Privacy Policy

We may collect and process the following personal data about you:

• Contact information — your name, email address, phone number, and company name when you submit an enquiry, complete a contact form, or get in touch with us directly.
• Usage data — information about how you use our website, including pages visited, time spent on pages, referring URLs, browser type, and device information, collected automatically via cookies and analytics tools.
• Communications — the content of emails, messages, or other correspondence you send to us.
• Marketing preferences — whether you have opted in to receive marketing communications from us.

We do not collect sensitive personal data (such as health information, financial details, or government identification numbers) through this website.

We use the personal data we collect for the following purposes:

• To respond to your enquiries — to reply to messages, answer questions, and provide information about our services.
• To deliver our services — to fulfil contracts with clients and carry out agreed work.
• To improve our website — to analyse how visitors use our site and make improvements to content, performance, and usability.
• To send marketing communications — where you have opted in, or where we have a legitimate interest in keeping you informed about relevant services (you can opt out at any time).
• To comply with legal obligations — to meet any legal, regulatory, or contractual requirements.

We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason that is compatible with the original purpose.

We rely on the following legal bases under UK GDPR to process your personal data:

• Legitimate interests — for responding to enquiries, improving our services, and direct marketing to existing or prospective clients where the processing does not override your rights.
• Contract — where processing is necessary to perform a contract with you or to take steps at your request before entering into a contract.
• Consent — where you have given clear, specific consent to receive marketing communications or for the use of non-essential cookies.
• Legal obligation — where we are required to process your data to comply with a legal requirement.

Our website uses cookies and similar tracking technologies to improve your experience and gather analytics data.

Essential cookies

These are necessary for the website to function and cannot be disabled. They include session cookies and cookies that remember your preferences.

Analytics cookies

We use Google Analytics to understand how visitors interact with our site. This data is aggregated and anonymised where possible. You can opt out of Google Analytics tracking at any time.

Marketing cookies

Where you have consented, we may use cookies to track marketing performance and deliver relevant content across platforms.

You can manage your cookie preferences through your browser settings or our cookie consent tool. Note that disabling certain cookies may affect the functionality of the site.

We do not sell, rent, or trade your personal data with third parties for their marketing purposes.

We may share your information with:

• Service providers — trusted third-party platforms that help us operate our business, such as email services, CRM software, analytics providers, and project management tools. These providers act as data processors on our behalf and are bound by appropriate data processing agreements.
• Professional advisers — lawyers, accountants, or other advisers where necessary.
• Law enforcement or regulators — where required by law or court order.

We require all third parties to respect the security of your personal data and to treat it in accordance with applicable law.

We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected, including any legal, accounting, or reporting obligations.

In practice, this means:

• Enquiry and contact data — retained for up to 2 years from the date of last contact unless a client relationship is established.
• Client data — retained for the duration of the contract and for up to 6 years thereafter to comply with legal and tax obligations.
• Marketing data — retained until you withdraw consent or opt out, at which point we will remove you from our marketing lists promptly.
• Website analytics data — retained in accordance with the retention settings of the applicable analytics platform (typically 14 to 26 months).

After the applicable retention period, data is securely deleted or anonymised.

Under UK GDPR, you have the following rights in relation to your personal data:

• Right of access — you can request a copy of the personal data we hold about you.
• Right to rectification — you can ask us to correct inaccurate or incomplete data.
• Right to erasure — in certain circumstances, you can ask us to delete your personal data.
• Right to restriction — you can ask us to restrict the processing of your data in certain situations.
• Right to data portability — where processing is based on consent or contract, you can request your data in a structured, machine-readable format.
• Right to object — you can object to processing based on legitimate interests, including direct marketing.
• Rights related to automated decision-making — we do not make solely automated decisions that have a legal or similarly significant effect on you.

To exercise any of these rights, please contact us at team@vertex-media.co.uk. We will respond within one month. You will not be charged a fee unless your request is manifestly unfounded or excessive.

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk if you believe we have not handled your data lawfully.

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, alteration, or disclosure. These measures include:

• Secure, encrypted connections (HTTPS) across our website.
• Access controls limiting who within our team can access personal data.
• Regular review of our data handling practices.
• Use of reputable, security-compliant third-party platforms.

Despite these measures, no method of data transmission over the internet is completely secure. While we do our best to protect your information, we cannot guarantee the absolute security of data transmitted to our website.

In the event of a personal data breach that is likely to result in a risk to your rights and freedoms, we will notify you and the ICO in accordance with our obligations under UK GDPR.

Our website may contain links to third-party websites, plugins, and applications. Clicking those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy practices.

We encourage you to read the privacy policy of every website you visit.

Some of the third-party services we use may transfer your personal data outside of the UK or European Economic Area (EEA). Where this occurs, we ensure that appropriate safeguards are in place, such as Standard Contractual Clauses approved by the ICO, to protect your data to an equivalent standard.

If you would like more information about the specific safeguards in place for international transfers, please contact us.

We may update this privacy policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make material changes, we will update the 'last updated' date at the top of this page.

We encourage you to review this policy periodically to stay informed about how we protect your information. Your continued use of our website after any changes have been made constitutes your acceptance of the updated policy.