Terms of Service Managed Services Agreement Privacy Policy Cookie Policy

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

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 video production, 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 ico.org.uk.

2. What Data We Collect

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.

Client and Prospect Communications

In the normal course of doing business—quoting for work, delivering projects and 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.

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 analytics data is shared with third parties.

3. Why We Process Your Data

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, general business correspondence and 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 Consent can be withdrawn at any time using the unsubscribe link in any marketing email.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 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 its 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 that 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. Details are available at ico.org.uk.

7. Security

We take reasonable steps to protect personal data, including secure hosting, access controls, regular software updates and 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 is configured not to set tracking cookies. Anonymous usage data is collected without identifying individual visitors. More detail is available in our Cookie Policy.

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.

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