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Our Address

Vigilant Proactive Limited
Times Square Estate

6 Brooklyn House
Bessemer Road
Welwyn Garden City AL7 1WH
United Kingdom

Privacy Policy:

Effective date: 5 September 2025

Vigilant Proactive Ltd (“we”, “us”, “our”) is committed to protecting your privacy and complying with UK data protection law, including the UK GDPR and Data Protection Act 2018. This Privacy Policy explains how we collect, use, and safeguard your personal data and your rights regarding it.

2. How We Collect Your Data

• When you fill in forms on our website (contact, newsletter, or recruitment forms)

• When you correspond with us by email, phone, or in person

• Automatically through cookies and website analytics tools

3. Cookies and Online Tracking

We use cookies to enhance your experience. Non-essential cookies (analytics, marketing) are only set after you provide explicit consent. You can manage your cookie preferences at any time via the cookie banner or your browser settings.

Cookie categories:

• Essential cookies: Required for website functionality (cannot be disabled)

• Analytics cookies: Help us understand website use and improve performance

• Marketing cookies: Used to deliver relevant advertising

For more details on our cookies, see our Cookie Policy below.

4. How We Use Your Data

Your personal data is used only for the purposes outlined above. Examples include:

• Responding to enquiries or requests

• Performing contractual obligations

• Sending marketing communications (with consent)

• Analysing website performance

• Compliance with legal obligations

5. Data Sharing and Third-Party Processors

We may share your data with trusted third parties for the purposes above. All processors have contracts in place to protect your data. Examples include:

• Google Analytics – website analytics

• Mailchimp / Email provider – marketing communications

• Calendly / Scheduling tools – booking meetings

• IT support providers – security and infrastructure

We do not sell your personal data. Any international transfers are safeguarded via UK-approved mechanisms such as Standard Contractual Clauses (SCCs) or adequacy agreements.

6. Data Retention

We retain personal data only for as long as necessary for the purposes collected:

• Contact form submissions: 12 months

• Job applicants: 6 months after application

• Client contractual records: Duration of contract + 7 years (for tax/compliance)

• Marketing consent records: Until withdrawn

7. Your Rights

You have the following rights regarding your personal data:

• Access: Request a copy of your data

• Correction: Correct inaccuracies

• Erasure: Request deletion where lawful

• Objection: Object to processing based on legitimate interests

• Restriction: Request limitation of processing

• Portability: Receive your data in a structured format Withdraw Consent:

• Withdraw any consent at any time

How to exercise your rights:

Email: dpo@vigilantpro.co.uk with the subject “Data Subject Request”. We will respond within 1 month, or 2 months if the request is complex. You can also lodge a complaint with the ICO: ico.org.uk/concerns .

8. Security

We implement appropriate technical and organisational measures to protect your data, including:

• Encryption of data in transit and at rest

• Access controls and role-based permissions

• Regular security reviews and staff training

In the event of a data breach, we will notify the ICO within 72 hours and inform affected individuals if there is a high risk to their rights.

9. Automated Decision-Making and Profiling

We do not make decisions solely based on automated processing or profiling that would affect you legally or significantly.

10. Changes to This Policy

We may update this Privacy Policy from time to time. Changes will be published on our website with the effective date updated.

11. Contact Us

For questions about this Privacy Policy or how we process your personal data:

Data Protection Officer: dpo@vigilantpro.co.uk

ICO Registration Number: ZB935568

Address:

Vigilant Proactive Limited

Times Square Estate

6 Brooklyn House
Bessemer Road
AL7 1WH

Welwyn Garden City
United Kingdom