverse engineer, decompile, disassemble, interfere with, create derivate works from or otherwise modify any part of the VHH Tool; store the VHH Tool or the Content in any permanent form (including on PCs); use the VHH Tool except as expressly permitted above; create a database by downloading or storing all or any part of the VHH Tool or Content; attempt any unauthorised access to any part of the VHH Tool or Content; upload or transmit any materials via the VHH Tool without the consent of Ideas First; publish, redistribute, make available in a public area, store or make the VHH Tool or any Content available by electronic means; pass on the Content to any person outside the Company or create a link to the VHH Tool from another website or document without Ideas First’s prior written consent. All copies of the Content other than Final Reports, must be destroyed or removed after the relevant event unless Ideas First gives specific consent to their retention.

Ideas First owns or has the right to licence the copyright, look and feel and all intellectual property rights in the VHH Tool and the Content which rights are protected by copyright and other laws and treaties around the world. All such rights are reserved. Ideas First owns certain logos and trademarks forming part of the Content and the VHH Tool. All trademarks reproduced on the VHH Tool which are not the property of, or licensed to, Ideas First are acknowledged.

You will not remove or alter any copyright and other rights notices contained in or the VHH Tool or the Content. You are only permitted to use the intellectual property rights therein to give effect to the permitted use as expressly set out above.

The Company owns the copyright and other intellectual property rights in certain data, graphics, photos, software or any other materials (whether written or machine readable) provided by the Company which are incorporated in the Content (the Client Materials"). Nothing in these Terms and Conditions grants you any right or licence to use such Client Materials except as expressly set out herein.

All insights, ideas and concepts generated as part of the Services and the information contained in all final/key output reports provided to the Company by Ideas First during or after a VHH Event ("Final Reports") shall be owned by the Company. You will ensure that all copyright and other rights notices contained in or on such materials are reproduced on every copy of the Final Reports.

You agree that you will not disclose to any 3rd party without the prior written consent of the owner of such material any confidential material of the Company or Ideas First that may be received by you in the course of a VHH Event.

Data Security and General Liability

You must not undermine or seek to undermine the security or operation of the VHH Tool or any Content nor seek to access information you are not authorised to access.

You are solely responsible for any information submitted by you to be made available as part of the VHH Tool or Content including ensuring that such information is accurate and up-to-date, is free of viruses or other malicious or technologically harmful material and that is it not in breach of any third party rights or misleading, defamatory, obscene or otherwise in breach of any applicable law, regulation or code of practice. You will be responsible for and will fully indemnify Ideas First against any damages or losses caused by breach of the responsibilities contained in this paragraph.

You acknowledge that as the VHH Tool is accessible over the internet, which is outside our control and has inherent risks, Ideas First will not be liable for any errors in or interruptions to access to the VHH Tool. The VHH Tool is provided on an "as is" and "as available" basis. Ideas First shall not be liable to you in any way for any loss or damage consequent on any circumstance beyond its reasonable control including, without limit, any computer viruses that may infect your equipment when using the VHH Tool, network problems or hacking.

Ideas First reserves the right at any time and without prior notice to you to edit, modify, suspend, terminate access to or remove the Services or to temporarily or permanently withdraw or terminate your access to the Services. Ideas First will not be liable to you or any third party in such circumstances.

Neither we nor any third parties provide any warranty or guarantee as to the accuracy, timeliness, performance, completeness or suitability of the information and materials found or offered via the Services. You acknowledge that such information and materials may contain inaccuracies or errors and we expressly exclude liability for any such inaccuracies or errors to the fullest extent permitted by law.

From time to time the VHH Tool may also include links to other websites. These links are provided for your convenience to provide further information. They do not signify that we endorse the website(s). We have no responsibility for the content of the linked website(s).

Ideas First accepts no liability or responsibility for the quality of any ideas or insights generated by the VHH Tool nor any business decisions that you take as a result of us providing the VHH Tool. It is your sole responsibility to satisfy yourself prior to using the results of the Services that they are suitable for your purposes.

Ideas First accepts no liability or responsibility for any indirect or consequential loss or damages suffered by you as a result of us providing the Services to you, including, without limitation, loss of profit, loss of goodwill and loss of data. Nothing in these terms shall limit or exclude Ideas First’s liability for personal injury or death caused by its negligence or fraud.

Revisions and Disputes

Ideas First reserves the right to revise these Terms and Conditions at any time. By continuing to use the Services, you will be deemed to have accepted the revised Terms and Conditions. It is your responsibility to check periodically to ensure that you have read the most current version.

The Services are provided to you personally and are not intended to benefit any third party. Ideas First therefore accepts no liability or responsibility to any third party who may use the Services. If any provision of these terms and conditions is held to be invalid by a court of competent jurisdiction, such invalidity shall not affect the validity of the remaining provisions which shall remain in full force and effect.

