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1. INTRODUCTION
Voss Digital Ltd ("we", "us", "our", or "the Company") is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information when you use our services or visit our website.
We are registered in England and Wales under company number 16833133. Our registered office is at 29 Lindale Road, Newcastle upon Tyne, NE4 9UN.
For the purposes of UK data protection law, Voss Digital Ltd is the data controller responsible for your personal information.
2. INFORMATION WE COLLECT
We may collect and process the following categories of personal information:
2.1 Information You Provide to Us
- Contact information (name, email address, phone number, business address)
- Company information (company name, position, business details)
- Payment information (billing address, invoice details)
- Project information (briefs, requirements, content you provide)
- Communications with us (emails, phone calls, meeting notes)
2.2 Information We Collect Automatically
- Website usage data (pages visited, time spent, click patterns)
- Technical information (IP address, browser type, device information)
- Cookies and similar technologies (see our Cookie Policy)
2.3 Information from Third Parties
We may receive information about you from third-party services we use (such as payment processors, analytics providers, or email marketing platforms) in accordance with their privacy policies.
3. HOW WE USE YOUR INFORMATION
We use your personal information for the following purposes:
3.1 Providing Our Services
- To deliver web development, design, and digital services
- To communicate with you about your project
- To process payments and maintain accounts
- To provide customer support and technical assistance
3.2 Business Operations
- To manage our relationship with you
- To maintain business records and accounts
- To improve our services and develop new offerings
- To analyse website usage and optimize user experience
3.3 Marketing (With Your Consent)
- To send you marketing communications about our services
- To share relevant industry news and updates
- To invite you to events or webinars
3.4 Legal and Compliance
- To comply with legal obligations
- To enforce our terms and conditions
- To protect our rights, privacy, safety, or property
4. LEGAL BASIS FOR PROCESSING
We process your personal information based on the following legal grounds:
- Contract Performance: Processing necessary to fulfill our contractual obligations to you
- Legitimate Interests: Processing necessary for our legitimate business interests (e.g., improving services, fraud prevention)
- Consent: Where you have given explicit consent (e.g., marketing communications)
- Legal Obligation: Processing necessary to comply with legal requirements
5. SHARING YOUR INFORMATION
We may share your personal information with:
- Subcontractors and Collaborators: Trusted specialists who assist in delivering services (web developers, designers, photographers, videographers) under confidentiality agreements
- Service Providers: Third-party providers who support our business operations (hosting, payment processing, analytics, email services)
- Professional Advisers: Lawyers, accountants, auditors, and insurers
- Legal Authorities: When required by law or to protect our rights
- Business Transfers: In the event of a merger, acquisition, or sale of assets
6. INTERNATIONAL TRANSFERS
Your personal information is primarily stored and processed within the UK. If we transfer data outside the UK, we will ensure appropriate safeguards are in place, such as:
- Transfers to countries with adequacy decisions from the UK government
- Use of UK Standard Contractual Clauses
- Other appropriate safeguards approved by the Information Commissioner's Office (ICO)
7. DATA RETENTION
We retain your personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law.
Typical retention periods:
- Client data: Duration of contract plus 6 years (for legal and tax purposes)
- Marketing data: Until you withdraw consent or we determine it's no longer relevant
- Website analytics: Up to 26 months
- Financial records: 7 years (as required by UK tax law)
8. YOUR RIGHTS
Under UK GDPR and Data Protection Act 2018, you have the following rights:
- Right of Access: Request a copy of your personal information
- Right to Rectification: Correct inaccurate or incomplete information
- Right to Erasure: Request deletion of your information (in certain circumstances)
- Right to Restrict Processing: Limit how we use your information
- Right to Data Portability: Receive your data in a machine-readable format
- Right to Object: Object to processing based on legitimate interests or direct marketing
- Right to Withdraw Consent: Withdraw consent at any time (where processing is based on consent)
To exercise any of these rights, please contact us using the details in Section 13.
9. DATA SECURITY
We implement appropriate technical and organisational measures to protect your personal information against unauthorised access, alteration, disclosure, or destruction. Our security practices align with Cyber Essentials requirements and include:
Technical Controls:
- Firewall protection on all internet-connected devices and networks
- Secure configuration of all systems, software and devices
- Built-in malware protection through macOS security features (XProtect, Gatekeeper, and regular security updates)
- Security update management with regular patching of operating systems and applications
- User access controls and password protection with strong authentication measures
- VPN (Virtual Private Network) protection on all devices when accessing client data or systems remotely
Organisational Measures:
- Secure server infrastructure and encryption for data in transit and at rest
- Regular security assessments and updates
- Staff training on data protection and security best practices
- Secure disposal of data when no longer needed
- Incident response procedures
We are registered with the Information Commissioner's Office (Ref: ZC049045) and comply with UK GDPR and Data Protection Act 2018 requirements.
However, no method of transmission over the internet or electronic storage is 100% secure. While we strive to protect your personal information, we cannot guarantee absolute security.
10. COOKIES AND TRACKING TECHNOLOGIES
Our website uses cookies and similar technologies to enhance user experience, analyze website usage, and support marketing efforts. Cookies are small text files stored on your device.
Types of cookies we use:
- Essential Cookies: Necessary for website functionality
- Analytics Cookies: Help us understand how visitors use our website (e.g., Google Analytics)
- Marketing Cookies: Track visitor behavior for advertising purposes
You can control cookie preferences through your browser settings. Note that disabling certain cookies may impact website functionality.
For more information, please see our Cookies Policy.
11. THIRD-PARTY LINKS
Our website may contain links to third-party websites. We are not responsible for the privacy practices or content of these external sites. We encourage you to review the privacy policies of any third-party sites you visit.
12. CHANGES TO THIS PRIVACY POLICY
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. We will notify you of any material changes by:
- Posting the updated policy on our website
- Updating the 'Last Updated' date at the top of this policy
- Sending email notification to active clients (for significant changes)
We encourage you to review this Privacy Policy periodically.
13. CONTACT US
If you have any questions, concerns, or requests regarding this Privacy Policy or how we handle your personal information, please contact us:
Voss Digital Ltd
Data Protection Contact
29 Lindale Road
Newcastle upon Tyne
NE4 9UN
Email: [email protected]
We aim to respond to all queries within 30 days.
14. COMPLAINTS
If you are unhappy with how we have handled your personal information, you have the right to lodge a complaint with the UK Information Commissioner's Office (ICO):
Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire SK9 5AF
Telephone: 0303 123 1113
Website: ico.org.uk