Last Updated: November 26, 2025

Privacy Policy

Legal

VisualWeb Ltd (company number 16870681) is the controller of personal data collected through the VisualGen service. This policy explains what we collect, why we collect it, how we share it, and the rights you have under UK GDPR, the Data Protection Act 2018, and PECR for cookies and marketing.

Controller

VisualWeb Ltd

Company number: 16870681

Contact

Registered office:

1. Personal data we collect and how we use it

We collect and process personal data for the purposes below. The lawful basis for processing is listed for each category.

Category Purpose Lawful basis
Identity & Contact
(Name, email, phone, job title)		 To respond to enquiries, provide proposals, manage our relationship, and communicate with you. Contract (performance or pre-contract steps)
Legitimate interests (business communication)
Financial & Transactional
(Billing address, payment details, invoices)		 To process payments, manage accounts, and maintain financial records. Contract and Legal obligation (tax/accounting)
Technical & Usage
(IP, browser/device info, logs)		 To secure our site, prevent fraud, ensure performance, and analyse how our service is used. Legitimate interests (security and service quality)
Consent (for non-essential cookies)
Marketing
(Preferences and engagement)		 To send relevant newsletters or updates about our services. Consent
Legitimate interests (soft opt-in for existing clients)
Recruitment
(CVs, portfolios, cover letters)		 To assess applications for employment or freelance work. Contract (steps prior) and Legitimate interests

Where we rely on legitimate interests, we balance our business needs against your rights and freedoms.

2. Data sharing and international transfers

We do not sell your personal data. We may share it only with:

  • Service providers (hosting, email, CRM, analytics, project management) acting under written contracts.
  • Professional advisers such as lawyers, accountants, and insurers.
  • Authorities such as HMRC or regulators when required by law.
  • Business transfers if we explore a merger, investment, or sale.

International transfers: Some providers are outside the UK/EEA (e.g., USA). We protect your data using UK-approved safeguards such as adequacy regulations or Standard Contractual Clauses/IDTA.

3. Data retention

We keep data only as long as needed for the stated purposes:

  • Enquiries: up to 24 months from the last meaningful contact.
  • Client contracts & financial records: 7 years after the relevant financial year ends.
  • Technical logs: typically 12 months unless needed for security.
  • Recruitment: 12 months after a vacancy closes (unless you consent to longer).

When data is no longer required, we securely delete or anonymise it.

4. Cookies and similar technologies

Our site uses cookies to distinguish users and improve services:

  • Strictly necessary: essential for the site to operate (always active).
  • Analytics & performance: help us understand visitors and traffic (set only with consent).
  • Marketing: for personalised ads (set only with consent).

You can manage preferences via our cookie banner or your browser settings.

5. Security

We implement technical and organisational measures to protect personal data, including TLS encryption in transit, access controls, and vendor security reviews. No system is perfect; please contact us if you suspect an issue.

6. Your rights

Under UK GDPR you can exercise these rights for free by contacting us:

  • Access, rectification, or erasure of your data.
  • Restriction or objection to processing based on legitimate interests.
  • Data portability for information you provided.
  • Withdraw consent where we rely on it (for example, cookies or marketing).
  • Rights related to automated decision making (we do not use profiling that produces legal effects).

Right to complain

If you are unhappy with how we handle your data, you can complain to the Information Commissioner’s Office (ICO).

Website: ico.org.uk

Helpline: 0303 123 1113

Address: Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

7. Children

Our services are not directed at children under 18. We do not knowingly collect data from children. If you believe we have, please contact us so we can delete it.

8. Changes to this policy

We may update this policy to reflect changes in our practices or legal requirements. We will post the new policy with an updated effective date.