Privacy Policy

Who we are

Vantage Systems Group Ltd (“we”, “us”, “our”) is the data controller for the personal data described in this policy. We are a company registered in England and Wales (Company No. 09729055, VAT 228215032), trading as Vantage Systems from Unit 23 Oldbury Business Centre, Oldbury Road, Cwmbran NP44 3JU.

For any privacy-related question or to exercise your rights, contact us at sales@vantage-systems.co.uk or 01633 740052.

What data we collect

When you contact us

When you submit our contact form or send us an email, we collect the information you provide - typically name, email address, phone number, and the details of your enquiry. We use this only to respond to you and to deliver any work you go on to commission.

When you visit the site

We use a privacy-first analytics beacon to count anonymised pageviews, page time and the broad referrer (e.g. “google.com”) so we understand which content is useful. The beacon does not set cookies and does not store IP addresses or any data that identifies you personally. Visitors are counted using a daily, irreversible hash of the date, browser user-agent string and screen size.

What we do not collect

We do not run third-party advertising or marketing trackers. We do not sell your data, and we do not pass it to data brokers.

Why we use it (lawful basis)

• To respond to enquiries and deliver work you ask for - performance of a contract, or steps taken at your request to enter into one (UK GDPR Art. 6(1)(b)).
• To understand how the site is used - our legitimate interest in running an effective website (Art. 6(1)(f)). The analytics is anonymous and does not track individuals.
• To meet legal and regulatory obligations - for example, retaining records required for tax, accounting or accreditation audits (Art. 6(1)(c)).

Who we share data with

We use a small number of third-party processors to run the site:

• Web3Forms - delivers your contact-form submission to our inbox. They process the form data on our behalf in accordance with their own published terms.
• Vercel - hosts the website and serves pages. Server logs (request URL, timestamp, response code) are kept for a short period for operational and security purposes.
• ctrl.alt.elite - operates the cookie-free analytics beacon described above on our behalf. No personal data is collected or stored.

We do not transfer personal data outside the UK or European Economic Area beyond what these processors do as part of their normal service.

How long we keep it

• Enquiry correspondence: kept for as long as we have an active relationship with you, plus up to 6 years afterwards to meet our legal record-keeping obligations.
• Quotation and job records: kept for at least 6 years after the work completes, in line with HMRC and accreditation-body requirements.
• Anonymised analytics: aggregated indefinitely; no individual record exists to delete.

Your rights

Under the UK GDPR you have the right to access the personal data we hold about you, ask us to correct it, ask us to delete it, restrict or object to how we use it, and to receive a copy in a portable format. To exercise any of these rights, email sales@vantage-systems.co.uk and we will respond within one month.

If you are unhappy with how we have handled your data, you can complain to the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113. We’d appreciate the chance to put things right ourselves first.

Security

The site is served over HTTPS. Form submissions are transmitted directly to Web3Forms over an encrypted connection. We restrict access to the email account that receives enquiries to staff who need it to do their job.

Changes to this policy

We will update this page if our practices change. Material changes will be reflected in the “last updated” date at the top of the page.