Privacy notice

Who we are

Vincola Ltd is a company registered in England and Wales, company number 12566675. Our registered office is 26 Bell Street, Sawbridgeworth, Hertfordshire, CM21 9AN, United Kingdom.

Vincola Ltd is the controller of the personal information described in this notice. If you have any questions about it, email hello@vincola.co.uk or write to us at our registered office.

Who this notice covers

This notice applies to people who visit our website, people who email or call us, our clients and prospective clients and the people who work for them, and our suppliers and production partners and the people who work for them.

What we collect

• Contact and identity details, such as your name, job title, employer, email address and phone number.
• Correspondence, including emails, attachments and notes of calls and meetings.
• Information about projects we work on together, which may include the names and contact details of people involved.
• Billing and payment details, such as invoicing contacts and the business bank details needed to pay or be paid.
• Technical information our website host collects when you visit, such as your IP address and browser type, which it uses to deliver and secure the site.

We don't ask for special category information, such as health or religious beliefs. Please don't send it to us unless we've asked for it.

Where it comes from

Most of the information we hold comes from you directly. We may also receive it from your organisation, from suppliers and partners we work with on a project, and from public sources such as company websites, LinkedIn and Companies House.

How we use it and our lawful basis

UK data protection law requires us to have a lawful basis for each use of personal information. We use it to:

• reply to enquiries and arrange calls, based on our legitimate interest in responding to people who contact us;
• provide our services and manage our relationship with clients, because it is necessary for a contract with you or your organisation, or in our legitimate interests;
• work with suppliers and production partners to deliver projects, for the same reasons;
• send and pay invoices and keep accounting records, because it is necessary for a contract and to meet our legal obligations;
• keep business records and establish, exercise or defend legal claims, to meet our legal obligations and in our legitimate interests;
• keep our email and website secure, in our legitimate interests.

Where we rely on legitimate interests, we have considered your rights and expect our use of your information to be what you would reasonably expect. We don't sell personal information, and we don't make decisions about you by automated means alone.

Emails

Emails you send us, and any attachments, are stored in our email system. Our email footer asks anyone who receives a message from us in error to tell us and delete it. If you have received an email from us by mistake, please let us know and we will deal with any personal information in it.

Who we share it with

• Service providers who support our business, such as our email, website hosting, IT and accounting providers. They act on our instructions.
• Suppliers and production partners, where they need contact details to deliver work on a project.
• Our professional advisers, such as accountants and lawyers.
• Regulators, law enforcement and other authorities, where the law requires it.
• A buyer or successor, if our business is sold or restructured.

International transfers

Some of our service providers and production partners are based outside the UK, including for international events. When personal information is transferred outside the UK, we make sure it goes to a country the UK government has found to provide adequate protection, or we use safeguards approved under UK law, such as the International Data Transfer Agreement. Some transfers may also be necessary to perform a contract with you. Email us for more information about the safeguards we use.

How long we keep it

• Enquiries that don't lead to work: up to two years after our last contact.
• Client, supplier and project records: six years after the end of the financial year in which the work ended, to meet tax and company law requirements.

After that, we delete the information or make it anonymous.

How we protect it

We use reputable providers, limit access to personal information to the people who need it, and take appropriate technical and organisational measures to protect it against loss, misuse and unauthorised access. No email or internet transmission is completely secure, so please avoid sending sensitive information by email unless we've agreed it.

Your rights

You have the right to:

• ask for a copy of the personal information we hold about you;
• ask us to correct information that is wrong or incomplete;
• ask us to delete your information or restrict how we use it;
• object to our use of your information where we rely on legitimate interests;
• ask us to transfer information you gave us to another organisation, where this applies;
• withdraw your consent at any time, where we rely on it.

To use any of these rights, email hello@vincola.co.uk. We will reply within one month. There is normally no charge.

Cookies

We don't use analytics or advertising cookies on this website. Our website host, Wix, may set cookies needed to deliver and secure the site.

Complaints

If you're unhappy with how we've handled your information, please contact us first so we can try to put it right. You can also complain to the Information Commissioner's Office at ico.org.uk/make-a-complaint or on 0303 123 1113.

Changes to this notice

We may update this notice from time to time. The date at the top shows when it was last changed.