Privacy Policy
This Privacy Policy explains how Vehicle Graphics Solutions (“we”, “us”, “our”) collects, uses, and protects your personal data when you visit our website, contact us, or use our services. We are committed to handling your information lawfully, fairly, and transparently, in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
If you have any questions about this notice, please contact us using the details below.
1. Who we are and how to contact us
Data Controller:
Vehicle Graphics Solutions
We are responsible for deciding how and why your personal data is used when you interact with us.
2. What data we collect
The type of personal data we collect depends on how you interact with us. We may collect:
Information you provide directly
Name and contact details, such as your name, email address, telephone number, and business address
Company details, such as business name, role, and billing details
Project information, including vehicle details, branding requirements, and any files or artwork you send us
Communication content, including emails, enquiry forms, and messages via our website or social media
Information collected automatically
When you visit our website, we may automatically collect:
Technical data, such as your IP address, browser type, device type, operating system, and approximate location
Usage data, such as pages viewed, time spent on site, referring URLs, and navigation patterns
This information is typically collected using cookies or similar technologies.
3. How we use your personal data
We use your personal data for the following purposes:
To respond to enquiries and provide quotes
To contact you about your enquiry, assess your requirements, and provide pricing, proposals, or recommendations.
To deliver our services
To manage projects, produce and install vehicle graphics, communicate during the project, and provide aftercare.
To manage our relationship with you
To send order confirmations, invoices, updates on your project, and essential service communications.
To improve our website and services
To analyse how our website is used, troubleshoot issues, and refine our content and services.
For records, legal, and regulatory purposes
To maintain accurate records, comply with legal obligations, and manage or defend legal claims.
Where we rely on consent (for example, for certain types of marketing), you can withdraw this at any time by contacting us.
4. Our legal bases for processing
We process your personal data based on one or more of the following legal grounds:
Contract
Processing is necessary to enter into or perform a contract with you, for example when you request a quote or use our services.
Legitimate interests
We may process your data where it is necessary for our legitimate business interests, and where your rights do not override those interests, such as:
Managing and growing our business
Responding to enquiries
Improving our website and services
Keeping records and managing risk
Legal obligation
We process data where necessary to comply with legal obligations, such as tax, accounting, and regulatory requirements.
Consent
In some situations, we will ask for your consent, for example, for certain direct marketing activities. You can withdraw consent at any time.
5. How we share your data
We do not sell your personal data. We may share it with:
Service providers and subcontractors
Trusted third parties who help us deliver our services, such as installers, trade manufacturers, couriers, IT providers, or payment platforms. They are only given the information they need and must keep it secure and confidential.
Professional advisers
Accountants, insurers, legal advisers, or consultants where reasonably necessary for business administration or legal purposes.
Authorities or regulators
Where required by law, regulation, or to protect our rights, property, or the safety of others.
If we share your data with third parties, we take steps to ensure it is protected and used lawfully.
6. International transfers
Our core operations are based in the UK. If any of our service providers transfer your personal data outside the UK, we will ensure appropriate safeguards are in place, such as:
Adequacy regulations issued by the UK government, or
Standard contractual clauses or equivalent legal mechanisms.
Further details about these safeguards can be provided upon request.
7. How long we keep your data
We keep your personal data only for as long as reasonably necessary for the purposes described in this policy, including:
To provide services and manage our relationship with you
To meet legal, accounting, and reporting requirements
To resolve disputes and enforce agreements
In most cases:
Enquiry and quote information is kept for up to [X years, for example 2–3 years]
Project and invoicing records are kept for up to [X years, often 6 years] to meet tax and accounting obligations
When information is no longer needed, we will delete it or anonymise it.
8. Your data protection rights
Under UK data protection law, you have the following rights:
Right of access
To request a copy of the personal data we hold about you.
Right to rectification
To ask us to correct inaccurate or incomplete personal data.
Right to erasure
To request deletion of your personal data in certain circumstances.
Right to restrict processing
To ask us to limit how we use your personal data in certain situations.
Right to data portability
To request that we transfer your personal data to you or another organisation, where applicable.
Right to object
To object to processing based on legitimate interests or for direct marketing.
Right to withdraw consent
Where we rely on consent, you can withdraw it at any time.
To exercise any of these rights, please contact us using the details in section 1. We may need to verify your identity before responding.
If you are unhappy with how we use your data, please contact us first so we can try to resolve the issue. You also have the right to complain to the UK regulator:
Information Commissioner’s Office (ICO)
Website: www.ico.org.uk
Telephone: 0303 123 1113
9. Cookies and tracking technologies
Our website uses cookies and similar technologies to support essential functions and to help us understand how visitors use the site. This includes the use of third-party analytics and performance tools such as Google Analytics, Google Search Console, and other diagnostic platforms that provide information about traffic, page performance, and user behaviour patterns. These tools collect data such as device type, browser version, time spent on pages, approximate location, and interactions with the site. All data is processed in an anonymised or pseudonymised format and helps us improve the structure, performance, and content of our website.
10. Marketing communications
We may contact you about services that are relevant to your business, particularly if you have:
Requested a quote
Used our services before
Given us your consent to receive updates or marketing
You can opt out of marketing at any time by:
Clicking the unsubscribe link (where available), or
Contacting us directly using the details in section 1.
Service-related messages, such as project updates or invoices, are not considered marketing and will continue as needed.
11. Security of your data
We take appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, misuse, or disclosure. These measures include:
Access controls and user permissions
Secure storage and backup practices
Use of trusted service providers for hosting and communications
No system is completely secure, but we work to maintain a level of security appropriate to the risks.
12. Third-party websites
Our website may contain links to third-party websites, plug-ins, or services. These sites operate independently from us and have their own privacy policies. We are not responsible for their content or data practices, and we encourage you to review their privacy information separately.
13. Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, services, or legal requirements. Any updates will be posted on this page with a revised “Last updated” date.
We recommend that you review this page periodically to stay informed about how we handle your personal data.