Privacy policy

Last updated 10 September 2026

This policy explains what personal information VCNY Group Limited collects, why we collect it, what we do with it and what rights you have over it. We have tried to write it in plain English rather than legal boilerplate.

1. Who we are

VCNY Group Limited is a commercial site services contractor registered in England and Wales, company number 12624177. Our registered office is 71–75 Shelton Street, Covent Garden, London WC2H 9JQ.

For the purposes of data protection law we are the data controller for the information described in this policy. That means we decide what is collected and why.

If you have any question about this policy or about your data, contact us at admin@vcny.co.uk or on 0203 908 0035.

2. What information we collect

Information you give us

When you complete an enquiry or callback form on this website, or contact us by phone or email, we collect:

• Your name
• Your phone number and email address
• The site location or postcode you are enquiring about
• The type of work you need and any details you choose to give us
• Which page of the website you submitted the form from

Only your name, and either a phone number or an email address, are required. Everything else is optional and simply helps us give you a more useful answer.

Information collected automatically

Like most websites, our server records technical information when you visit: your IP address, browser type, the pages you viewed and the site you arrived from. If you reached us by clicking a Google advertisement, we also record the click identifier Google attaches to the link, so we can tell which advertising is actually producing enquiries.

Information from carrying out work

If you become a client, we hold the information needed to deliver and invoice the work: site addresses, contact names, access arrangements, purchase order references and correspondence. On some sites we take photographs of the works as a record of what was done.

3. Why we use your information

What we use it for	Why
Replying to your enquiry	You asked us to. We cannot answer without contact details.
Arranging and carrying out a survey	To visit the right site and reach you when we are there.
Preparing and sending quotations	To price the work you have asked about.
Delivering works and dealing with queries	To perform the contract between us.
Invoicing and keeping accounts	We are legally required to keep financial records.
Health, safety and site records	Legal obligations under health and safety legislation.
Understanding which advertising works	So we do not waste money advertising to nobody.

We do not use your information to make automated decisions about you, and we do not profile you.

4. Our lawful basis for using it

Data protection law requires us to have a lawful basis for using personal information. Ours are:

• Legitimate interests — responding to enquiries, running and improving our business, and understanding which of our advertising produces work. We have considered whether this affects your privacy and we believe it does not, because we only use what you have given us and only for the purpose you gave it.
• Performance of a contract — where you instruct us to carry out work, we need your information to do it and to invoice for it.
• Legal obligation — tax, accounting and health and safety records we are required to keep.
• Consent — for optional cookies and analytics, and for any marketing emails. You can withdraw consent at any time.

5. Who we share it with

We do not sell your personal information to anyone, and we never will.

We share it only where it is necessary:

• Our own staff and operatives, so they can attend site and carry out the work.
• Subcontractors and specialist suppliers working on your project, and only the details they need.
• Service providers who help us run the business: our web host, email provider, accounting software and CRM. They act on our instructions and cannot use your data for their own purposes.
• Professional advisers such as accountants and insurers, where relevant.
• Authorities, where we are legally required to disclose information.

Some of our suppliers, including Google, process data outside the UK. Where that happens we rely on safeguards approved under UK data protection law, such as the International Data Transfer Addendum or an adequacy decision.

6. How long we keep it

Information	Retention
Enquiries that did not lead to work	2 years from last contact, then deleted
Client records and correspondence	6 years after the last work carried out
Financial and accounting records	6 years, as required by HMRC
Health and safety records	As required by the relevant regulations, which in some cases is considerably longer
Website server logs	Typically 12 months

If you ask us to delete your information sooner, we will, unless we are legally required to keep it.

7. How we protect it

This website is served over an encrypted connection. Enquiry details are sent to a monitored company mailbox rather than stored in a public database. Access to client records is limited to staff who need it. Devices are password protected and business systems require authentication.

No system is completely secure, and we would not claim otherwise. If a breach occurred that was likely to affect your rights, we would tell you and the Information Commissioner's Office as required by law.

8. Your rights

Under UK GDPR you have the right to:

• Access the personal information we hold about you
• Correct anything inaccurate
• Erase your information, where we have no continuing reason to hold it
• Restrict or object to how we use it
• Portability — receive your data in a transferable format
• Withdraw consent at any time, where consent is our basis

To exercise any of these, email admin@vcny.co.uk. We will respond within one month. There is no charge.

9. Cookies and analytics

We use a small number of cookies. Full detail is in our cookie policy, including how to refuse or remove them.

10. Changes to this policy, and complaints

We may update this policy from time to time. The date at the top shows when it last changed.

If you are unhappy with how we have handled your information, please tell us first at admin@vcny.co.uk so we have the chance to put it right. You also have the right to complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.