Privacy Policy
VAgency Limited
Last Updated: 17th November 2025
1. Introduction
This Privacy Policy explains how VAgency Limited (“we”, “us”, or “our”) collects, uses, and protects your personal information when you visit www.vagency.org.uk (“our site”).
By using our site, you confirm that you are over 13 years of age and agree to the practices described in this policy.
VAgency Limited is the data controller responsible for your personal information.
If any of your details change, please notify us at: selma.k@vagency.org.uk
2. The Information We Collect, Why We Collect It, and How It Is Used
“Personal data” refers to any information that can identify you. Anonymous data is excluded.
We may collect and process the following categories of personal data:
Communication Data
Includes messages you send to us via our contact form, email, social media, or any other method.
Used for:
- responding to your queries
- maintaining records
- handling legal claims
Legal basis: legitimate interests (to communicate effectively and protect our business).
Customer Data
Includes your name, contact information, billing details, delivery address, purchase records, and limited card information processed through secure third-party systems.
Used for:
- providing services you have purchased
- record-keeping
Legal basis: performance of a contract.
User Data
Includes data about how you use our website, plus any content you submit for publication.
Used for:
- operating and improving our website
- ensuring website safety and functionality
- maintaining backups
Legal basis: legitimate interests (to manage our business and online platforms).
Technical Data
Includes your IP address, browser type, time zone settings, browsing patterns, page views, usage frequency, and other technology data gathered via analytics providers.
Used for:
- analysing website usage
- improving site security
- delivering relevant content and adverts
Legal basis: legitimate interests (to understand user behaviour and grow our business).
Marketing Data
Includes your communication and marketing preferences.
Used for:
- running promotions
- sent relevant content or advertisements
- measuring campaign effectiveness
Legal basis: legitimate interests (to promote and develop our services) or consent where required.
Combined Data Use
We may use Customer, User, Technical, and Marketing Data to:
- show relevant adverts (e.g., on social media)
- analyse the effectiveness of marketing
Legal basis: legitimate interests (to grow our business).
Sensitive Data
We do not collect any Sensitive Data (e.g., health, political opinions, ethnicity, etc.).
If you fail to provide essential personal data required by law or needed to fulfil a contract, we may need to cancel a service but will inform you beforehand.
We only use your data for the purpose for which it was collected unless it is reasonably compatible with the original purpose. If we need to use it for an unrelated reason, we will notify you and explain the legal basis.
We do not carry out automated profiling or decision-making.
3. Marketing Communications
We may send marketing communications if:
- you have requested information from us,
- you have purchased from us, or
- you have explicitly opted in, and you have not opted out.
If you are representing a limited company, we may email you without prior consent as permitted by law.
You may opt out of marketing communications at any time by clicking the unsubscribe link in any email or contacting us at selma.k@vagency.org.uk.
Opting out does not affect communications relating to purchases or essential service updates.
We will not share your personal data with third parties for their own marketing without your express consent.
4. Sharing Your Information
We may share your personal data with:
- IT and system administration providers
- Professional advisers (legal, financial, insurance)
- Government authorities where legally required
- Third parties involved in business transfers, mergers, or acquisitions
All third parties must handle your data securely and lawfully, and only for purposes approved by us.
5. International Transfers
If we transfer your data outside the UK, we will ensure appropriate safeguards, such as:
- transfers to countries approved as providing adequate protection
- recognised frameworks (e.g., UK-approved US privacy frameworks)
- approved contracts, codes of conduct, or certification mechanisms
If none of these safeguards apply, we may ask for your explicit consent.
6. Data Security
We use appropriate security measures to prevent your data from being lost, accessed without permission, altered, or disclosed.
Only authorised staff and partners with a legitimate business need can access your data.
We have procedures to handle suspected data breaches and will notify you and the regulator when legally required.
7. Data Retention
We keep your personal data only as long as necessary to meet the purposes for which it was collected, including legal, accounting, or reporting requirements.
For tax purposes, we must retain basic customer information for six years after you cease being a customer.
We may anonymise data for statistical or research purposes, in which case it may be used indefinitely.
8. Your Legal Rights
You have the right to:
- access your personal data
- request corrections
- request erasure
- restrict processing
- object to processing
- request data transfer (portability)
- withdraw consent at any time
Full details can be found at the ICO website:
To exercise any rights, contact: selma.k@vagency.org.uk
No fee is charged unless your request is excessive, repetitive, or unfounded.
We may ask for proof of identity to protect your information.
We aim to respond to valid requests within one month.
If you are unhappy with how we handle your data, you may complain to the Information Commissioner’s Office (ICO). However, we would appreciate the chance to resolve the matter first.
9. Third-Party Links
Our website may contain links to third-party websites, tools, or applications.
We are not responsible for their privacy practices.
We encourage you to review the privacy policy of any external site you visit.
10. Cookies
You can manage or disable cookies through your browser settings.
Disabling cookies may affect certain website functions.
For details of the cookies we use, please refer to our Cookie Policy.