These Terms and Condition form the entire agreement between you and Ideas First relating to its content. These Terms and Conditions, your use of the VHH Tool and the Content and any dispute arising out of such use shall be governed by and construed in accordance with the laws of England and Wales.

010518

Newsletter Sign Up Privacy Policy

What are our Innovation Updates?
Our "Innovation Updates" are quarterly e-newsletters that provide advice and guidance on innovation, and the different services that we provide. These Innovation Updates will be emailed to you using the email address that you provided to us. If you are an EU resident, we will only send you these newsletters if you have provided specific consent. If you reside outside the EU, we reserve the right to send you these updates if you have provided us with your email address.

Why do we need your personal information?
We only need to have your name and email address to start sending you the Innovation Updates. We will not use this email address for any other purpose than to send you our Innovation Updates and this information will NOT be shared or sold to any third party.

Where do we store your details?
Your name and email address will be stored in a secure off-line database. These details are also uploaded and securely stored with our online email marketing provider ‘Campaign Monitor’. We are satisfied that Campaign Monitor keep your details securely and have adequate data protection. Please see their Data Protection Policies here: https://www.campaignmonitor.com/trust/

Who has direct access to your details?
Your details will only be used or seen by employees or associates of Ideas First® who are contracted to follow strict confidentiality guidelines.

How do we ensure your information is accurate and up to date?
We rely on the information that you provide. If an email address ‘bounces’ more than 3 times, we will assume that the recipient no longer uses that email address and they will be deleted from the database.

How can you delete your details / exercise your right to be forgotten?
You will be able to unsubscribe to these newsletters at any time by clicking "unsubscribe" when you receive the newsletter. Your email address will then be removed from our mailing list and will only be added again if you provide specific consent at a date in the future.

Further information
For further information on how your personal data is used, how we maintain security of your information and your rights to access the information we hold on you, please contact our Data Controller:

Michael Simpson innovate@ideasfirst.net

virtualHOTHOUSE® Sign Up Privacy Policy

What is virtualHOTHOUSE®?
virtualHOTHOUSE® ("VHH") is an online innovation and collaboration tool that allows users to add, share and refine ideas linked to a specific project for their business. The website is secure and each users’ access is limited to the project(s) to which they are assigned. When you input ideas, you will be identifiable by your username, but only users within the same project would be able to see any of your inputs. (First name and first initial of surname). The system is owned and managed by Ideas First Ltd, a UK based Marketing and Innovations Consultancy, registered in England and Wales at our registered office at The Business Centre, Greys Green, Rotherfield Greys, Henley-on-Thames, UK, RG9 4QG.

Why do we need your personal information?
When you sign up to one of our VHH projects, your personal information is needed so that you can take a full part in the project, or for any future VHH events for the company that you work for e.g. for event communication, to record your voting preferences, to record any insights or ideas that you added.

What data do we hold about you?
We only need and hold the minimum amount of information to allow us to run the event that you have signed up for. To facilitate event communication, we need your name, email address and country details. To facilitate the way an event is run, we also need to understand whether or not you have voted, and which ideas or insights you have submitted.

Where do we store your details?
We will store your information safely and securely, using standards approved by the banking industry. Your data will NEVER be sold or shared with any third parties.

Who has direct access to your details?
Your details will only be used or seen by the Team Leaders of your project, or by employees or associates of Ideas First® who are contracted to follow strict confidentiality guidelines.

How long do we keep your personal information?
Unless you tell us to remove your personal details (see below), we will hold your information indefinitely. This is because your company owns all the outputs of a given project and they often request access to the data from past projects e.g. voting results; who took part etc.

Can you participate in a project without providing your personal information?
If you wish to take part in a project but do not want to us to store your personal data, we can, in certain circumstances, create an anonymized account for specific individuals. If this is the case, please contact our Data Controller (see contact details below)

How do we ensure your information is accurate and up to date?
We rely on the information that you provide. However, you can check and update this at any time by editing your "Account Details" page (sign in to the VHH system and click "Account Details" and then click "edit my details").

Do we use your details for any other purpose?
Unless you are based within the EU, we may use your email address to send you our quarterly "Innovation Updates". These e-newsletters provide advice and guidance on innovation, and the different services that we provide. You will be able to unsubscribed from these newsletters at any time. If you are based within the EU, we will only send you these newsletters if you subscribe to receive these newsletters, by providing specific consent.

How can you delete your details / exercise your right to be forgotten?
You can ask for your personal details to be removed at any time by sending an email to our data controller (see below), or you can send a request from your "Account Details" page (sign in to the VHH system and click "Account Details" and then click "delete my details"). We will then remove your details from the system within 2 working days.

Further information
For further information on how your personal data is used, how we maintain security of your information and your rights to access the information we hold on you, please contact our Data Controller:

Michael Simpson innovate@ideasfirst.net