Privacy Policy
How we collect, use, and protect your personal data
Effective: 1 April 2026
Data Controller
VectisFlow Limited is the data controller responsible for your personal data. We operate in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
Business: VectisFlow Limited
Company No.: 14990157
Registered Office: 43 Fairfoot Rd, London E3 4EG
Email: hello@vectisflow.com
Location: London, United Kingdom
Information We Collect
We collect only the data necessary to provide our services and operate our website.
Information You Provide
- •Contact Forms: Name, email address, company name, phone number, and message content
- •Meeting Bookings: Name, email, and scheduling preferences via Cal.com
- •Client Engagements: Business information and project-related data shared during service delivery
Information Collected Automatically
- •Usage Data: Pages visited, time on site, referral source (via Plausible, cookieless)
- •Technical Data: IP address, browser type, device type, operating system
- •Security Tokens: Cloudflare Turnstile verification tokens (for spam protection)
Lawful Basis for Processing
We process your personal data under the following legal bases as defined by UK GDPR.
Contractual Necessity
Processing necessary to fulfil our obligations under a Statement of Work or to take pre-contractual steps at your request (e.g. discovery calls).
Legitimate Interest
Processing necessary for our legitimate business interests, such as website analytics, security, and responding to enquiries. We balance these interests against your rights.
Consent
Where we rely on consent (e.g. PostHog analytics cookies), you can withdraw it at any time via our cookie banner or by contacting us.
How We Use Your Data
We process your data for specific, legitimate purposes.
Service Delivery
Responding to enquiries, scheduling discovery calls, delivering AI workflow automation services, and providing ongoing support.
Communication
Sending information you have requested, project updates, and service-related correspondence.
Analytics & Improvement
Understanding how our website is used to improve our services and user experience. Plausible (cookieless, no consent needed) and PostHog (consent-based).
Security
Protecting our website and services from spam, abuse, and automated attacks via Cloudflare Turnstile and rate limiting.
Data Sharing
We never sell your personal data. We share data only with trusted third-party processors who help us operate our business.
Resend
Email delivery
Cloudflare
Security, CDN & bot protection
Plausible
Privacy-focused analytics (cookieless)
PostHog
Product analytics (consent-based)
Upstash
Rate limiting (Redis)
Vercel
Website hosting
All processors are bound by data processing agreements and process data only on our instructions. We do not sell, rent, or trade your personal data to any third party.
Data Retention
We retain your data only as long as necessary for the purposes outlined.
| Data Type | Retention Period |
|---|---|
| Contact Form Submissions | 24 months |
| Client Project Data | Duration of engagement + 7 years (legal/tax requirement) |
| Analytics Data | 12 months (anonymised/aggregated) |
Contact Form Submissions
24 months
Client Project Data
Duration of engagement + 7 years (legal/tax requirement)
Analytics Data
12 months (anonymised/aggregated)
Your Rights
Under UK GDPR (Articles 15-22), you have the following rights regarding your personal data.
Right of Access
Request a copy of the personal data we hold about you (Art. 15)
Rectification
Request correction of inaccurate or incomplete data (Art. 16)
Erasure
Request deletion of your personal data where there is no compelling reason to continue processing (Art. 17)
Restrict Processing
Request that we limit how we use your data in certain circumstances (Art. 18)
Data Portability
Receive your data in a structured, machine-readable format (Art. 20)
Object
Object to processing based on legitimate interests or direct marketing (Art. 21)
To exercise any of these rights, contact us at hello@vectisflow.com. We will respond within 30 days. If you are not satisfied with our response, you have the right to lodge a complaint with the UK Information Commissioner's Office (ICO).
International Transfers
Some of our third-party processors operate outside the UK. Where data is transferred internationally, we ensure appropriate safeguards are in place, including:
- •UK adequacy decisions (where the destination country provides adequate protection)
- •International Data Transfer Agreements (IDTAs) or UK Addendum to EU Standard Contractual Clauses
- •Data processing agreements with all third-party processors
Children's Privacy
Our website and services are not directed at individuals under the age of 16. We do not knowingly collect personal data from children. If you believe we have inadvertently collected data from a child, please contact us and we will delete it promptly.
Changes to This Policy
We may update this Privacy Policy from time to time. Material changes will be posted on this page with a revised effective date. We encourage you to review this policy periodically.
View Cookie Policy →Contact Us
Questions about this policy or your data? Get in touch.
Email: hello@vectisflow.com
Business: VectisFlow Limited
Company No.: 14990157
Registered Office: 43 Fairfoot Rd, London E3 4EG
Related Policies: Terms of Service • Cookie Policy