1. Introduction
Vantivio Ltd respects your privacy and is committed to protecting your personal data. This Privacy Policy explains how we collect, use, store and protect personal information when you visit our website, contact us, use our services, request information, engage with us on social media, or enter into a business relationship with us.
Vantivio Ltd provides IT consultancy, AI development, enterprise application development and digital transformation services.
2. Who we are
Vantivio Ltd is the controller of your personal data for the purposes described in this policy.
Vantivio Ltd
Company number: 17237874
Email: jnorman@vantivio.co.uk
3. The personal data we collect
Information you provide to us
- Name, job title and company name
- Email address and telephone number
- Business address
- Enquiry details, meeting notes, project requirements
- Proposal or contract information
- Any information you provide through website forms, email, telephone or meetings
Information collected automatically
- IP address, browser type and version, device type, operating system
- Pages visited, time spent on pages, referral source
- Cookie preferences and website usage data
Information from third parties
- Business partners, referral partners and publicly available sources such as LinkedIn
- Event organisers and CRM, analytics or marketing platforms used by Vantivio Ltd
4. How we use your personal data
We use personal data to:
- Respond to enquiries and provide information about our services
- Arrange meetings or discovery calls
- Prepare proposals, statements of work or contracts
- Deliver consultancy, AI, application development or technology services
- Manage customer, supplier and partner relationships
- Improve our website and services
- Send relevant business updates, where permitted
- Manage legal, financial and regulatory obligations
- Protect our business, website and systems from misuse or security threats
5. Lawful bases for processing
We only use personal data where we have a lawful basis to do so:
Contract
Where processing is necessary to take steps before entering into a contract or to deliver services under a contract.
Legitimate interests
Where processing is necessary for our legitimate business interests, provided your rights and interests do not override those interests. This may include responding to business enquiries, managing client relationships, improving our services and promoting relevant business services.
Consent
Where you have given consent, for example for certain marketing communications or non-essential cookies.
Legal obligation
Where we must process data to comply with legal, tax, accounting or regulatory requirements.
6. Marketing communications
We may contact business contacts with information about Vantivio Ltd, our services, insights or events where permitted by law. You can opt out of marketing communications at any time by using the unsubscribe link in our emails or by contacting us directly. We do not sell your personal data to third parties.
7. Cookies and analytics
Our website may use cookies and similar technologies. Some cookies are essential for the website to function. Others, such as analytics or marketing cookies, will only be used where required consent has been obtained.
Types of cookies we may use:
| Type | Purpose | Consent required |
|---|---|---|
| Essential | Required for the website to function correctly | No |
| Analytics | Help us understand how visitors use the website | Yes |
| Marketing | Used to show relevant content or track campaign performance | Yes |
You can manage your cookie preferences through your browser settings at any time.
8. Sharing your personal data
We may share personal data with trusted third parties where necessary, including:
- Website hosting providers and email and productivity platforms
- CRM providers and analytics providers
- Professional advisers such as accountants, solicitors or insurers
- Project delivery partners or subcontractors
- Regulators, authorities or law enforcement bodies where required by law
Where third parties process personal data on our behalf, we require them to protect it appropriately and only process it according to our instructions.
9. International transfers
Some technology providers we use may process personal data outside the UK or European Economic Area. Where this happens, we will take appropriate steps to ensure your data is protected, such as using recognised transfer safeguards or working with suppliers that provide appropriate data protection commitments.
10. Data retention
We only keep personal data for as long as necessary for the purposes set out in this policy. Typical retention periods include:
| Data type | Retention period |
|---|---|
| Website enquiry data | Up to 24 months |
| Client and contract records | Up to 7 years after the end of the relationship |
| Marketing contact data | Until you unsubscribe or request deletion |
| Financial and accounting records | As required by law |
| Technical website logs | Limited period for security and operational purposes |
11. Data security
We take appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration or disclosure. These measures may include secure systems, access controls, password protection, encryption where appropriate, staff awareness and supplier due diligence.
12. Your data protection rights
Depending on the circumstances, you may have the right to:
- Access the personal data we hold about you
- Request correction of inaccurate data
- Request deletion of your data
- Object to certain processing
- Request restriction of processing
- Request transfer of your data
- Withdraw consent where processing is based on consent
- Complain to the UK Information Commissioner's Office
To exercise your rights, please contact us at jnorman@vantivio.co.uk. You also have the right to complain to the Information Commissioner's Office at www.ico.org.uk.
13. Links to other websites
Our website may contain links to third-party websites. We are not responsible for the privacy practices, content or security of those websites. You should review their privacy policies before providing any personal data.
14. Changes to this Privacy Policy
We may update this Privacy Policy from time to time. The latest version will always be available on our website. This policy was last updated on 02 June 2026.
Questions about this policy? Email jnorman@vantivio.co.uk