Privacy policy

01Who we are

This policy explains how Vectral (“we”, “us”, “our”) collects and uses personal data when you visit this website, request demo access or work with us. For that data we are the controller under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

When we build and host a CRM for a client, the data stored inside that CRM belongs to the client. We handle it on their behalf as a processor, as explained in section 9.

02Information we collect

• Demo requests and enquiries: your name, work email, company name, business type and anything you tell us about how your business works.
• Working together: contact details for you and your team, billing details, contracts and our correspondence with you.
• CRM accounts: the names, email addresses and roles of the people we set up as users of your CRM.
• Client area accounts: if you’re a client, the name, email address, phone number and company on your client area account, and the documents we share with you there.
• Technical data: like most websites, our hosting provider keeps basic server logs, such as your IP address, browser type and the pages requested, to keep the site secure and working.

We don’t ask for sensitive information, such as health details, through this website. Please don’t include it in the form.

03How we use it

We only use personal data where the law allows us to. Here is each purpose and the lawful basis we rely on.

We don’t make decisions about you based solely on automated processing.

04Cookies

This website doesn’t set analytics, advertising or tracking cookies, so there’s nothing to accept or decline. If you’re a client and sign in to the client area, WordPress sets strictly necessary cookies that keep you signed in. They’re removed when you sign out, or expire after two days (14 days if you choose “Keep me signed in”).

Our fonts are hosted on our own server, so loading this website doesn’t connect your browser to Google or any other third party.

If we ever add analytics or other non-essential cookies, we’ll ask for your consent first and update this policy.

05Who we share it with

We never sell your personal data. We share it only with trusted service providers who help us run our business, under contracts that require them to keep it secure and use it only on our instructions:

• website hosting and email providers
• the secure cloud hosting and database providers that run the CRMs we build
• payment, accounting and banking providers
• third-party services you ask us to connect to your CRM, such as WhatsApp or your email provider
• professional advisers, such as accountants and lawyers, and authorities where the law requires it

A current list of our sub-processors is available on request.

06International transfers

Some of our service providers are based in, or process data in, countries outside the UK, including the United States. When personal data is transferred outside the UK, we make sure it’s protected by appropriate safeguards, such as UK adequacy regulations (including the UK Extension to the EU-US Data Privacy Framework) or the ICO’s International Data Transfer Agreement or Addendum.

07How long we keep it

• Demo requests that don’t go further: up to 12 months after our last contact.
• Client records, contracts and invoices: for as long as we work together, then 6 years for legal and accounting purposes.
• Data inside your CRM: until our agreement ends, then securely deleted after you’ve had the chance to export it, as set out in our terms of service.
• Server logs: for a limited period, for security purposes.

08Keeping it secure

We use appropriate technical and organisational measures to protect personal data, including encrypted connections (HTTPS), role-based access controls and limiting administrative access to the people who need it.

No system is completely secure. If a data breach affects you, we’ll tell you, and the Information Commissioner’s Office (ICO) where the law requires it.

09Data inside the CRMs we build

When you use a CRM we’ve built and host for you, your business decides what data goes into it and why. That makes your business the controller and Vectral your processor. We only process that data to provide, host and support your CRM, on your documented instructions and under data processing terms that form part of our contract.

If you’re a customer of one of our clients and want to access or change your data, please contact that business directly. We’ll help them respond.

10Your rights

Under UK data protection law you have the right to:

• get a copy of the personal data we hold about you
• have inaccurate data corrected
• have your data deleted
• restrict or object to how we use it, including direct marketing at any time
• receive your data in a portable format
• withdraw your consent where we rely on it

To use any of these rights, contact us. We’ll respond within one month, and there’s normally no fee.

If you’re unhappy with how we’ve handled your data, you can complain to the ICO at ico.org.uk or on 0303 123 1113. We’d appreciate the chance to put things right first.

11Children

Our services are for businesses. This website isn’t aimed at children, and we don’t knowingly collect data about anyone under 18.

12Changes to this policy

We may update this policy from time to time. The date at the top shows when it last changed, and we’ll tell clients about any significant changes.

13Contact us

For any privacy question or request, send us a message through the form on our homepage or reply to any email we’ve sent you.