Privacy Policy

Privacy Policy for Online Users

Effective Date:  22^th March 2025

Vigil Services Ltd (“we,” “our,” “us”) is committed to protecting your privacy and ensuring that your personal data is processed in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other applicable data protection laws. This online privacy policy applies to users of our website and online services, explaining what personal data we collect, how we use it, how we protect it, and your rights under GDPR.

Who We Are

Company Name: Vigil Services Ltd
Registered Office: Ferguson House, 113 Cranbrook Road, Ilford, IG1 4PU
Email: compliance@vigilservices.co.uk

What Personal Data We Collect Online

We may collect and process the following personal data from users of our website and online services:

• Identity Data: Name, job title, relationship to the people we support.
• Contact Data: Address, telephone numbers, email addresses.
• Demographic Data: Postcode, preferences, interests.
• Usage Data: Information about how you use our website, services, and marketing preferences.
• Technical Data: IP address, browser type, device information, and cookie identifiers.
• Behavioural Data: Information collected via analytics tools regarding your interaction with our website and services.

We do not process any special category (sensitive) personal data through our online services.

How We Collect Your Data Online

We collect personal data in the following ways:

• Directly from you (e.g., when you subscribe to updates, fill in a form, register for services, or communicate with us online).
• From third parties (e.g., partners or affiliates who share necessary information with us).
• Automatically through website cookies and tracking technologies (e.g., Google Analytics, marketing automation tools).

4. Legal Basis for Processing Your Data

Under UK GDPR, we rely on the following legal bases for processing personal data online:

• Consent – When you provide explicit consent (e.g., opting into marketing emails via a double opt-in process or accepting cookies).
• Legitimate Interests – When processing is necessary for business interests, provided it does not override your rights (e.g., website security, fraud prevention, service updates).
• Legal Obligation – When we are required to comply with legal or regulatory obligations.
• Contractual Necessity – When processing is required to fulfil a contract with you or provide requested online services.

How We Use Your Personal Data Online

We use your data for the following online purposes:

• Service Communications – Keeping you informed about our services, newsletters, and updates.
• Customer Feedback – Gathering feedback to improve our services.
• Marketing & Promotions – Sending promotional materials where you have given consent.
• Website Analytics – Analysing website traffic to enhance user experience.
• Security Monitoring – Detecting and preventing fraud or cyber threats.

6. Cookies and Tracking Technologies

We use cookies and tracking technologies to improve your online experience. These include:

• Necessary Cookies – Essential for website functionality.
• Analytical Cookies – Help us understand website traffic patterns and improve user experience.
• Marketing Cookies – Used for targeted advertising and marketing campaigns.

You can manage your cookie preferences via our cookie consent tool or your browser settings.

How We Protect Your Online Personal Data

We implement security measures to safeguard your online personal data, including:

• SSL Encryption – Ensuring secure transmission of data online.
• Firewalls & Security Software – Protecting against cyber threats.
• Access Controls – Restricting access to authorized personnel only.
• Secure Cloud & Server Storage – Ensuring data is held securely.

How Long We Keep Your Data Online

We retain personal data only for as long as necessary for the purpose it was collected, in line with legal and regulatory requirements. After this period, data will be securely deleted or anonymised.

Who We Share Your Online Data With

We do not sell, rent, or trade personal data. We only share data with:

• Service Providers & Partners – (e.g., Mailchimp for email communications, Google Analytics for traffic monitoring) with appropriate safeguards in place.
• Legal Authorities – If required by law or regulatory bodies.
• Business Transfers – If Vigil Services Ltd undergoes a merger or acquisition.

If we transfer data outside the UK/EU, we ensure compliance with UK GDPR by implementing appropriate safeguards such as Standard Contractual Clauses (SCCs).

Your Rights Under GDPR

You have the following rights regarding your online personal data:

• Right to Access – Request a copy of your data.
• Right to Rectification – Correct inaccurate or incomplete data.
• Right to Erasure – Request deletion of your data (“right to be forgotten”).
• Right to Restrict Processing – Limit how we use your data.
• Right to Data Portability – Transfer data to another service provider.
• Right to Object – Object to data processing for marketing or legitimate interests.
• Rights Related to Automated Decision Making – Challenge automated decisions that affect you.

To exercise these rights, email compliance@vigilservices.co.uk or write to us at our registered office.

How to Withdraw Consent & Manage Preferences

You can:

• Unsubscribe from emails via the link in our communications.
• Manage cookie settings via our website’s cookie consent tool or browser settings.

Changes to This Privacy Policy

We may update this policy periodically. Any changes will be posted on our website, and where appropriate, we will notify you via email.

For further information or complaints, you can contact the UK Information Commissioner’s Office (ICO) at http://ico.org.uk.

Contact us at: compliance@vigilservices.co.uk for any privacy-related concerns.