Privacy Notice

This notice explains how VERBOLIX (“VERBOLIX”, “we”, “us”) handles personal information collected through this website and in running our business. It is written to reflect UK data protection law, including the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 as amended (including by the Data (Use and Access) Act 2025) and, where relevant, the Privacy and Electronic Communications Regulations (PECR).

Who we are

VERBOLIX is the controller of the personal information described in this notice. This means we decide how and why it is used.

For any question about this notice or how we use personal information, email info@verbolix.co.uk. We have not appointed a Data Protection Officer. Privacy questions are handled directly by us.

Information we may collect

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

• your name and the name of your business
• business contact details, including your email address
• your website address
• the details of your enquiry and your project requirements
• budget information, if you choose to share it
• correspondence between us
• quotation, proposal and contract information
• invoicing and payment records
• technical information about how our website is accessed, such as IP addresses and security logs held by our hosting provider
• information about cookies or similar technologies, if we introduce any that require it (we currently do not use any; see our Cookie Notice)
• your marketing preferences, if we introduce marketing communications in future

We do not ask for special category information (such as health, religious beliefs or ethnic origin) through our normal enquiry process. Please do not include sensitive personal information in forms or emails unless we specifically need it and have explained why.

How we collect information

We collect information:

• when you complete a form on our website, such as our contact form or complaints forms
• when you email us directly
• through correspondence about an enquiry or project
• through quotations, proposals, contracts and invoices
• through technical and security logs created when you visit our website
• from publicly available business information, such as your existing website, where it is relevant to your enquiry

We do not currently use website analytics. If we introduce analytics in future, we will update this notice and our Cookie Notice first.

How we use information

We use personal information to:

• respond to enquiries and answer questions
• prepare quotations and proposals, and take steps you ask for before entering into a contract
• deliver the services we have agreed to provide, including Website Care
• communicate with you about a project
• issue invoices and keep accounting records
• improve the quality of our website and services
• keep our website and systems secure, and prevent spam and abuse
• comply with our legal obligations
• handle complaints
• establish, exercise or defend legal claims
• send appropriate business communications, if we introduce marketing in future and the law allows it

Our lawful bases

UK data protection law requires us to have a lawful basis for using personal information. We rely on:

Contract and steps before a contract

Where you ask us for a quotation, or we deliver a contract with you personally (for example, where you are a sole trader), processing is necessary for that contract or for steps you have asked us to take before entering into it.

Legitimate interests

For business to business communication with people at client and prospective client organisations, managing our services, keeping our website secure, preventing spam, improving our business and handling complaints. We only rely on legitimate interests where we have considered your interests and rights and concluded they are not overridden.

Legal obligation

Where we must keep or use information to meet tax, accounting or other legal requirements.

Consent

Only where we specifically ask for it, for example for certain marketing or optional technologies, if we introduce them. Where we rely on consent, you can withdraw it at any time.

Sending us an enquiry does not mean you have agreed to receive marketing. We will not add you to a mailing list because you contacted us.

Business contacts

Most of our clients are businesses. The names, work email addresses and other details of employees, directors and representatives of those businesses are still personal information, and we treat them in line with this notice.

Who we share information with

We do not sell personal information. We share it only where necessary, with the following categories of recipient:

• website hosting and infrastructure providers
• email and business software providers
• cloud storage providers
• IT and security service providers
• accountants and professional advisers
• payment providers and analytics providers, if we introduce them in future
• regulators, law enforcement or other authorities, where the law requires it

Service providers who process information on our behalf must protect it and use it only on our instructions.

Website hosting and forms

Our website is hosted by Netlify, which also receives and stores the information you submit through the forms on this website so that we can read and respond to it. Like most hosting providers, it also processes technical information, such as IP addresses, to deliver the website securely.

International transfers

Some of our service providers may process personal information outside the UK. Where this happens, we make sure a lawful transfer mechanism applies, for example:

• UK adequacy regulations covering the destination country
• the UK International Data Transfer Agreement
• the UK Addendum to approved standard contractual clauses
• another safeguard permitted by UK data protection law

You can ask us for more information about the safeguards that apply by emailing info@verbolix.co.uk.

How long we keep information

We keep personal information only for as long as reasonably necessary for the purpose we collected it for, and to meet our legal, tax and accounting obligations. In deciding how long to keep information, we consider:

• Enquiries that do not lead to a project: kept long enough to respond and deal with any follow-up, then deleted.
• Client, contract and project records: kept for the life of the relationship and afterwards for as long as needed to deal with any questions, claims or obligations.
• Invoices and accounting records: kept for the period required by UK tax and company law.
• Complaints: kept for as long as needed to resolve the complaint and demonstrate how it was handled.
• Technical and security logs: kept by our hosting provider according to its own retention settings.

Keeping information secure

Our website is served over an encrypted connection, and we use reputable providers, sensible access controls and spam protection to keep information safe. No system can be guaranteed to be completely secure, but we take appropriate steps to protect what you share with us.

Your rights

Depending on the circumstances and the lawful basis we rely on, you may have the right to:

• access the personal information we hold about you
• correct information that is inaccurate or incomplete
• delete your information
• restrict how we use your information
• object to our use of your information, including where we rely on legitimate interests
• data portability, where processing is based on contract or consent and carried out by automated means
• withdraw consent, where we rely on it

To make a request, email info@verbolix.co.uk or use our contact form. We may ask for information to confirm your identity or authority before acting on a request. We normally respond within one month, and there is usually no charge.

Data protection complaints

If you are unhappy with how we have used your personal information, you can complain to us directly using our data protection complaints form or by emailing info@verbolix.co.uk. We will:

• acknowledge your complaint within 30 days of receiving it
• investigate it appropriately
• keep you informed where appropriate
• tell you the outcome without undue delay

You also have the right to complain to the Information Commissioner’s Office (ICO), the UK data protection regulator, at ico.org.uk/make-a-complaint. The ICO usually expects you to raise your concern with us first.

Automated decision making

We do not use personal information to make decisions based solely on automated processing that have legal or similarly significant effects on you.

Cookies and similar technologies

This website does not currently use cookies or similar technologies that store or access information on your device. Our Cookie Notice explains this in more detail and how we would handle any change.

Children

We provide commercial website and SEO services to businesses. Our services and website are not intended for children, and we do not knowingly collect information from children.

Changes to this notice

We may update this notice from time to time, for example if our services, providers or the law change. The date at the top of this page shows when it was last updated. Please check this page for the current version.