Privacy Policy

01Who we are

This Privacy Policy applies to the website and business enquiry activities of VC INFO SOLUTIONS SERVICES LIMITED, company number 09625461 (“we”, “us” or “our”).

We provide IT consultancy and digital solutions support, which may include IT requirements and systems analysis, technology planning, software and infrastructure advisory, digital workflow review and systems upgrade planning. The precise scope of any work is discussed with the prospective client before a service is agreed.

For the personal information described in this policy, we act as the data controller where we determine the purposes and means of its processing. If a particular engagement requires us to process personal data on behalf of a client, the roles and responsibilities will be assessed separately and documented where appropriate.

02Information we collect

The information we handle depends on how you interact with us. We aim to collect information that is relevant to the enquiry, communication or service being considered.

Please do not include passwords, access keys, payment card details, confidential system credentials or unnecessary personal information in a website enquiry. If technical information is needed for a potential engagement, we will discuss an appropriate method for sharing it.

We do not intentionally request special category personal data through our ordinary consultation or contact forms. If such information is proposed for a particular engagement, we will first consider whether it is necessary and what additional legal requirements apply.

03How we use information

We may use personal information for the following purposes:

• To receive, review and respond to consultation enquiries and general messages.
• To understand the business or technical requirements described to us.
• To communicate about potential service scope, proposals, fees and arrangements.
• To provide agreed consultancy services and maintain relevant engagement records.
• To manage business administration, invoicing, accounting and applicable legal obligations.
• To maintain website availability, investigate technical issues and protect our systems from misuse.
• To handle complaints, resolve disputes and establish, exercise or defend legal claims where necessary.
• To improve the clarity and usefulness of our website and enquiry process where appropriate information is available lawfully.

We do not treat an enquiry submission as automatic acceptance of an engagement. Information supplied through an enquiry is used to assess and discuss the request; any service arrangement remains subject to separate confirmation of scope and terms.

We do not use enquiry information for unrelated purposes that are incompatible with the reason it was collected. If a new purpose is proposed, we will provide further information where required and identify an appropriate lawful basis before proceeding.

04Our lawful bases for processing

Where required by UK data protection law, we rely on an applicable lawful basis for each processing activity. The basis depends on the information and the purpose for which it is used.

Steps requested before entering into a contract

We may use contact details and enquiry information to respond to a request, discuss requirements, prepare a proposal or take steps requested by an individual before a service agreement is entered into.

Contractual necessity

Where an individual is a party to a service agreement, we may process relevant information where necessary to perform that agreement or take steps requested under it.

Legal obligations

We may retain or disclose relevant records where necessary to comply with legal duties, including applicable accounting, tax and record- keeping requirements.

Legitimate interests

Where appropriate, we may process limited information for legitimate business interests, such as managing business correspondence, maintaining website security, preventing misuse and keeping appropriate records. We consider the impact on individuals and their rights before relying on this basis.

Consent

Where consent is legally required, we will request it for the relevant activity. You may withdraw consent at any time for future processing that relies on it. Withdrawal does not affect processing carried out lawfully before consent was withdrawn.

05When information may be shared

We do not make personal information available indiscriminately. Information may be shared only where relevant to the purposes described in this policy and where an appropriate legal basis exists.

• Website and technology providers: hosting, website maintenance, form delivery, email, security, backup or other technical providers, where these services are used.
• Professional advisers: accountants, legal advisers or other professional advisers where reasonably necessary for business administration, advice or legal matters.
• Public authorities: courts, regulators, law enforcement bodies or other authorities where disclosure is required by law or is otherwise lawfully justified.
• Client-authorised recipients: a person or organisation you ask us to contact, where doing so is relevant to an enquiry or agreed engagement.

We do not claim to use every category of provider listed above. The recipients involved depend on the website configuration and the services actually used. Providers handling information on our behalf should be subject to appropriate contractual and security arrangements where required.

We do not sell personal information. We do not disclose enquiry details to unrelated third parties for their own marketing merely because an individual has contacted us.

06International transfers

Some website, email, hosting, backup or technical providers may process information outside the United Kingdom, depending on the services configured for the website and our business operations.

Where personal information is transferred internationally and UK data protection law requires safeguards, we will use an applicable transfer mechanism. Depending on the circumstances, this may include UK adequacy regulations, an appropriate data protection agreement or another legally recognised safeguard.

