Privacy Policy

1. Introduction

Vector Transport Surveys ("we", "our", or "us") is committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website or engage with our services.

We are a UK-based transport data collection company and comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Information We Collect

2.1 Personal Information You Provide

We may collect personal information that you voluntarily provide to us when you:

• Contact us via email, phone, or our website contact form
• Request a quote or consultation
• Subscribe to our newsletter or updates
• Enter into a contract for our services

This information may include:

• Name and job title
• Company or organisation name
• Email address
• Phone number
• Business address
• Project requirements and specifications

2.2 Automatically Collected Information

When you visit our website, we may automatically collect certain information, including:

• IP address and location data
• Browser type and version
• Operating system
• Pages visited and time spent on pages
• Referring website addresses
• Date and time of visits

3. How We Use Your Information

We use the information we collect for the following purposes:

• Service Delivery: To provide our transport data collection and consultancy services
• Communication: To respond to your enquiries and provide customer support
• Quotations: To prepare and send project proposals and quotes
• Contract Performance: To fulfil our contractual obligations to you
• Improvement: To improve our website, services, and customer experience
• Marketing: To send you information about our services (with your consent)
• Legal Compliance: To comply with legal obligations and protect our rights

4. Legal Basis for Processing

Under UK GDPR, we process your personal data on the following legal bases:

• Consent: Where you have given clear consent for us to process your personal data for a specific purpose
• Contract: Where processing is necessary for a contract we have with you or to take steps at your request before entering into a contract
• Legitimate Interests: Where processing is necessary for our legitimate business interests, provided these are not overridden by your rights
• Legal Obligation: Where processing is necessary to comply with the law

5. Data Sharing and Disclosure

We do not sell, trade, or rent your personal information to third parties. We may share your information with:

• Service Providers: Trusted third parties who assist us in operating our website and conducting our business, subject to confidentiality agreements
• Professional Advisers: Lawyers, accountants, and other professional advisers as necessary
• Legal Requirements: When required by law, court order, or government regulation
• Business Transfers: In connection with any merger, sale of company assets, or acquisition

6. Data Security

We implement appropriate technical and organisational measures to protect your personal information against unauthorised access, alteration, disclosure, or destruction. These measures include:

• Secure data storage and encryption
• Access controls and authentication
• Regular security assessments
• Staff training on data protection

However, no method of transmission over the Internet or electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your personal information, we cannot guarantee its absolute security.

7. Data Retention

We retain your personal information only for as long as necessary to fulfil the purposes for which it was collected, including to satisfy any legal, accounting, or reporting requirements. The retention period may vary depending on the context and our legal obligations.

For business contacts and client information, we typically retain data for 7 years after the end of our business relationship, in line with UK statutory requirements.

8. Your Rights

Under UK GDPR, you have the following rights regarding your personal data:

• Right of Access: Request a copy of the personal data we hold about you
• Right to Rectification: Request correction of inaccurate or incomplete data
• Right to Erasure: Request deletion of your personal data in certain circumstances
• Right to Restrict Processing: Request limitation of how we use your data
• Right to Data Portability: Receive your data in a structured, commonly used format
• Right to Object: Object to processing based on legitimate interests or for marketing purposes
• Right to Withdraw Consent: Withdraw consent at any time where processing is based on consent

To exercise any of these rights, please contact us using the details provided below. We will respond to your request within one month.

9. Cookies and Tracking Technologies

Our website may use cookies and similar tracking technologies to enhance your browsing experience. Cookies are small text files stored on your device that help us:

• Remember your preferences
• Understand how you use our website
• Improve our website functionality
• Analyse website traffic and performance

You can control cookies through your browser settings. However, disabling cookies may affect the functionality of our website.

10. Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices or content of these external sites. We encourage you to read the privacy policies of any third-party websites you visit.

11. Children's Privacy

Our services are directed at businesses and professionals. We do not knowingly collect personal information from children under 16 years of age. If we become aware that we have collected personal data from a child under 16, we will take steps to delete that information.

12. International Data Transfers

Your information may be transferred to and processed in countries outside the UK. Where we transfer data internationally, we ensure appropriate safeguards are in place in compliance with UK data protection law, such as standard contractual clauses or adequacy decisions.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of any material changes by posting the new Privacy Policy on this page and updating the "Last updated" date.

We encourage you to review this Privacy Policy periodically for any changes.

14. Contact Us

If you have any questions about this Privacy Policy, wish to exercise your data protection rights, or have concerns about how we handle your personal information, please contact us:

15. Complaints

If you are not satisfied with our response to your privacy concerns, you have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK supervisory authority for data protection:

• Website: www.ico.org.uk
• Phone: 0303 123 1113