Privacy Policy

Last updated September 24, 2024

1. Definitions and Interpretation

In this Policy the following terms shall have the following meanings:

"Account": means collectively the personal information, Payment Information and credentials used by Users to access Material and / or any communications System on the Website;

"Content": means any text, graphics, images, audio, video, software, data compilations and any other form of information capable of being stored in a computer that appears on or forms part of this Website;

"Cookie": means a small text file placed on your computer by Vortex Cambridge when you visit certain parts of this Website. This allows us to identify recurring visitors and to analyse their browsing habits within the Website.

"Data": means collectively all information that you submit to the Website. This includes, but is not limited to, Account details and information submitted using any of our Services or Systems;

"Vortex Cambridge" / “we” / “us” / “our”: means Vortex Cambridge Ltd., 115c Milton Road, Cambridge CB4 1XE, United Kingdom;

"Service": means collectively any online facilities, tools, services or information that we make available through the Website either now or in the future;

"System": means any online communications infrastructure that we make available through the Website either now or in the future. This includes, but is not limited to, web-based email, message boards, live chat facilities and email links;

"User" / "Users" / “you” / “your”: means any third party that accesses the Website and is not employed by us and acting in the course of their employment; and

"Website": means the website that you are currently using (VortexCambridge.com) and any sub-domains of this site unless expressly excluded by their own terms and conditions.

Questions or concerns? Reading this privacy policy will help you understand your privacy rights and choices. If you do not agree with our policies and practices, please do not use our products or services. If you still have any questions or concerns, please contact us at col@vortexcambridge.com.

2. Data Collected

Without limitation, any of the following Data may be collected:

• name;
• date of birth;
• job title & profession;
• contact information such as email addresses and telephone numbers;
• demographic information such as post code, preferences and interests;
• financial information such as credit / debit card numbers;
• IP address (automatically collected);
• web browser type and version (automatically collected);
• operating system (automatically collected);
• a list of URLs starting with a referring site, your activity on this Website, and the site you exit to (automatically collected); and
• Cookie information (see Clause 10 below).

3. Our Use of Data

Any personal Data you submit will be retained by us for as long as you use the Services and Systems provided on the Website, and for one year following your last login. Data that you may submit through any communications System that we may provide may be retained for a longer period of up to one year.

Please note, however, that we may need to retain certain information when we have a legal obligation to do so.

Unless we are obliged or permitted by law to do so, and subject to Clause 4, your Data will not be disclosed to third parties. This includes our affiliates and / or other companies within our group.

All personal Data is stored securely in accordance with the principles of the UK Data Protection Act 2018. For more details on security, see Clause 11 below.

Any or all of the above Data may be required by us from time to time in order to provide you with the best possible service and experience when using our Website. Specifically, Data may be used by us for the following reasons:

• internal record keeping;
• improvement of our products / services;
• transmission by email of promotional materials that may be of interest to you;
• contact for market research purposes which may be done using email, telephone, fax or mail. Such information may be used to customise or update the Website.

4. Third Party Websites and Services

We may, from time to time, employ the services of other parties for dealing with matters that may include, but are not limited to, payment handling, delivery of purchased items, search engine facilities, advertising and marketing. The providers of such services do not have access to certain personal Data provided by Users of this Website. Any Data used by such parties is used only to the extent required by them to perform the services that we request. Any use for other purposes is strictly prohibited. Furthermore, any Data that is processed by third parties must be processed within the terms of this Policy and in accordance with the UK Data Protection Act 2018.

5. Changes of Business Ownership and Control

We may, from time to time, expand or reduce its business and this may involve the sale of certain divisions or the transfer of control of certain divisions to other parties. Data provided by Users will, where it is relevant to any division so transferred, be transferred along with that division and the new owner or newly controlling party will, under the terms of this Policy, be permitted to use the Data for the purposes for which it was supplied by you.

In the event that any Data submitted by Users will be transferred in such a manner, you will be contacted in advance and informed of the changes. When contacted you will be given the choice to have your Data deleted or withheld from the new owner or controller.

6. Controlling Access to your Data

Wherever you are required to submit Data, you will be given options to allow or restrict our use of that Data. This may include the following:

• use of Data for direct marketing purposes; and
• sharing Data with third parties.

You may contact us at any time to withdraw consent using the email address in Clause 1 above.

7. Your Right to Withhold Information

You may access certain areas of the Website without providing any Data at all. However, to use all Services and Systems available on the Website you may be required to submit Account information or other Data.

You may restrict your internet browser’s use of Cookies. For more information see Clause 10 below.

8. Accessing your Data

You may access your Account at any time to view or amend the Data. You may need to modify or update your Data if your circumstances change. Additional Data as to your marketing preferences may also be stored and you may change this at any time.

You have the right to ask for a copy of your personal Data. We may request payment of a small fee if we consider your request to be excessive or unjustified.

9. Erasing your Data

We will delete your Data upon request unless we are obliged by law to retain it. To request deletion of your data please contact us using the email address in Clause 1 above. 

10. Use of Cookies

We use Cookies to enable essential services and functionality, including identity verification, service continuity and site security. Opt-out is not available for such uses

We also use Cookies to analyse website traffic and optimize your website experience. You have the choice to accept or decline this use of Cookies. Should you accept, your data will be aggregated with all other user data.

11. Security

Data security is of great importance to us and to protect your Data we have put in place suitable physical, electronic and managerial procedures to safeguard and secure Data collected online.

12. Handling of Data Breaches

In the event that a data breach is detected we will:

1. Contain the data breach to prevent any further compromise of personal information.
2. Assess the data breach by gathering the facts and evaluating the risks, including potential harm to affected individuals and, where possible, taking action to remediate any risk of harm.
3. Notify individuals and the UK Information Commissioner’s Office if required (e.g. if we deem that the breach poses a risk to your rights and freedoms).
4. Review the incident and consider what actions can be taken to prevent future breaches.

13. Changes to this Policy

We reserve the right to change this Privacy Policy as we may deem necessary from time to time or as may be required by law. The updated version will be indicated by an updated ‘Last updated’ date.

Any changes will be immediately posted on the Website and you are deemed to have accepted the terms of the Policy on your first use of the Website following the alterations.