Privacy Policy

Ventric Systems Ltd, a UK business trading as Ventric operates this website at www.ventric.co.uk. For the purposes of UK data protection law we are the data controller for personal data collected through it.

You can contact us about anything in this policy, including exercising any of your rights, at hello@ventric.co.uk or on 0330 551 9400. Where our processing requires registration with the Information Commissioner's Office, we will register and publish the number here.

We collect personal data in three situations.

When you contact us

If you complete the enquiry form on this site, email us, or call us, we receive the information you provide. On the form that is typically your enquiry type, name, email address, optional company name, optional phone number, your message, and the page you came from. We do not add you to a mailing list on the basis of an enquiry.

If you book a time on the consultation page, that calendar is Microsoft Bookings. The name, email address, time and any note you enter there are stored in our Microsoft 365 account. They are not stored on this website.

When you ask for a tool report

Each tool that offers a PDF asks for your email address, and optionally a company name and phone number, together with the answers you gave. The report is generated when you request it and you download it on the page. Results are not stored on the website. If you ask us to review them, we receive the email and the answers in our mailbox so we can follow up about that result. We do not add you to a general marketing list from a tool. You can ask us to stop at any time.

When you browse the site

If you consent to analytics cookies, we collect information about how the site is used: pages viewed, approximate location at city level, device and browser type, how you arrived at the site, and interactions such as form submissions. This is used in aggregate to understand what is and is not working. We do not use it to build a profile of you as an individual, and we do not attempt to identify you from it.

If you decline analytics cookies, no analytics data is collected. See our cookie policy for the detail.

To reply to your enquiry, and to follow up a tool report you asked for. Our lawful basis for an enquiry is legitimate interests: you have contacted us asking for a response, and replying is the obvious expected outcome. For a tool report, the basis is consent, which you give by ticking the box before we contact you about that result. If a conversation progresses towards work, the basis becomes performance of a contract or steps taken prior to entering one.

To understand how the site is used. Our lawful basis is consent, given through the cookie banner. You can withdraw it at any time.

To keep the site secure and working. Our lawful basis is legitimate interests. This covers standard server logs kept by our hosting provider, which are necessary to operate a website safely.

We do not use your data for automated decision-making or profiling, and we do not sell it. We will not add you to a mailing list on the basis of an enquiry.

We use a small number of third-party services to run this site. Each processes data on our behalf under its own terms, and we have listed exactly what each one sees.

• Vercel hosts the website. It processes standard request data such as IP addresses in order to serve pages and protect against abuse.
• Web3Forms delivers form submissions to our inbox. It processes the contents of any form you submit.
• Ahrefs Web Analytics measures traffic, pages and referrers. It does not set cookies. Ahrefs states that it does not collect personal data by default.
• Google Analytics 4 provides website analytics, only if you consent to analytics cookies.
• Microsoft Clarity provides analytics on how pages are used, only if you consent to analytics cookies.
• Microsoft 365 hosts our email and the consultation calendar (Microsoft Bookings), so an enquiry you send, and a time you book, are stored in our Microsoft 365 account.

Some of these providers are based outside the UK, which means your data may be transferred internationally. Where that happens, the transfer relies on the safeguards those providers put in place, such as the UK International Data Transfer Addendum or an adequacy decision.

We will also disclose data where we are legally required to, and to professional advisers where necessary. That is the full list. We do not share data with anyone else.

Enquiries and tool reports. We keep enquiry correspondence, and the email address and answers from a tool report, for up to two years from our last contact, so that we have a record if you come back to us. If that becomes a client relationship, we keep records for as long as we need them for that relationship and then for six years afterwards, which is the normal period for business and tax records.

Analytics. Aggregated analytics data is retained according to the settings in the tools listed above, and is not linked to your enquiry.

You are welcome to ask us to delete your enquiry sooner, and we will unless we have a legal reason to keep it.

Under UK data protection law you have the right to:

• Ask what personal data we hold about you, and get a copy of it
• Have inaccurate data corrected
• Have your data deleted, where we have no overriding reason to keep it
• Restrict or object to our processing of it
• Ask us to transfer it to you or another provider, where applicable
• Withdraw consent for analytics at any time, without affecting anything else

To exercise any of these, email hello@ventric.co.uk or call 0330 551 9400. We will respond within one month, and there is no charge.

If you are unhappy with how we have handled your data, please tell us first so we have the chance to put it right. You also have the right to complain directly to the Information Commissioner's Office at ico.org.uk, or by calling their helpline.

We take reasonable technical and organisational measures to protect your data: access to our systems requires multi-factor authentication, administrative access is limited to those who need it, and the site is served over HTTPS throughout.

No system is completely secure, and we would rather say that than imply otherwise. If a breach occurred that was likely to affect your rights, we would notify the Information Commissioner's Office and, where required, you.

If we change this policy we will update the date at the top of the page. Where a change materially affects how we use data you have already given us, we will contact you about it rather than relying on you noticing.