Privacy Policy

Last updated: August 2026

1. Who We Are

This Privacy Policy explains how Vault and Variant Ltd (company number 17020048), registered at 50, Bourne Crescent, Northampton, NN5 7JD, United Kingdom, collects, uses, and stores personal information submitted through this website.

You can contact us regarding data privacy at: [email protected]

2. What Information We Collect

We collect personal and business information that you voluntarily submit through our website, including through our contact form and software enquiry form. This may include:

• Full name
• Company name
• Email address
• Telephone number (if provided)
• Business type (if voluntarily submitted)
• Project type (if voluntarily submitted)
• Current problem or idea (if voluntarily submitted)
• Current systems and tools (if voluntarily submitted)
• Users and roles (if voluntarily submitted)
• Workflow description (if voluntarily submitted)
• Data sensitivity information (if voluntarily submitted)
• Integrations required (if voluntarily submitted)
• Existing website or application (if voluntarily submitted)
• Timeline, budget guidance, and notes (if voluntarily submitted)
• Technical, operational, software, project, workflow, system, integration, and business information where voluntarily supplied
• Consent and data/security acknowledgement records

We do not intentionally collect special category personal data (such as health, financial, or identity documentation) through our website forms. Please do not include such information unless specifically requested.

3. How We Use Your Information

We use the information you submit to:

• Review and respond to software development enquiries
• Assess project suitability and scope
• Correspond with you about your enquiry or project
• Maintain records of enquiries and communications

We do not use your information for unsolicited marketing, automated profiling, or sale to third parties.

4. Legal Basis for Processing

We process your personal data on the basis of:

• Consent: Where you have submitted a form with a consent checkbox and confirmed your consent to us processing your enquiry.
• Legitimate interests: To manage our business enquiries and maintain records relevant to potential software development engagements.

5. Email Communications

If you contact us by email, we will retain a record of that correspondence for the purposes of responding to your enquiry and managing any resulting business relationship.

6. Cookies and Analytics

This website may use essential cookies to maintain basic site functionality. Optional analytics cookies may be used to understand how visitors use our website, subject to your cookie consent choices. Please see our Cookie Policy for full details.

Analytics data, if collected, may be processed by third-party analytics providers. We do not load analytics scripts before you have given consent for non-essential cookies.

7. Third-Party Processors

We may use trusted third-party services to process or store information submitted through our website, including:

• Email and communication service providers (for delivering and storing correspondence)
• Form handling services (if used to process form submissions)
• Website hosting providers

Where third-party processors handle personal data on our behalf, we take reasonable steps to ensure appropriate safeguards are in place. Third-party providers have their own privacy policies, terms, and data handling obligations.

8. Data Retention

We retain personal data submitted through our enquiry and contact forms for a reasonable period relevant to our business operations and any resulting project relationship. Where an enquiry does not result in a project, we aim to retain information only as long as reasonably necessary.

You may request deletion of your data at any time — see Section 9 below.

9. Your Rights

Under UK data protection law, you have the right to:

• Access the personal data we hold about you
• Request correction of inaccurate personal data
• Request deletion of your personal data
• Withdraw consent at any time (where processing is based on consent)
• Object to processing based on legitimate interests
• Request data portability in certain circumstances
• Lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk

To exercise any of these rights, contact us at: [email protected]

10. Data Security

We take reasonable steps to protect personal data submitted through our website. However, no internet transmission or storage system is completely secure, and we cannot guarantee the absolute security of information transmitted to or stored by our website or third-party services.

11. Changes to This Policy

We may update this Privacy Policy from time to time. The date at the top of this page reflects the most recent revision. Continued use of the website after a policy update constitutes acceptance of the revised policy.

12. Contact Us

For any questions, requests, or concerns about how we handle your personal data, contact us at:

Vault and Variant Ltd
Email: [email protected]
50, Bourne Crescent, Northampton, NN5 7JD, United Kingdom