Privacy Policy

1. Introduction

Vectencia Ltd ("we", "our", "us") is committed to protecting your privacy and personal data. This Privacy Policy explains how we collect, use, store, and protect your information when you visit our website or use our services.

We are registered in England and Wales under company number 16930574. Our registered office is at 3rd Floor, 86-90 Paul Street, London, EC2A 4NE.

2. Data Controller

For the purposes of UK data protection law (including the UK GDPR and the Data Protection Act 2018), the data controller is:

3. Information We Collect

3.1 Information You Provide

We may collect the following information when you interact with our website:

• Contact Information: Name, email address, phone number when you contact us or request services
• Correspondence: Any messages, queries, or feedback you send to us
• Job Applications: CV, cover letter, and related information if you apply for positions
• Blog Comments: Name, email, and comment content if you comment on blog posts (via Disqus)

3.2 Information Collected Automatically

When you visit our website, we automatically collect certain information:

• Usage Data: Pages visited, time spent, links clicked, referring website
• Device Information: Browser type, operating system, device type (mobile/desktop)
• Location Data: Approximate geographic location based on IP address and timezone
• Analytics Data: Through Google Firebase Analytics (only if you consent)

3.3 Cookies and Tracking Technologies

We use cookies and similar technologies. For detailed information, please see our Cookie Policy.

4. Legal Basis for Processing

We process your personal data on the following legal bases:

• Consent: For analytics cookies and marketing communications (you can withdraw consent at any time)
• Contract Performance: To provide services you've requested or to enter into a contract with you
• Legitimate Interests: To improve our website, prevent fraud, and ensure security (where not overridden by your rights)
• Legal Obligation: To comply with legal requirements such as tax and accounting obligations

5. How We Use Your Information

We use your personal data for the following purposes:

• To respond to your enquiries and provide customer support
• To deliver services you've requested
• To process job applications and recruitment
• To improve our website and services through analytics
• To send you service-related communications
• To comply with legal and regulatory requirements
• To detect, prevent, and address technical issues or fraud

6. Third-Party Services

We use the following third-party services that may process your data:

6.1 Google Firebase Analytics

We use Firebase Analytics to understand how visitors use our website. This service is only activated if you provide consent via our cookie banner.

• Data Collected: Page views, session duration, device type, approximate location
• Purpose: Website improvement and performance analysis
• Privacy Policy: Firebase Privacy & Security

6.2 Disqus Comments

We use Disqus for blog comments. When you comment, Disqus may collect and process your data.

• Data Collected: Name, email, comment content, IP address
• Purpose: To facilitate blog discussions
• Privacy Policy: Disqus Privacy Policy

6.3 Cloudinary

We use Cloudinary for image hosting and optimization.

• Data Collected: Images accessed, delivery metrics
• Purpose: Image delivery and optimization
• Privacy Policy: Cloudinary Privacy Policy

7. International Data Transfers

Some of our third-party service providers (such as Google Firebase) may process data outside the UK and EEA. We ensure that such transfers comply with UK GDPR requirements through:

• Adequacy decisions
• Standard contractual clauses
• Other approved transfer mechanisms

8. Data Retention

We retain your personal data only for as long as necessary:

• Contact Enquiries: 2 years from last contact
• Analytics Data: 14 months (Google's default retention)
• Cookie Consent: 12 months
• Marketing Communications: Until you unsubscribe
• Legal/Tax Records: As required by law (typically 6-7 years)

9. Your Rights

Under UK GDPR, you have the following rights:

• Right of Access: Request a copy of your personal data
• Right to Rectification: Request correction of inaccurate data
• Right to Erasure: Request deletion of your data ("right to be forgotten")
• Right to Restrict Processing: Request limitation of how we use your data
• Right to Data Portability: Receive your data in a structured, machine-readable format
• Right to Object: Object to processing based on legitimate interests
• Right to Withdraw Consent: Withdraw consent at any time (doesn't affect past processing)

How to Exercise Your Rights

To exercise any of these rights, please contact us at [email protected]. We will respond within one month of receiving your request.

10. Data Security

We implement appropriate technical and organizational measures to protect your personal data against unauthorized access, alteration, disclosure, or destruction. These measures include:

• SSL/TLS encryption for data transmission
• Secure hosting infrastructure
• Access controls and authentication
• Regular security assessments
• Employee training on data protection

However, no method of transmission over the internet is 100% secure. While we strive to protect your data, we cannot guarantee absolute security.

11. Children's Privacy

Our website and services are not directed at children under 13 years of age. We do not knowingly collect personal data from children. If you believe we have collected data from a child, please contact us immediately.

12. Marketing Communications

We will only send you marketing communications if you have opted in to receive them. You can unsubscribe at any time by:

• Clicking the "unsubscribe" link in any marketing email
• Contacting us at [email protected]
• Updating your cookie preferences

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. When we make significant changes, we will:

• Update the "Last updated" date at the top of this page
• Increment the version number
• Notify you via email or prominent notice on our website (for material changes)
• Request renewed consent where required by law

14. Complaints

If you have concerns about how we handle your personal data, please contact us first. If you're not satisfied with our response, you have the right to lodge a complaint with the UK's supervisory authority:

15. Contact Us

If you have any questions about this Privacy Policy or how we handle your data, please contact us: