VERTOX 01About this notice
This Privacy Policy explains how VERTOX LAB LTD (“we”, “us”, “our”) handles personal information in connection with this website and enquiries about our services. We are the controller for the personal information we use to manage those enquiries and our business relationships. Our contact address is 82a James Carter Road, Mildenhall, Bury St. Edmunds, England, IP28 7DE. You can contact us at [email protected] or +44 7591 441889.
This notice concerns visitors, prospective clients, client contacts, and people who communicate with us. Where we process information within a client’s system on that client’s behalf, the client’s instructions and the relevant service agreement govern that processing. The client may be the controller for that information.
02Information you provide
If you email or telephone us, we may receive your name, email address, telephone number, organisation, role, and the contents of your enquiry. Project discussions may include business requirements, technical documentation, correspondence, and information about the people involved in the work. We use the information you choose to provide to understand and respond to your request.
Please provide only information needed for the conversation. Do not send passwords, private keys, access tokens, financial credentials, or sensitive personal information through an initial enquiry. If a project requires access to confidential material, we will agree an appropriate way to share it. You should be entitled to disclose any information you send about another person.
03Website and technical information
The website does not include user accounts, advertising trackers, or analytics scripts. It includes an enquiry form interface, but online submission is not enabled. Information entered into that interface is not transmitted or stored by this website. Please use email or telephone to contact us. It does not set application cookies or use browser storage to track visitors. Fonts, illustrations, and icons are served as local website assets rather than being fetched from third-party font or image services by your browser.
When a browser requests a page, the infrastructure delivering the website may process technical information such as an IP address, requested URL, browser information, time of access, and error details. Such information may be needed to deliver pages, protect the service, and diagnose faults. The website does not use that information for advertising profiles. Your browser, email provider, or telephone provider may separately process information under their own policies.
04Why we use information
We use enquiry details to answer questions, discuss requirements, prepare a proposed scope, and arrange next steps. When work is agreed, we use relevant contact and project information to communicate, provide the agreed services, manage records, and handle support or administrative matters within the engagement.
We may also use information to protect our website and communications, resolve disputes, prevent misuse, or meet legal duties. We do not sell personal information or add people to a marketing mailing list merely because they contact us. If a new purpose is incompatible with the original purpose, we will provide appropriate information and identify a lawful basis before proceeding.
05Lawful bases
Where you ask us to take steps towards a contract, or we have a contract directly with you, necessary processing may rely on the contractual basis. When you contact us on behalf of an organisation, our legitimate interests in responding to business enquiries and managing that relationship may be the relevant basis. We consider the effect on your rights and interests when relying on legitimate interests.
Legal obligations may require us to retain or disclose certain records. If we ask for consent for a particular optional activity, we will explain that activity and how to withdraw consent. Withdrawal will not affect processing that was lawful before it was withdrawn. The applicable basis depends on the actual purpose and circumstances; consent is not assumed from simply visiting this website.
06Who may receive information
Access is limited to people who need information for the relevant task. We may use service providers for website delivery, email, communications, and business administration. A provider may process limited information to supply its service. Where required, suitable contractual and data protection arrangements apply.
Professional advisers or public authorities may receive information where necessary for advice, a legal obligation, a lawful request, or the establishment or defence of legal claims. If a business transfer is proposed, information may be shared only as necessary with appropriate safeguards. We do not publish private enquiry details on this website.
07International processing
Some service providers may operate outside the United Kingdom. If a restricted international transfer of personal information is necessary, we will use a mechanism recognised by applicable UK data protection law, such as an adequacy regulation or appropriate contractual safeguards, and undertake any required assessment.
You may contact us for information about safeguards relevant to your information. We do not describe a particular country, provider, or transfer arrangement here unless it has been confirmed for the processing concerned.
08How long information is kept
We retain personal information only for as long as it is needed for the purpose for which it was collected, including applicable record-keeping duties and the reasonable handling of legal claims. The period depends on whether an enquiry leads to an engagement, whether correspondence remains necessary, and whether a legal requirement applies to the record.
Enquiry information is reviewed with reference to the status of the discussion and continuing business need. Contract, accounting, and dispute records may need a different retention period. Information that is no longer required should be securely deleted or anonymised. You can ask about the retention criteria that apply to a particular record.
09Protecting information
We use appropriate organisational and technical measures to protect personal information against unauthorised access, loss, and misuse. Measures should reflect the nature of the information, the processing involved, and the risks. Access to project material should be limited to the agreed purpose.
No website, email system, or transmission method can guarantee absolute security. If you believe you have sent sensitive information in error or become aware of a security issue affecting information shared with us, please contact us promptly without including further confidential details in the initial message.
10Your rights
Depending on the circumstances and the lawful basis, you may ask to access your personal information, correct inaccurate information, erase information, restrict processing, or receive certain information in a portable format. You may also object to processing based on legitimate interests. Where consent is the basis, you can withdraw it.
These rights are not absolute: legal duties and other lawful exceptions may affect a request. Please email [email protected] with enough detail to identify the information concerned. We may ask for proportionate evidence of identity before disclosing personal information. We will respond within the period required by applicable law and explain any permitted extension or refusal. Requests are normally free; any exceptional charge or refusal must be permitted by law.
11Complaints and external services
Please contact us if you are concerned about how we handle your information. You also have the right to complain to the Information Commissioner’s Office, the UK data protection regulator. Visit ico.org.uk/make-a-complaint/ for current guidance and contact options. You do not have to contact us first to exercise that right.
Links to external sites are provided for convenience. We do not control their privacy practices. Clicking an email or telephone link may open a separate application whose provider has its own terms and privacy notice. Our services and this website are directed to business and technical enquiries, not to collecting information from children.
12Changes and contact
We may update this notice when the website, our processing, or relevant requirements change. The date at the top identifies the stated update date. Material changes will be communicated appropriately where required. A revised notice does not remove rights that apply under law.
For any privacy question or rights request, contact VERTOX LAB LTD at [email protected], call +44 7591 441889, or write to 82a James Carter Road, Mildenhall, Bury St. Edmunds, England, IP28 7DE.