Privacy Policy
What personal data we collect through this website and our work, why we use it, and the rights you have.
Last updated: 9 November 2026
Who is responsible for your data
Vantorel LTD is a private limited company registered in Scotland under company number SC908006. Our registered office is 13 Kirkbrae, Galashiels, Scottish Borders, Scotland, TD1 1NQ.
Vantorel LTD is the controller of the personal data described in this policy. This means we decide how and why it is used, under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. For any privacy question, email hello@vantorel.org or write to our registered office.
When we build or run systems for a client, that client is usually the controller of the data in those systems and we act as its processor. The client’s own privacy notice applies, and our Data Protection Policy explains how we handle that data.
The personal data we collect
- Contact form: your name, work email address and project details, plus your company, the service you are interested in and a budget range if you choose to give them.
- Direct messages: anything you send us by email or WhatsApp, including your name, email address or phone number.
- Clients and prospective clients: business contact details, contract and billing records, and correspondence about a project.
- Technical data: IP address, browser type, the page requested and the time of the request. These appear in server logs and help us keep the site secure.
- Display preference: your light or dark theme choice, stored only on your device. See our Cookie Policy.
We do not use analytics or advertising trackers on this website. We do not ask for special category data through the contact form, so please don’t include health or similar sensitive details in your message.
Why we use it and our lawful basis
| Purpose | Data used | Lawful basis |
|---|---|---|
| Replying to an enquiry and preparing a proposal | Contact details and project information | Steps at your request before a contract, and our legitimate interest in responding to people who contact us |
| Delivering services and managing an engagement | Business contact details, project correspondence | Performance of a contract, or legitimate interests where the contract is with your employer |
| Invoicing, accounting and company records | Billing and contract records | Legal obligation |
| Keeping the website secure and preventing misuse | Technical data | Legitimate interests in protecting our systems and visitors |
| Handling complaints and legal claims | Relevant correspondence and records | Legitimate interests, or legal obligation where applicable |
| Sending marketing emails | Name and email address | Your consent, or the soft opt-in for existing clients, always with a simple way to opt out |
Submitting the contact form does not add you to a mailing list. You need to give us your name, email address and project details so that we can reply. Everything else on the form is optional.
Who we share it with
- Resend, our email delivery provider, which passes contact form messages to our inbox.
- Our website hosting provider, which runs this website and processes technical data.
- Meta (WhatsApp), if you choose to contact us on WhatsApp. WhatsApp’s own privacy policy applies to that service.
- Delivery and business tools used during an engagement, such as project management, messaging, code hosting and accounting software.
- Professional advisers, such as accountants, lawyers and insurers, where needed.
- Authorities or a court, where the law requires it.
- A buyer or successor, if our business is sold or reorganised, under equivalent protections.
We do not sell personal data.
International transfers
Some providers, including Resend, are based in or process data in the United States or other countries outside the UK. When data leaves the UK we rely on UK adequacy regulations, including the UK-US Data Bridge where the recipient is certified, or on the Information Commissioner’s International Data Transfer Agreement or Addendum. You can ask us for details of the safeguards that apply.
How long we keep it
| Data | Retention period |
|---|---|
| Enquiries that do not become an engagement | 24 months from our last contact |
| Contracts, project correspondence and client records | 6 years after the engagement ends |
| Accounting and tax records | 6 years after the end of the financial year |
| Server logs | Up to 90 days |
| Contact form abuse-prevention records | Up to 10 minutes, in temporary memory |
| Theme preference | On your device until you clear it |
Your rights
Under UK data protection law, you have the right to:
- be told how your data is used, and get a copy of it
- have inaccurate data corrected
- have your data erased in certain circumstances
- restrict or object to certain uses, including all direct marketing
- move data you gave us to another provider, where this applies
- withdraw consent at any time, where we rely on consent
To use any of these rights, email hello@vantorel.org. It’s free, and we normally respond within one month. We may need to confirm your identity first. We do not make decisions about you using solely automated means.
Complaints
Please tell us first if you are unhappy with how we have used your data, so that we can try to put it right. We will acknowledge your complaint within 30 days. You also have the right to complain to the Information Commissioner’s Office at ico.org.uk/make-a-complaint, by calling 0303 123 1113, or by writing to Wycliffe House, Water Lane, Wilmslow, SK9 5AF.
Children
Our website and services are intended for businesses and adults. We do not knowingly collect personal data from anyone under 18 through this website.
Security and changes
We use access controls, encrypted connections and least-privilege permissions to protect personal data. If we change this policy, we will update the date at the top of this page.