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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: 1 February 2026

Vigilant Proactive Ltd (“we”, “us”, “our”) is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, store and share personal information in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and applicable Privacy and Electronic Communications Regulations (PECR).

1. Who We Are

Vigilant Proactive Ltd is a UK‑based advisory and professional services firm. We act as the data controller for personal information processed in connection with our website, services and business development activities.

3. How We Use Your Data

We use personal data to:
• Respond to enquiries and communicate with you
• Provide and manage our services
• Carry out business development and professional outreach
• Improve our website and services
• Comply with legal and regulatory obligations

Where we rely on legitimate interests as our lawful basis, we have assessed that our interests are not overridden by your fundamental rights and freedoms. You have the right to object to processing for direct marketing at any time.

4. Data Sharing and Third-Party Processors

In some cases, we obtain professional contact details from third‑party platforms such as customer relationship management (CRM), marketing or business intelligence providers. This data typically includes business contact information such as names, job titles, business email addresses and telephone numbers.

Where personal data is obtained indirectly, we provide relevant privacy information at the point of first contact or within the timeframe required by UK GDPR. We only use this data for professional and business‑related purposes and always respect opt‑out requests.

Examples include:

• Google Analytics – website analytics

• CRM / Email providers – marketing and communications platforms

• Calendly / Scheduling tools – booking meetings

• IT support providers – security and infrastructure

We may share your data with trusted third parties for the purposes above. All processors have contracts in place to protect your data. We do not sell your personal data. Any international transfers are safeguarded via UK-approved mechanisms such as Standard Contractual Clauses

5. Marketing Communications

We may contact individuals by email or telephone for business development and marketing purposes. Where required by law, we will obtain consent. In other cases, we may rely on legitimate interests in accordance with PECR and UK GDPR.

All marketing communications include a clear option to opt out, and you may object to receiving direct marketing at any time.

6. 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.

7. 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

8. 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.

9. 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.

10. Automated Decision-Making and Profiling

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

11. 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.

12. 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

© Copyright Vigilant Proactive 2024-2026