Privacy Policy | VacatAd

1. Who We Are

VacatAd Ltd ("VacatAd", "we", "us") provides technology-first beneficial occupation services for empty commercial properties. We are registered in England & Wales. For data protection queries contact: privacy@vacatad.com.

2. Data We Collect

We collect and process the following categories of data:

Identity Data: name, job title.
Contact Data: email address, phone number, company details.
Property Data: property address, postcode, usage notes.
Technical Data: IP address, browser type, device identifiers, pages visited.
Marketing & Preference Data: communication preferences, interests.
Correspondence Data: messages, consultation notes, feedback.

We do not intentionally collect special category data. Please avoid submitting unnecessary sensitive information.

3. How We Use Your Data

We use personal data to:

Deliver and manage requested consultations.
Assess property suitability for beneficial occupation services.
Provide proposals, quotes and service updates.
Improve site performance and user experience.
Send legally permitted marketing (where consent or legitimate interest applies).
Maintain security and prevent misuse.
Comply with legal obligations and regulatory requirements.

4. Lawful Basis for Processing

We rely on the following lawful bases under UK GDPR:

Consent: for email marketing subscriptions.
Contract: to perform pre-contractual steps and deliver agreed services.
Legitimate Interests: improving service quality, preventing fraud, and maintaining network security without overriding your rights.
Legal Obligation: record keeping, compliance and tax purposes.

5. Data Retention

We retain data only as long as necessary for the purpose collected. Typical retention periods:

Consultation enquiries: 24 months.
Service agreements & licensing records: 6 years post-completion.
Analytics logs: up to 14 months (aggregated thereafter).
Marketing preferences: until withdrawal of consent or objection.

Data may be anonymised for statistical analysis beyond these periods.

6. Data Sharing & Transfers

We may share limited data with:

Professional advisors (legal, accounting) under confidentiality.
Technology providers (hosting, analytics, CRM) with appropriate safeguards.
Regulators or authorities when legally required.

We do not sell personal data. International transfers (if any) use UK adequacy decisions or Standard Contractual Clauses.

7. Security

We implement layered security: encrypted transport (HTTPS), access controls, audit logging, least-privilege administration, regular patching and vendor due diligence. No method is 100% secure; you should protect your own credentials and devices.

8. Cookies & Tracking

We use cookies to provide core functionality and performance insights. Categories:

Essential: required for site navigation and form submission.
Performance: aggregated usage analytics.
Preference: remember settings like language (if applicable).
Marketing: only set with consent (e.g., retargeting pixels).

You can manage cookies via your browser settings or future consent tools we may deploy. Blocking essential cookies may impair site functionality.

9. Your Rights (UK GDPR)

You have the right to:

Access personal data we hold.
Request correction of inaccurate data.
Request erasure (subject to legal exemptions).
Object to or restrict processing in certain cases.
Data portability for information provided by you.
Withdraw consent (does not affect past lawful processing).

Submit requests to privacy@vacatad.com. We respond within one month (extensions possible for complex requests).

10. Marketing Preferences

You can opt out of marketing at any time using unsubscribe links or by emailing privacy@vacatad.com. We will honour objections to profiling for direct marketing.

11. Complaints

If you are unsatisfied with our response, you may complain to the UK Information Commissioner's Office (ICO): ico.org.uk.

12. Changes to This Policy

We may update this Privacy Policy periodically. The "Effective Date" above reflects the latest revision. Material changes will be highlighted where practical.

13. Contact

For privacy enquiries contact: privacy@vacatad.com. Formal requests may also be sent by post to VacatAd Ltd, 15 Braxted Park, London SW16 3DW.