Privacy Notice

VA Reid Ltd is the controller responsible for the personal information described in this Privacy Notice.

Our details are:

Legal name:

VA Reid Ltd

Registered office:

71–75 Shelton Street, Covent Garden, London, United Kingdom, WC2H 9JQ

Website:

https://vareid.co

Privacy enquiries:

privacy@vareid.co

In this notice, “VA Reid”, “we”, “us” and “our” refer to VA Reid Ltd.

Depending on how you interact with us, we may collect:

• your name;
• your job title and organisation;
• your email address;
• your telephone number;
• the contents of enquiries, messages and other correspondence;
• information about a potential project, asset, site, opportunity or professional requirement that you choose to provide;
• client, supplier and professional contact information;
• records relating to our meetings, proposals, contracts and projects;
• billing, payment and transaction information;
• technical information associated with your visit to our website, such as your IP address, browser type, device type, operating system and basic usage information;
• cookie and preference information, where relevant; and
• information obtained from publicly available professional and business sources.

Please do not provide confidential, commercially sensitive or special-category personal information through our website unless it is necessary and we have agreed an appropriate way for you to provide it.

We may collect personal information:

• directly from you when you complete our contact form, email us, call us, meet us or otherwise communicate with us;
• during discussions, proposals, appointments and projects;
• from your organisation, colleagues, professional advisers or project partners;
• from publicly available sources, including company websites, professional directories, Companies House and professional networking platforms;
• through website hosting, security and analytics technologies, where these are used; and
• from service providers acting on our behalf.

We use personal information only where we have a lawful basis to do so.

Responding to enquiries

We use contact details and enquiry information to respond to questions, discuss opportunities and manage related correspondence.

Our lawful basis is taking steps at your request before entering into a contract and, where applicable, our legitimate interest in responding to professional and business enquiries.

Providing our services

We use personal information to prepare proposals, enter into and manage appointments, provide services, coordinate projects, communicate with clients and stakeholders and administer our professional relationships.

Our lawful basis is performing a contract or taking steps before entering into a contract. We may also rely on our legitimate interests in operating and managing our professional services.

Managing business relationships

We may use professional contact information to manage relationships with clients, prospective clients, suppliers, consultants, advisers and other project participants.

Our lawful basis is our legitimate interest in maintaining effective professional and commercial relationships.

Business administration and legal obligations

We use relevant information for invoicing, accounting, record keeping, insurance, risk management, dispute resolution and compliance with legal or regulatory requirements.

Our lawful bases are compliance with legal obligations and our legitimate interests in protecting and administering our business.

Website operation and security

We may process technical information to operate, maintain and secure our website, diagnose faults, prevent misuse and understand its overall performance.

Our lawful basis is our legitimate interest in providing a secure and functional website. Where consent is legally required for cookies or similar technologies, we will ask for it before using them.

Professional updates and marketing

We may occasionally send relevant professional updates to existing business contacts where we believe the content may be of legitimate interest and the law permits us to do so.

Our lawful basis may be our legitimate interest in developing professional relationships. Where consent is required, we will rely on consent.

You can ask us to stop sending marketing communications at any time by contacting privacy@vareid.co or using the unsubscribe option included in the communication.

We will not sell your personal information.

Fields identified as required on our contact form must be completed so that we can assess and respond to your enquiry.

If you do not provide the required information, we may be unable to respond fully or progress the matter.

Please only provide information that is relevant to your enquiry.

Where necessary and appropriate, we may share personal information with:

• website, hosting, email, communications and IT service providers;
• form-processing and data-storage providers;
• professional advisers, including accountants, lawyers and insurers;
• consultants, suppliers and project partners where this is necessary for an agreed project or service;
• public authorities, regulators, courts or law-enforcement bodies where disclosure is required by law; and
• a prospective purchaser, investor or adviser if our business is reorganised, sold or transferred.

These recipients may act as processors on our behalf or as independent controllers, depending on the circumstances.

We require service providers processing personal information on our behalf to use it only for the agreed purpose and to protect it appropriately.

Our website contact form may be processed using Formspree, a third-party form-processing provider.

