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Privacy Policy

Privacy Policy

Vivify HQ Ltd, trading as Vivify
Company Number: 08691009
Registered Address: 49 Station Road, Polegate, East Sussex, BN26 6EA

Last Updated: 15/05/2026

This Privacy Policy explains how Vivify HQ Ltd ("Vivify", "we", "us") handles personal data that we collect through our website and in the course of our business. It is written to comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

If you have any questions about this policy or how we handle your data, please contact us at info@vivify.co.

  1. Who We Are

    Vivify HQ Ltd is the data controller for personal data collected through this website and in our direct dealings with clients and prospects. We are a small UK business providing web development, hosting, and managed IT services.

    We are registered with the Information Commissioner's Office (ICO), the UK's data protection regulator. Our registration can be verified on the ICO's public register at https://ico.org.uk.

  2. What Data We Collect

    We collect personal data in three main ways:

    1. Contact Form Submissions

      When you use the contact form on our website, we collect the information you choose to provide — typically your name, email address, and the content of your message. Submissions are emailed to us and also stored in our website's database.

    2. Client and Prospect Communications

      In the normal course of doing business — quoting for work, delivering projects, providing ongoing services — we collect and hold the personal data necessary to communicate with you and run the engagement. This typically includes names, business email addresses, phone numbers, and the content of our correspondence.

    3. Website Analytics

      We use Matomo, a self-hosted analytics tool, to understand how the website is used. Matomo is configured to respect visitor privacy: we anonymise IP addresses and do not use it to track individuals across other sites. No data is shared with third parties.

  3. Why We Process Your Data, and Our Lawful Basis

    Under UK GDPR, we need a lawful basis for processing personal data. The bases we rely on are:

    • Contract: where processing is necessary to perform a contract with you, or to take steps at your request before entering into a contract, for example preparing a quote.
    • Legitimate Interests: for handling enquiries received through our contact form, for general business correspondence, and for understanding website usage in aggregate.
    • Consent: for any marketing communications we may send. Consent can be withdrawn at any time using the unsubscribe link in any marketing email.
    • Legal Obligation: where we are required to retain records, for example financial records under HMRC requirements.

  4. Who We Share Data With

    We do not sell personal data, and we do not share it with third parties for their own marketing purposes.

    We do use a small number of third-party service providers ("processors") who handle personal data on our behalf in order to deliver our services. These currently include:

    • Campaign Monitor — for sending occasional marketing or update emails, where you have consented to receive them.
    • Our hosting provider — for hosting the Vivify website and associated database.
    • Google Workspace — for our business email and document storage.
    • Our accountant and accounting software provider — for processing invoices and financial records.

    Each of these providers is bound by their own data protection obligations and processes data only as instructed by us.

    We may disclose personal data where required by law, by a regulator, or in connection with legal proceedings.

  5. How Long We Keep Data

    • Contact form submissions: routinely deleted from the website database after six months. Where a submission leads to ongoing correspondence or a business relationship, the data is retained for as long as the relationship continues, plus a reasonable period afterwards.
    • Client records: retained for the duration of our engagement with you, and for at least six years after the end of the engagement, in line with HMRC record-keeping requirements.
    • Marketing list data: retained for as long as you remain subscribed, and removed promptly on unsubscribe.
    • Analytics data: retained in aggregated form for up to two years.

  6. Your Rights

    Under UK GDPR you have a number of rights in relation to your personal data, including:

    • The right to access the personal data we hold about you.
    • The right to have inaccurate data corrected.
    • The right to have data erased in certain circumstances.
    • The right to restrict or object to processing in certain circumstances.
    • The right to data portability where applicable.
    • The right to withdraw consent at any time, where consent is the lawful basis for processing.

    To exercise any of these rights, please contact us at info@vivify.co. We will respond within one calendar month.

    If you are not satisfied with how we have handled your data, you have the right to complain to the Information Commissioner's Office (ICO), the UK's data protection regulator. Details are at https://ico.org.uk.

  7. Security

    We take reasonable steps to protect personal data, including secure hosting, access controls, regular software updates, and the use of encrypted connections for data in transit.

    No transmission of data over the internet is ever entirely secure. While we apply industry-standard protections, we cannot guarantee the security of data transmitted to or from our website, and you provide such data at your own risk.

  8. Cookies and Similar Technologies

    Our website uses a small number of strictly necessary cookies required for the site to function. We do not use advertising cookies, social media tracking pixels, or third-party analytics cookies.

    Matomo, our analytics tool, is configured not to set tracking cookies. Anonymous usage data is collected without identifying individual visitors.

  9. International Transfers

    Personal data we hold is primarily stored within the UK and EEA. Some of our processors, such as Microsoft 365 and Campaign Monitor, may transfer data outside the UK or EEA. Where this happens, transfers are protected by appropriate safeguards, including the UK International Data Transfer Agreement, the UK Addendum to the EU Standard Contractual Clauses, or transfers to countries with UK adequacy decisions.

  10. Children

    Our services are aimed at businesses. We do not knowingly collect personal data from children. If you believe a child has provided us with personal data, please contact us and we will delete it.

  11. Business Transfers

    If Vivify HQ Ltd is ever sold or merges with another business, customer data may be transferred as part of the assets. Any successor would be bound by the terms of this Privacy Policy or would notify affected individuals of any material changes.

  12. Changes to This Policy

    We may update this Privacy Policy from time to time. The "Last Updated" date at the top of the policy will reflect the most recent revision. Where changes are material, we will take reasonable steps to bring them to the attention of affected individuals.

  13. Contact

    For any privacy-related questions or requests:

    Vivify HQ Ltd
    49 Station Road, Polegate, East Sussex, BN26 6EA

    Email: info@vivify.co
    Complaints (general): complaints@vivify.co
    Information Commissioner's Office: https://ico.org.uk