Privacy Policy

This Privacy Policy explains how Vortiex Systems Ltd ("we", "us", "our") collects, uses, stores, and protects your personal data when you use our website at vortiex-systems.co.uk or communicate with us in connection with our services.

We are committed to protecting your privacy and handling your data in accordance with UK GDPR and the Data Protection Act 2018.

1. Who We Are

Data Controller: Vortiex Systems Ltd
Company Number: 17150302
Registered Address: 1 Pascal Road, Southall, England, UB1 3EA
Email: [email protected]

2. What Data We Collect

We may collect the following personal data:

• Contact information: name, business email address, telephone number, company name, job title
• Enquiry data: the content of enquiries, requirements, or communications you submit to us
• Technical data: IP address, browser type, pages visited, and session duration (collected via website analytics if enabled)
• Cookie data: your cookie consent preference stored locally in your browser

3. How We Use Your Data

We process your personal data for the following purposes:

• To respond to enquiries and provide quotations for our products and services
• To fulfil contracts and process orders where applicable
• To manage the business relationship with clients and prospects
• To comply with legal and regulatory obligations
• To improve the performance and content of our website

4. Legal Basis for Processing

We process your personal data under the following legal bases (UK GDPR Article 6):

• Legitimate interests: to respond to business enquiries and manage our commercial relationships
• Contract performance: where we are fulfilling or preparing to fulfil an order or agreement
• Legal obligation: where required by applicable law
• Consent: for any non-essential processing where consent has been explicitly given

5. Data Sharing

We do not sell, rent, or trade your personal data to third parties. We may share data in the following limited circumstances:

• With trusted service providers acting as data processors on our behalf (such as email services, website hosting), who are contractually bound to protect your data
• Where required to comply with a legal obligation, court order, or regulatory request
• In the event of a corporate restructuring or sale, where data may transfer as part of business assets

6. Data Retention

We retain personal data only for as long as necessary to fulfil the purpose for which it was collected, or as required by law. Enquiry data is typically retained for up to 3 years unless an ongoing commercial relationship exists, in which case data is retained for the duration of that relationship plus a reasonable period thereafter.

7. Cookies

Our website uses essential cookies to support basic functionality. We also store your cookie consent preference in your browser's local storage. No third-party tracking or advertising cookies are used unless explicitly consented to.

You may withdraw consent at any time by clearing your browser's local storage or adjusting cookie settings via the cookie banner on our website.

8. Your Rights

Under UK GDPR, you have the following rights regarding your personal data:

• Right of access: to request a copy of the personal data we hold about you
• Right to rectification: to correct inaccurate or incomplete data
• Right to erasure: to request deletion of your personal data where no legitimate basis for retention exists
• Right to restriction: to limit how we process your data in certain circumstances
• Right to object: to processing based on legitimate interests
• Right to data portability: to receive your data in a structured, machine-readable format

To exercise any of these rights, contact us at [email protected]. We will respond within 30 days.

9. Security

We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, or disclosure. However, no method of electronic transmission is entirely secure and we cannot guarantee absolute security.

10. Third-Party Links

Our website may contain links to external websites. We are not responsible for the privacy practices of third-party sites and encourage you to review their privacy policies independently.

11. International Transfers

We aim to store and process data within the UK and European Economic Area. Where any transfer outside these jurisdictions occurs, appropriate safeguards (such as Standard Contractual Clauses) will be applied in accordance with UK GDPR requirements.

12. Complaints

If you are not satisfied with how we handle your personal data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO):

ICO Website: ico.org.uk
ICO Helpline: 0303 123 1113

13. Changes to This Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated revision date. We encourage you to review this policy periodically.

14. Contact Us

For any privacy-related queries or to exercise your rights, please contact:

Vortiex Systems Ltd
1 Pascal Road, Southall, England, UB1 3EA
[email protected]