In short
- VIGILANTDEFEND TECHNOLOGIES LTD is the controller of personal data collected through this website and our business relationships.
- We collect only what we need: contact details, project and billing information, and basic technical data.
- We never sell personal data and do not use it for profiling or automated decision-making.
- You can access, correct or delete your data at any time, and complain to the ICO.
This summary is for convenience only. The full text below is what applies.
01Who we are
The controller of your personal data is VIGILANTDEFEND TECHNOLOGIES LTD, company number 16834535, 167–169 Great Portland Street, 5th Floor, London, W1W 5PF, United Kingdom. For any privacy question or request, email vigilantdefend.tech@protonmail.com. We are not required to appoint a data protection officer.
We process personal data in accordance with the UK General Data Protection Regulation (“UK GDPR”), the Data Protection Act 2018 and the Privacy and Electronic Communications Regulations 2003, and with the EU GDPR where it applies to clients in the European Economic Area.
02Scope
This policy covers visitors to this website, people who contact us, and representatives of clients, prospective clients and suppliers. Where we process personal data on a client's behalf within a project, the client is the controller and our data processing agreement with that client applies.
03Personal data we process
| Category | Examples | Source |
|---|---|---|
| Contact data | Name, email, phone number, company, job title | You |
| Correspondence | Emails and messages you send us, meeting notes | You |
| Contract and billing data | Company details, billing address, VAT number, invoices, payment records | You or your organisation |
| Project data | Requirements, documents and system access shared for a project | You or your organisation |
| Technical data | IP address, browser type, date and time of access, pages requested | Your browser, automatically |
We do not knowingly process special category data or data relating to children.
04Purposes and lawful bases
| Purpose | Lawful basis (UK GDPR) | Retention |
|---|---|---|
| Responding to enquiries and preparing proposals | Art. 6(1)(b) steps before a contract; Art. 6(1)(f) legitimate interests | Up to 12 months after last contact |
| Delivering Agreements and managing the client relationship | Art. 6(1)(b) performance of a contract | Duration of the relationship + 6 years (limitation period) |
| Invoicing, accounting and tax | Art. 6(1)(c) legal obligation (Companies Act 2006, HMRC rules) | 6 years from the end of the financial year |
| Running and protecting the website | Art. 6(1)(f) legitimate interests in a secure, working site | Server logs up to 30 days unless needed for an investigation |
| Establishing or defending legal claims | Art. 6(1)(f) legitimate interests | Until the matter is resolved |
Where we rely on legitimate interests, you can object at any time (see section 9).
05This website
Hosting. Our hosting provider processes technical data such as your IP address and the pages you request in order to deliver the website and protect it from abuse.
Fonts. The website loads typefaces from Google Fonts (Google LLC / Google Ireland Limited). To do this your browser connects to Google's servers, which receive your IP address. No cookies are set by this request. Our legitimate interest is a consistent and legible presentation of the website. See Google's Privacy Policy.
No tracking. We do not use analytics, advertising tags, social-media plugins or similar tracking technologies. See our Cookie Policy.
Email links. Email links open your own email program; we receive only what you choose to send.
06Who we share data with
We share personal data only where necessary, with:
- service providers acting as our processors — website hosting, email (Proton AG, Switzerland), cloud storage, accounting and banking — under written data processing terms;
- subcontractors working on your project, bound by confidentiality and data protection obligations;
- professional advisers such as accountants and lawyers, under a duty of confidentiality;
- HMRC, Companies House and other authorities where the law requires it.
We do not sell or rent personal data.
07International transfers
Some providers may process personal data outside the UK. We only transfer data to countries covered by UK adequacy regulations (for example the EEA and Switzerland, and certified organisations in the United States under the UK Extension to the EU–US Data Privacy Framework), or where appropriate safeguards are in place, such as the UK International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses. You can ask us for a copy of the safeguards.
08How we protect your data
We apply technical and organisational measures appropriate to the risk, including encrypted email and connections (TLS), multi-factor authentication, least-privilege access, regular updates and secure deletion when data is no longer needed.
09Your rights
Under UK data protection law you have the right to:
- access your personal data and receive a copy;
- have inaccurate data rectified;
- have your data erased or its processing restricted in certain circumstances;
- data portability for data you provided to us;
- object to processing based on legitimate interests;
- withdraw consent at any time where we rely on consent.
To exercise any right, email vigilantdefend.tech@protonmail.com. We will respond within one month, which may be extended by up to two further months for complex requests (we will tell you if so). We may need to verify your identity. There is normally no fee.
10Complaints
If you have a concern about how we handle your data, please contact us first at vigilantdefend.tech@protonmail.com. We will acknowledge your complaint within 30 days and respond without undue delay. You also have the right to complain to the UK supervisory authority:
- Supervisory authority
- Information Commissioner's Office (ICO)
- Address
- Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, United Kingdom
- Helpline
- 0303 123 1113
If you live in the EEA, you may also complain to the data protection authority in your country.
11Automated decision-making
We do not make decisions based solely on automated processing, including profiling, that have legal or similarly significant effects on you.
12Do you have to provide data?
Providing personal data is voluntary, but we cannot reply to an enquiry without contact details, and we cannot enter into or perform an Agreement or issue invoices without the necessary contract and billing data.
13Changes to this policy
We will update this policy when our processing or the law changes. The current version is always published here with its effective date. We will tell clients directly about significant changes.