Information about relevant transfer safeguards can be requested using the contact details at the end of this policy, subject to applicable legal restrictions.

07How long we keep information

We keep personal information only for as long as it is reasonably needed for the purpose for which it was collected, taking account of applicable legal obligations, accounting requirements, the nature of the engagement and the need to establish or respond to legal claims.

These periods are working retention guidelines, not a promise that every record will be deleted on a particular day. Where a legal requirement, dispute, investigation or other justified need applies, relevant records may be retained for longer. Information that is no longer needed will be securely deleted or anonymised where practicable.

08How we protect information

We take appropriate technical and organisational measures designed to protect personal information against unauthorised access, accidental loss, alteration or disclosure. Depending on the systems in use, these measures may include access restrictions, software updates, security monitoring, secure transmission and appropriate provider controls.

No website, email service or method of electronic transmission can be guaranteed to be completely secure. You should avoid sending passwords, private access credentials or unnecessary confidential material through general website forms or ordinary email.

If you believe information sent to us has been exposed or sent to the wrong recipient, please contact us promptly so that we can assess the matter and take appropriate steps.

09Your data protection rights

Subject to applicable law and any relevant exemptions, individuals may have the following rights in relation to their personal data:

• Access: request a copy of personal information we hold about you.
• Rectification: ask us to correct inaccurate or incomplete information.
• Erasure: request deletion where the legal conditions for erasure are met.
• Restriction: request that certain processing be restricted in circumstances provided by law.
• Objection: object to processing based on legitimate interests or to direct marketing, where applicable.
• Data portability: receive certain information in a structured, commonly used and machine-readable format, or request its transfer, where the legal conditions apply.
• Consent withdrawal: withdraw consent where processing relies on consent.
• Complaint: raise a concern with the UK Information Commissioner’s Office (ICO).

These rights are not absolute and may depend on the lawful basis and circumstances of the processing. For example, we may need to retain certain records to meet a legal obligation or establish, exercise or defend a legal claim.

To make a request, email us using the contact details below. Please explain your request clearly enough for us to identify the relevant information. We may need to verify your identity before acting on a request.

We will respond without undue delay and, ordinarily, within one month of receiving a valid request. Where the request is complex or multiple requests have been made, the applicable legal rules may allow an extension of up to a further two months. If an extension or other lawful response period applies, we will explain this within the required timeframe.

We do not charge for ordinary rights requests. A reasonable fee or refusal may be permitted in limited circumstances where a request is manifestly unfounded or excessive, in accordance with applicable law.

10Cookies and website analytics

Our website may use cookies or similar technologies to support essential website functions, maintain security, remember relevant settings or understand website performance, depending on the tools enabled on the site.

Technologies that are not strictly necessary will be used only where the required consent has been obtained. You can manage available cookie choices through the website’s cookie controls, where provided, and through your browser settings. Disabling certain cookies may affect website functionality.

The cookies and technologies actually used depend on the site’s installed plugins, hosting configuration, embedded content and analytics settings. Please consult our Cookie Policy for further information.

11External websites and third-party services

Our website may contain links to external websites or services. Those websites operate under their own privacy practices, and we are not responsible for their content or privacy arrangements. Please review the relevant privacy information before providing personal details to another organisation.

If third-party tools or embedded content are enabled on our site, they may collect technical information according to their own configuration and terms. We will provide additional information or obtain consent where required by law.

12Children’s information

Our website and consultancy enquiries are intended for business contacts and people seeking information about professional services. They are not designed to solicit personal information from children.

If you believe a child has provided personal information to us unnecessarily, please contact us. We will assess the circumstances and take appropriate action in accordance with applicable law.

13Changes to this policy

We may update this Privacy Policy when our website, business activities, technology arrangements or legal requirements change. The version published on this page is the version currently presented to website visitors.

Where a material change affects how personal information is processed, we will provide additional information or notify affected individuals where required by law. We will not rely on this general update provision as a substitute for obtaining consent where consent is legally required.

14Contact us or raise a concern

If you have a question about this policy, want to exercise a data protection right or wish to raise a privacy concern, please contact VC INFO SOLUTIONS SERVICES LIMITED using the details below.

You may also raise a concern with the UK Information Commissioner’s Office. Guidance and contact information are available at ico.org.uk. We encourage you to contact us first if you would like us to address a question or concern directly, but this does not affect your right to contact the ICO.