Privacy Policy

1. Introduction

Vanguard Systems Ltd ("we", "us", "our", or "Company") operates vanguard-systems.co.uk and related services. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our website and services.

We comply with the UK General Data Protection Regulation (GDPR) and the Data Protection Act 2018, as well as equivalent regulations in the EU.

2. Information We Collect

Contact Form Data

When you submit the contact form on our website, we collect:

• • Full name
• • Email address
• • Company name (if provided)
• • Service interest (required)
• • Industry (if provided)
• • Budget range (if provided)
• • Message content
• • Referral source (if provided)

Website Analytics

We use privacy-friendly analytics via Vercel Analytics to understand traffic patterns and user behavior. This includes:

• • Page views and URLs visited
• • Referrer information
• • Browser and device type
• • Geographic location (country/region level only)
• • Event data (e.g., CTA clicks, form submissions)

Automatic Information

When you visit our website, we automatically collect:

• • IP address
• • Browser type and version
• • Operating system
• • Referral source
• • Timestamp of access

3. Legal Basis for Processing

We process your information under the following legal bases (GDPR Article 6):

• Legitimate Interest: We process analytics data and website usage information to improve our services and understand user behavior.
• Consent: We process contact form data with your explicit consent when you submit the form.
• Contract Performance: If you become a client, we process data necessary to deliver our services under contract.

4. How We Use Your Information

We use the information we collect for:

• • Responding to inquiries submitted via the contact form
• • Following up on potential business opportunities
• • Improving our website, services, and marketing efforts
• • Analyzing website performance and user engagement
• • Complying with legal obligations
• • Troubleshooting and preventing fraudulent or malicious activity

We do not sell, trade, or otherwise transfer your personal information to third parties without your explicit consent.

5. Data Retention

We retain personal data only for as long as necessary for the purposes outlined in this policy:

• Contact form submissions: Up to 24 months from submission or until project completion, whichever is longer.
• Analytics data: Up to 13 months.
• Email communications: For the duration of the business relationship + 6 years (for tax and legal compliance).

You may request deletion of your data at any time by contacting us at hello@vanguard-systems.co.uk.

6. Third-Party Services

We use the following third-party services that may process your data:

Email Service (Resend)

We use Resend to send transactional emails (contact form confirmations, etc.). Resend is GDPR compliant and does not use your data for marketing purposes.

Analytics (Vercel Analytics)

Vercel Analytics is a privacy-first analytics tool that does not use cookies or send data to third-party ad networks. It is GDPR compliant.

Hosting (Vercel)

Our website is hosted on Vercel, which provides infrastructure and CDN services. Vercel complies with GDPR and maintains Standard Contractual Clauses for data transfers.

Booking (Cal.com)

When you book a call using the Cal.com embed, your basic information (name, email) is shared with Cal.com. Cal.com is GDPR compliant and uses your data only for scheduling purposes.

7. International Data Transfers

Some of our service providers are based outside the UK/EU (e.g., Vercel has servers in the US). To comply with GDPR, we rely on Standard Contractual Clauses and adequacy decisions where applicable. Your data is protected under the same standards as within the UK.

8. Your Rights (GDPR)

Under the UK GDPR, you have the right to:

• Access: Request a copy of your personal data.
• Rectification: Correct inaccurate or incomplete data.
• Erasure: Request deletion of your data ("right to be forgotten"), subject to legal obligations.
• Restrict Processing: Limit how we use your data.
• Data Portability: Receive your data in a portable format.
• Withdraw Consent: Withdraw consent to analytics or marketing emails at any time.
• Lodge a Complaint: File a complaint with the UK Information Commissioner's Office (ICO) at ico.org.uk.

To exercise any of these rights, email us at hello@vanguard-systems.co.uk.

9. Cookies & Tracking

Our website uses minimal cookies. Vercel Analytics does not use cookies. If you prefer not to be tracked, you can use your browser's "Do Not Track" setting.

10. Security

We implement industry-standard security measures, including SSL/TLS encryption, secure infrastructure, and regular security audits. However, no method of transmission over the internet is 100% secure. We cannot guarantee absolute security but are committed to protecting your data.

11. Children's Privacy

Our services are not intended for children under 13. We do not knowingly collect personal data from children. If we discover that we have collected data from a child, we will delete it immediately.

12. Changes to This Policy

We may update this Privacy Policy from time to time. The "Last Updated" date at the top of this page will reflect any changes. Significant changes will be announced on our website or via email.

13. Contact Us

If you have questions about this Privacy Policy or our data practices, please contact:

If you're unhappy with our response, you can file a complaint with the Information Commissioner's Office (ICO):