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Privacy Policy

This Privacy Policy sets out how Vertex Support Services Ltd  handles your personal information. Whether you're browsing our website, contacting our team, or using our services, we’re committed to protecting your privacy, being transparent, and complying with data protection laws such as the UK GDPR.

We encourage you to read this policy carefully so you understand how your information is used and the rights you have over it.

If you have any questions or want to exercise your rights, contact us at:
Vertex Support Services Ltd 
Address: 2 Underhill Circus, Oxford. OX3 9LU
Email: team.vertexservices@outlook.com
Phone: 07752 747176

What We Mean by Personal Data

Personal data is any information that identifies you or can be linked to you. This includes obvious things like your name and email address, but also data collected through your interactions with our services.

How We Collect Information

We gather information in three main ways:

1. You give it to us

  • When you complete forms, contact us, make an enquiry, or set up an account

  • When you participate in surveys or request marketing communications

  • When you send us documents for verification purposes

2. Automatically when you use our site or services

  • Device details (e.g., browser, operating system, IP address)

  • Website usage (e.g., page views, time on site, click behaviour)

  • Location information (based on IP or mobile data settings)

  • Cookies and similar tracking technologies

3. From external sources

  • Public databases and social media profiles

  • Credit reference or fraud prevention agencies

  • Partner companies involved in joint services or referrals

  • Regulators and government bodies

What We Collect

We may collect the following types of personal information:

  • Name, address, email, and phone number

  • Identity documents (passport, driver’s licence, national ID number)

  • Payment or bank account details

  • Employment information, job title, and company name

  • Communication records (emails, phone calls, online chats)

  • Technical data from website visits

  • Marketing preferences

Why We Use Your Data

We only use your data for clear, legal reasons, including:

  • To deliver services and respond to your enquiries

  • To manage accounts and process payments

  • To send service updates, offers, and promotional emails (with your permission)

  • To comply with laws and fulfil regulatory obligations

  • To improve and personalise your experience

  • To protect our website and services from fraud or misuse

  • To support business operations such as reporting and analytics

We may also process anonymised data for research and business intelligence. This data cannot identify you.

Our Legal Grounds for Processing

Under data protection law, we must have a lawful reason for handling your data. We rely on the following bases:

  • Your consent – For example, when you agree to receive marketing communications

  • Fulfilling a contract – Processing your information to deliver services

  • Legal duty – Meeting financial or regulatory obligations

  • Legitimate interest – To operate and grow our business, as long as it doesn't override your rights

You can withdraw your consent at any time by contacting us.

Who We Share Your Information With

To deliver services effectively and legally, we may share your data with:

  • Service providers (e.g., IT, cloud storage, payment processors)

  • Professional advisers (e.g., accountants, lawyers)

  • Government agencies or regulators when legally required

  • Fraud prevention or identity verification partners

  • Companies involved in a business sale or restructuring

We require all third parties to handle your data securely and to use it only as instructed.

International Transfers

Some of our service providers may process data outside the UK or the European Economic Area (EEA). When this happens, we ensure:

  • Transfers are made to countries with an adequacy decision, or

  • Standard contractual clauses or equivalent safeguards are in place

You’ll be notified where required, and we will always take reasonable steps to protect your information.

Keeping Your Data Safe

We have robust security measures to protect your data, including:

  • Encryption of sensitive information

  • Secure data storage and backups

  • Restricted access for authorised personnel only

  • Regular monitoring and cybersecurity checks

Although we follow industry best practices, no digital system can be 100% secure. Please take care when sharing your personal details online.

How Long We Keep Your Data

We’ll only retain your data for as long as it’s necessary for:

  • Providing services

  • Complying with legal and regulatory obligations

  • Resolving disputes and enforcing agreements

For example, we may keep records for up to six years to comply with financial legislation. After this, data will be securely deleted or anonymised.

Your Data Rights

You have rights under data protection laws. These include the right to:

  • Access the data we hold about you

  • Correct any inaccurate or outdated information

  • Erase your data in certain situations

  • Limit how we use your data

  • Object to processing for legitimate interests

  • Withdraw consent for marketing at any time

  • Request data portability where applicable

To exercise any of these rights, please contact us. We may ask for identity verification to protect your data.

Cookies and Web Tracking

We use cookies to:

  • Enhance site performance and usability

  • Personalise your online experience

  • Collect analytics to improve services

  • Enable secure login and session management

You can manage cookie preferences in your browser settings. Please see our Cookie Policy for more information.

Changes to This Policy

We may update this policy from time to time. When we do, we’ll revise the date below and notify you where appropriate.

Check this page regularly to stay up to date on how we use your data.

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