Privacy Policy

1. Introduction

Polished Vault ("we", "our", or "us") is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, and safeguard your personal information when you visit our website polished-vault.com or use our marketing services.

This policy complies with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. We are the data controller for the personal information we process about you.

2. Information We Collect

We collect several types of information from and about users of our website and services:

2.1 Personal Information You Provide

• Contact Information: Name, email address, phone number, company name, and postal address when you contact us or request our services
• Communication Data: Information contained in any communications you send to us, including enquiries, feedback, and support requests
• Marketing Preferences: Information about your marketing and communication preferences
• Service Information: Details about the marketing services you're interested in or have purchased

2.2 Information We Collect Automatically

• Website Usage Data: Information about how you use our website, including pages visited, time spent, and navigation patterns
• Device Information: Type of device, operating system, browser type, and IP address
• Cookies and Tracking Technologies: Data collected through cookies, web beacons, and similar technologies (see our Cookie Policy for more details)
• Analytics Data: Information about website performance and user engagement through analytics tools

3. How We Use Your Information

We use your personal information for the following purposes:

3.1 Service Delivery

• Providing and managing our marketing services
• Responding to your enquiries and providing customer support
• Processing and fulfilling service requests
• Communicating about your account or services

3.2 Business Operations

• Improving our website and services
• Conducting business analysis and reporting
• Managing our relationship with you
• Compliance with legal obligations

3.3 Marketing and Communications

• Sending marketing communications about our services (with your consent)
• Providing newsletters and industry insights (where you've subscribed)
• Personalising your experience on our website
• Conducting market research and analysis

4. Legal Basis for Processing

We process your personal information on the following legal bases:

• Consent: When you've given us specific consent for processing (e.g., marketing communications)
• Contract Performance: When processing is necessary to perform our services or take steps before entering into a contract
• Legitimate Interests: When we have legitimate business interests that don't override your rights (e.g., improving our services, fraud prevention)
• Legal Obligation: When we need to process information to comply with legal requirements

5. Information Sharing and Disclosure

We do not sell, trade, or rent your personal information to third parties. We may share your information in the following circumstances:

5.1 Service Providers

We may share information with trusted third-party service providers who help us operate our business, such as:

• Website hosting and maintenance providers
• Email marketing platforms and communication tools
• Analytics and performance monitoring services
• Payment processing services
• Professional advisers (lawyers, accountants, consultants)

5.2 Legal Requirements

We may disclose your information if required by law or in response to valid legal requests from public authorities.

5.3 Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred to the new entity, subject to the same privacy protections.

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:

• Encryption of data in transit and at rest
• Regular security assessments and updates
• Access controls and authentication measures
• Employee training on data protection
• Incident response procedures

However, no method of transmission over the internet is 100% secure, and we cannot guarantee absolute security.

7. Data Retention

We retain your personal information only as long as necessary to fulfil the purposes outlined in this policy, unless a longer retention period is required by law. Specific retention periods include:

• Contact Information: Retained for 3 years after last contact or end of business relationship
• Marketing Data: Retained until you withdraw consent or unsubscribe
• Website Analytics: Typically retained for 26 months
• Financial Records: Retained for 7 years as required by UK law

8. Your Rights

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

• Right of Access: Request a copy of the personal information we hold about you
• Right to Rectification: Request correction of inaccurate or incomplete information
• Right to Erasure: Request deletion of your personal information in certain circumstances
• Right to Restrict Processing: Request limitation of how we use your information
• Right to Data Portability: Receive your personal information in a structured, machine-readable format
• Right to Object: Object to processing based on legitimate interests or for direct marketing
• Right to Withdraw Consent: Withdraw consent for processing where we rely on your consent

To exercise any of these rights, please contact us at [email protected]. We will respond to your request within one month.

9. Cookies and Tracking Technologies

Our website uses cookies and similar technologies to enhance your browsing experience. For detailed information about the cookies we use and how to manage them, please see our Cookie Policy.

10. International Data Transfers

We primarily process data within the UK and European Economic Area (EEA). If we transfer your personal information outside the UK/EEA, we ensure appropriate safeguards are in place, such as:

• Adequacy decisions by the UK government or European Commission
• Standard contractual clauses approved by the relevant authorities
• Binding corporate rules or certification schemes

11. Children's Privacy

Our services are not directed at children under 16 years of age. We do not knowingly collect personal information from children under 16. If you believe we have inadvertently collected information from a child under 16, please contact us immediately.

12. Changes to This Policy

We may update this Privacy Policy periodically to reflect changes in our practices, services, or legal requirements. We will notify you of any material changes by:

• Posting the updated policy on our website
• Updating the "Last updated" date at the top of this policy
• Sending email notifications for significant changes (where we have your consent)

We encourage you to review this policy regularly to stay informed about our privacy practices.

13. Complaints

If you have concerns about how we handle your personal information, you can:

1. Contact us directly at [email protected]
2. Lodge a complaint with the Information Commissioner's Office (ICO), the UK's data protection regulator:
   ICO Contact Information:
   Website: ico.org.uk
   Helpline: 0303 123 1113
   Address: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF

14. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us: