PRIVACY POLICY

Privacy Policy

Version: 3.0
Approved by: Data Protection Officer
Next Review: January 2027

Overview

veSpace International Limited (“we”, “us”) is strongly committed to protecting personal data. This Privacy Policy explains why and how we collect and use personal data and informs individuals of their rights.
This Policy applies only to personal data provided via our website, email, phone, text, or in connection with our services.

We may use personal data for any purpose described in this Policy or as stated at the point of collection.

Compliance

We comply fully with UK Data Protection Legislation, including the UK GDPR and Data Protection Act 2018 (DPA).
We act as Data Controller for the personal data covered by this Policy.
When providing services to customers who instruct us to process data on their behalf, we act as Data Processor. Customers remain Data Controllers for such data and are responsible for ensuring they have a lawful basis for processing.

We have appointed a Data Protection Officer (DPO) who reviews and approves changes to this policy.

Legal Basis for Processing

We process personal data under one or more of the following lawful bases:

Performance of a contract
Legitimate interests
Legal obligations
Consent (where applicable)

Where consent is relied upon, individuals may withdraw it at any time.

What Data Do We Collect?

We collect personal and non-personal data to improve our services and fulfil commercial agreements, minimising collection and storage where possible.

This may include:

Contact name
Company name
Landline and mobile number
Email address
Postal address

Children’s Data

We recognise the importance of protecting children’s data and apply additional safeguards where services involve individuals under 18.

Parental/Guardian Consent

Verifiable consent is required before collecting or using a child’s data.
Consent may be withdrawn at any time.

Data We May Collect

Name and age
Parent/guardian contact details
Information required to deliver services safely (dietary, medical notes)

We do not collect more data than necessary and do not use children’s data for marketing or profiling.

Sharing Children’s Data

Shared only:

With parental/guardian consent
As required by law or safeguarding authorities
With vetted service providers under strict contractual controls

Children’s Rights

Parents/guardians may exercise all UK GDPR rights on behalf of the child.

Retention

Children’s data is retained only for as long as necessary to deliver services or meet legal requirements.

How We Use Your Data

We use personal data to:

Provide and personalise our services
Contact individuals regarding services
Manage customer accounts
Fulfil contractual, regulatory or legal obligations

We share data only when necessary and legally permitted.

International Data Transfers

If we transfer personal data outside the UK, we ensure appropriate safeguards are in place, including:

International Data Transfer Agreements (IDTAs)
Standard Contractual Clauses (SCCs)
Adequacy decisions

Data Security

We implement appropriate technical and organisational measures, including:

Access controls
Encryption
Secure storage
Staff training
Multi‑factor authentication
Incident response procedures
Data minimisation and secure disposal

Third Parties

We may share data with trusted third‑party processors with your prior written consent.
All such parties are contractually obligated to protect your data.

We may also disclose data to police or regulatory bodies where required by law.

Data Retention and Deletion

We retain personal data only as long as necessary for contractual or legal obligations.
Data is reviewed every six months and deleted when no longer required.
Where we act as processor, data is deleted six months after processing completion.

Cookies

Please refer to our Cookie Policy.

Your Rights

You have the following rights under UK GDPR:

Right to be informed
Right of access
Right to rectification
Right to erasure
Right to restrict processing
Right to data portability
Right to object

We do not conduct automated decision‑making or profiling.

How to Exercise Your Rights

Email: [email protected]
Phone: +44 (0) 1793 792 200

Complaints

You may raise concerns with us or contact the UK Information Commissioner’s Office (ICO):

Website: https://ico.org.uk
Address: Wycliffe House, Water Lane, Wilmslow, SK9 5AF
Phone: 0303 123 1113

Changes to This Privacy Policy

We may update this Policy at any time. Updates will be posted on our website.

Cookie Policy

veSpace International Limited

Last updated: 04/02/2026

Introduction

This Cookie Policy explains how veSpace International Limited (“we”, “us”, “our”) uses cookies and similar technologies on our website.

It also explains what these technologies are, why we use them, and how you can manage your preferences.

By using our website, you consent to the use of cookies in accordance with this policy, unless you choose to disable them through your browser or our cookie settings tool.

What Are Cookies?

Cookies are small text files placed on your device (computer, mobile, tablet) when you visit a website. They allow the website to recognise your device and store certain information about your preferences or actions.

We also use similar technologies such as web beacons, pixels, and local storage.
For simplicity, all these technologies are described as “cookies” in this Policy.

Types of Cookies We Use

3.1 Strictly Necessary Cookies

These cookies are essential for the website to function and cannot be switched off. They enable core features such as:

Page navigation
Security and authentication
Form submissions

Without these cookies, some parts of the site will not work properly.

3.2 Performance & Analytics Cookies

These cookies help us understand how visitors use our website by collecting information such as:

Page visits
Time spent on site
Error messages

We use this data to improve website performance and user experience.
Analytics cookies are only set with your consent.

3.3 Functionality Cookies

These cookies allow the site to remember your settings and choices, such as:

Language preferences
Saved forms
Personalised features

They enhance your user experience but are optional.

3.4 Targeting & Advertising Cookies

With your consent, we may use advertising cookies to:

Display relevant ads
Measure ad effectiveness
Prevent the same ad from re‑appearing too often

These cookies may be set by third‑party advertising networks.

Cookies Used by Third Parties

Some cookies may be placed by third‑party providers to support features such as:

Website analytics (e.g., Google Analytics)
Embedded content (e.g., video players, maps)
Social media plugins

These providers are responsible for the cookies they set and may use the data for their own purposes.

We review third‑party cookies regularly to ensure continued compliance.

How We Use Cookies

We use cookies to:

Operate and secure our website
Improve functionality and navigation
Analyse visitor behaviour
Provide personalised content
Meet legal and regulatory requirements
Support performance reporting and troubleshooting

We do not use cookies to collect sensitive personal data.

Managing Your Cookie Preferences

You can control or delete cookies at any time.

6.1 Using Our Cookie Consent Tool

On your first visit, you will be asked to choose your cookie preferences.
You can update your choices at any time through the “Cookie Settings” link on our website.

6.2 Browser Settings

You can also disable cookies using your browser settings. Please note: