Legal

Privacy policy

Last updated: 26 October 2026

This policy explains how Click Vault Ltd collects, uses and protects personal information when you visit clickvault.co.uk, contact us, book a consultation or become a client.

Who we are

Click Vault Ltd is a company registered in Scotland (company number SC849805). For the purposes of UK data protection law, including the UK GDPR and the Data Protection Act 2018, we are the controller of the personal information described in this policy.

Questions about your data: hello@clickvault.co.uk

What we collect

When you contact us: your name, email address, phone number, company name and anything you choose to tell us in your message.
When you book a consultation: the details you enter in our booking system, such as your name, email, phone number, company and the date and time you choose.
When you become a client: business contact details, billing information and the information needed to deliver the work we've agreed.
When you visit the website: our web host keeps standard server logs, such as IP address, browser type and pages requested, for security and to keep the site running. We do not use advertising or tracking cookies.

How we use it and why

To reply to enquiries and arrange consultations. Lawful basis: legitimate interests, or steps taken at your request before entering into a contract.
To deliver our services and manage our relationship with clients. Lawful basis: performance of a contract.
To send occasional business emails about our services to people at companies we think may benefit. Lawful basis: legitimate interests. Every email includes a simple way to opt out, and we stop as soon as you ask.
To keep accounting and tax records. Lawful basis: legal obligation.
To keep our website and systems secure. Lawful basis: legitimate interests.

We never sell your personal information.

When we handle data for our clients

When we integrate and manage AI systems for a client, such as AI voice agents, inbox automation or CRM automation, those systems may handle the client's own customers' information. In that work the client is the controller and Click Vault acts as a processor, following the client's instructions under a written data processing agreement. If you are a customer of one of our clients, please contact that business first about your data.

Who we share it with

We only share personal information with trusted providers who help us run the business, and only as much as they need:

our website and email host
our online booking provider
our accounting and banking providers
AI, telephony and automation platforms we use to deliver client work, under appropriate contracts
professional advisers such as accountants and solicitors, and authorities where the law requires it

The website loads its typefaces from Google Fonts, which means your browser connects to Google's servers and shares your IP address with Google when you view the site.

International transfers

Some of our providers store or process data outside the UK. Where that happens, we make sure appropriate safeguards are in place, such as UK adequacy regulations or the International Data Transfer Agreement or Addendum.

How long we keep it

Enquiries and consultation bookings that don't lead to work: up to 2 years after our last contact.
Client records: for the length of the relationship and then 6 years, in line with UK accounting and legal requirements.
Website server logs: in line with our host's standard retention, typically a few weeks.

Your rights

You have the right to ask for a copy of your information, to have it corrected or deleted, to restrict or object to how we use it (including for marketing), and to ask for it to be transferred to someone else. To use any of these rights, email hello@clickvault.co.uk. We'll respond within one month.

If you're unhappy with how we've handled your information, please tell us first so we can put it right. You also have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk.

Keeping it secure

We use secure, encrypted connections for our website and email, restrict access to personal information to people who need it, and choose providers with strong security standards.

Changes to this policy

We may update this policy from time to time. The latest version will always be on this page, with the date it was last updated.