Privacy Notice

1. Who we are

VS & N Limited is a sustainability and infrastructure solutions company registered in England and Wales under company number 16405534. For UK data-protection purposes, VS & N Limited is the controller of the personal information described in this notice.

2. Scope of this notice

This notice explains how we collect and use personal information when you visit our website, contact us, discuss a potential project or professional relationship, or otherwise interact with VS & N.

Our website is intended mainly for business and professional users and is not directed at children. We do not knowingly seek personal information from children through the website.

3. Information we collect

Depending on how you interact with us, we may collect:

• your name, job title, organisation and business contact details;
• information contained in enquiries, correspondence, meeting notes, proposals and project discussions;
• professional information supplied in connection with consultancy, employment or collaboration enquiries;
• client, supplier, adviser and project-partner contact and relationship information;
• technical information such as IP address, browser type, device information, security logs and website activity; and
• cookie or analytics information where the relevant technology is used and any required permission has been obtained.

Please do not send special-category, highly sensitive, confidential or legally privileged information through the general contact form unless it is necessary and we have specifically requested it.

4. Where information comes from

We usually obtain information directly from you. We may also receive professional contact information from your organisation, a referral or introduction, public company or professional sources, event materials, professional networking platforms, or clients, advisers, technology providers and project partners.

5. How and why we use information

We use personal information only where we have an appropriate lawful basis. Our principal purposes and bases are:

We do not use information submitted through the contact form for unrelated marketing unless you have separately opted in or another lawful basis clearly applies. We do not sell personal information.

6. Is providing information mandatory?

Providing information through the website is generally voluntary. However, if you do not provide the contact or project information reasonably required, we may be unable to respond, assess an opportunity, prepare a proposal or provide the requested service.

7. Who we share information with

Where necessary and proportionate, we may share relevant information with:

• website hosting, email, information-technology, cybersecurity, form-processing and document-management providers;
• professional advisers, including legal, accounting, tax, banking and insurance advisers;
• consultants, technology providers, original equipment manufacturers and project partners involved in assessing or delivering an engagement;
• government authorities, regulators, courts or law-enforcement bodies where disclosure is required or permitted by law; and
• a prospective purchaser, investor or professional adviser in connection with a genuine corporate transaction, subject to appropriate confidentiality and data-protection safeguards.

Providers acting on our behalf are expected to use personal information only for authorised purposes and to apply appropriate security and confidentiality measures.

8. International transfers

Some service providers or project participants may process personal information outside the United Kingdom. Where this occurs, we use a transfer mechanism recognised by UK data-protection law, such as UK adequacy regulations or approved contractual safeguards, and apply additional measures where appropriate. You may request further information about the safeguards relevant to a particular transfer by contacting us.

9. How long we keep information

We retain personal information only for as long as reasonably necessary for the relevant purpose, subject to legal, regulatory, accounting, dispute and security requirements. Our normal retention approach is:

• general website and business enquiries: up to 24 months after the last substantive contact;
• client, supplier, proposal and contractual records: normally up to six years after the relevant relationship or matter ends;
• unsuccessful recruitment or consultancy applications: normally up to six months after the decision, unless a longer period is agreed or required;
• marketing preferences and objections: for as long as needed to respect the preference, including a limited suppression record where appropriate;
• website analytics: for the period shown in the Cookie Settings panel; and
• security and technical logs: only for the period reasonably required for security, troubleshooting and legal compliance.

We may retain information for longer where reasonably necessary to establish, exercise or defend legal claims, comply with a legal obligation, investigate misconduct or preserve evidence. Information no longer required is deleted, anonymised or securely archived in accordance with our procedures.

10. Security

We use reasonable technical and organisational measures designed to protect personal information against unauthorised access, alteration, disclosure, loss or misuse. No internet transmission or storage system can be guaranteed to be completely secure.

11. Your rights

Depending on the circumstances, you may have the right to:

• request access to your personal information;
• ask us to correct inaccurate or incomplete information;
• request deletion of information where the legal requirements are met;
• request restriction of processing;
• object to certain processing;
• receive certain information in a portable format where the right applies;
• withdraw consent at any time where processing is based on consent; and
• complain about how we handle your information.

These rights are not absolute and may be subject to legal conditions or exemptions. We may need to verify your identity before acting on a request. To exercise a right, email info@vsnsolutions.co.uk.

12. Your right to object

Where we use personal information on the basis of our legitimate interests, you may object to that use. Please email info@vsnsolutions.co.uk, identify the processing concerned and explain your objection. We will consider it in accordance with applicable law.

Where personal information is used for direct marketing, you may object at any time and we will stop using it for that purpose, subject only to retaining a limited suppression record so that your preference can be respected.

13. Automated decision-making

We do not make decisions about individuals solely through automated processing where those decisions have legal or similarly significant effects.

14. Data-protection complaints

You may complain to us if you are concerned about how we have collected, used, stored, shared or otherwise handled your personal information.

You can make a complaint by email to info@vsnsolutions.co.uk with the subject line "Data Protection Complaint", through our website contact form, or by writing to our registered office. We will acknowledge your complaint within 30 days of receipt, investigate it without undue delay, keep you informed of progress and tell you the outcome.

This complaints process is separate from the statutory time limits that may apply to an individual-rights request.

15. Complaints to the regulator

We ask that you contact us first so that we have an opportunity to address your concern. You also have the right to complain to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection. You can contact the ICO at ico.org.uk.

16. Changes to this notice

We may update this Privacy Notice when our activities, service providers, technology or legal obligations change. The latest version will be published on this page with its revision date.

17. Contact us