When you submit the form, the information you enter is transmitted to Formspree and then made available to VA Reid so that we can respond to your enquiry.

Formspree may process or store information outside the United Kingdom. Where personal information is transferred internationally, appropriate safeguards must be used, such as an adequacy regulation or approved contractual protections.

You can find more information about Formspree’s privacy and security practices on Formspree’s website (opens in a new tab).

If we replace Formspree with another provider, we will update this Privacy Notice where necessary.

Some service providers may process personal information outside the United Kingdom.

Where personal information is transferred to a country that is not covered by a relevant UK adequacy regulation, we will seek to ensure that an appropriate safeguard is in place. This may include the UK International Data Transfer Agreement, the UK Addendum to the EU Standard Contractual Clauses, or another legally recognised safeguard.

You may contact privacy@vareid.co if you would like more information about the safeguards relevant to a particular transfer.

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected, including legal, accounting, insurance and reporting requirements.

Our usual retention periods are:

• preliminary enquiries that do not become active engagements: up to 24 months after the last meaningful contact;
• client, supplier and project records: for the duration of the relationship or project and normally for six years afterwards;
• contracts, invoices and relevant financial records: normally for six years after the end of the relevant financial year;
• professional marketing information: until you opt out or we determine that it is no longer relevant;
• suppression records: for as long as reasonably necessary to ensure that an opt-out continues to be respected;
• routine technical and security logs: normally no longer than 12 months unless required for an investigation or legal reason; and
• cookie preferences: for as long as reasonably necessary to remember and demonstrate your choices.

We may retain information for longer where this is required by law, relevant to a dispute or necessary to establish, exercise or defend legal claims.

When information is no longer required, we will delete it securely or anonymise it.

Our website may use cookies or similar technologies to operate correctly, maintain security and remember user preferences.

Strictly necessary technologies may be used without consent where they are essential to provide the website or a service requested by the user.

We will not place non-essential analytics, advertising or similar cookies unless you have given consent where consent is required.

If non-essential cookies are used, you will be able to accept, reject or manage them through the website’s cookie controls. You can also control cookies through your browser settings.

Blocking some strictly necessary technologies may affect the operation of the website.

We use appropriate technical and organisational measures designed to protect personal information from accidental loss, unauthorised access, misuse, alteration or disclosure.

Access is limited to people and service providers who need the information for a legitimate purpose and who are subject to appropriate confidentiality obligations.

No internet transmission or storage system can be guaranteed to be completely secure. If we become aware of a personal-data breach, we will assess it and make any notifications required by law.

Depending on the circumstances, you may have the right to:

• ask for access to the personal information we hold about you;
• ask us to correct inaccurate or incomplete information;
• ask us to erase personal information;
• ask us to restrict how personal information is used;
• object to processing based on legitimate interests;
• object to direct marketing at any time;
• receive certain information in a portable format;
• withdraw consent where processing is based on consent; and
• complain to the UK Information Commissioner’s Office.

These rights are not absolute and may be subject to legal limitations.

To exercise a right, contact privacy@vareid.co. We may need to request information to verify your identity before acting on your request.

We normally respond to valid requests within one month. We will tell you if we need additional time or cannot comply with all or part of a request.

You will not usually have to pay a fee. A reasonable fee may be charged, or a request refused, where a request is manifestly unfounded or excessive, where the law permits this.

VA Reid does not use personal information collected through this website to make solely automated decisions that produce legal or similarly significant effects.

Please contact us first if you have a concern about how we handle your personal information:

You also have the right to complain to the Information Commissioner’s Office.

You can contact the ICO at any time, although we would appreciate the opportunity to address your concern first.

Our website may contain links to websites operated by third parties, including LinkedIn and service-provider websites.

We do not control those websites and are not responsible for their privacy practices. You should read the privacy notice of any third-party website you visit.

We may update this Privacy Notice to reflect changes to our services, website, service providers or legal obligations.

The date at the top of this page shows when the notice was last updated. Material changes should be clearly communicated where appropriate.

For questions about this Privacy Notice or how VA Reid handles personal information, contact: