Website: vividwallprint.co.uk

About this privacy notice

This privacy notice explains how Vivid Wall Print collects, uses, shares and protects personal information when you visit vividwallprint.co.uk, contact us, request a quotation, or become a customer. It also explains your rights under UK data protection law. This notice applies to the website and to related communications with Vivid Wall Print. It does not apply to third-party websites reached through links from our website.

Who is responsible for your personal information

Controller: Jacek Wawrzaszek, trading as Vivid Wall Print, whose business address is: Vivid Wall Print St James House Webberley Lane Longton Stoke-on-Trent ST3 1RJ United Kingdom Jacek Wawrzaszek or, where applicable, the confirmed company identified above is the controller of your personal information and is referred to in this notice as “we”, “us”, “our” or the “Controller”. Contact email: vividwallprint26@gmail.com Postal address for data protection requests: Vivid Wall Print St James House Webberley Lane Longton Stoke-on-Trent ST3 1RJ United Kingdom

Applicable law

We process personal information in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and the Privacy and Electronic Communications (EC Directive) Regulations 2003 (PECR), in each case as amended, including by the Data (Use and Access) Act 2025.

Personal information we collect

Depending on how you interact with us, we may collect:

• identity and business information, such as your name and company name;
• contact information, such as your email address, telephone number and postal or service address;
• enquiry and project information, including the content of messages, measurements, photographs, artwork, design preferences, access information and other details you choose to provide;
• quotation, booking, contract, transaction and invoice information;
• communications with you, including emails and records of telephone or messaging conversations where appropriate;
• technical and usage information, such as IP address, date and time of access, browser type, device and operating system information, approximate location, referring pages, pages viewed, actions taken and server logs; and
• cookie identifiers and preference information, where cookies or similar technologies are used.

We usually collect personal information directly from you, from your device when you use the website, and from service providers that support the website. If you provide personal information about another person, you should ensure that you are authorised to do so and that they have been given this notice where appropriate.

How and why we use personal information

The table below describes our main processing activities. We only use personal information where a lawful basis applies.

Purpose	Personal information	Lawful basis
Responding to enquiries and preparing quotations	Name, company name, contact details, message content, project details, photographs or files you send us.	Article 6(1)(b) UK GDPR: steps at your request before entering into a contract. Article 6(1)(f): our legitimate interests in answering general enquiries and developing our business.
Providing services and managing the customer relationship	Identity and contact details, service address, project specifications, correspondence, contract, transaction and invoice information.	Article 6(1)(b): performance of a contract. Article 6(1)(c): compliance with legal obligations, including tax and accounting requirements.
Managing payments and business records	Customer and billing details, invoices, payments and related correspondence. We do not need to receive full payment-card details where payment is handled by a bank or payment provider.	Article 6(1)(b): performance of a contract. Article 6(1)(c): legal obligations. Article 6(1)(f): our legitimate interests in managing accounts and preventing fraud.
Establishing, exercising or defending legal claims	Information relevant to a complaint, dispute, debt or claim, which may include contact, contract, project and correspondence records.	Article 6(1)(f): our legitimate interests in protecting our legal rights and resolving disputes. Article 6(1)(c): where processing is required by law.
Operating, maintaining and securing the website	IP address, date and time, browser and device information, server logs, pages requested and security events.	Article 6(1)(f): our legitimate interests in providing a reliable website, diagnosing faults, preventing misuse and maintaining security.
Complying with law and responding to lawful requests	Any information reasonably required for the relevant legal obligation or request.	Article 6(1)(c): compliance with a legal obligation. Where applicable, Article 6(1)(f): our legitimate interests in cooperating with authorities and protecting our rights.

Where we rely on legitimate interests, those interests are identified above. We consider whether the processing is necessary and proportionate and whether your rights and interests override our interests. You may object to processing based on legitimate interests as explained below.

Information you provide voluntarily

You are not generally required by law to provide personal information to us. However, information marked as required in a form, and information needed to prepare a quotation, enter into a contract or provide the requested service, must be provided if you want us to take those steps. If you do not provide it, we may be unable to respond fully, provide a quotation or perform the service. Please do not send special category information, such as health information, unless it is genuinely necessary and we have asked you to provide it.

Sharing personal information

We may share personal information, where necessary, with:

• website hosting, domain, email, cloud storage and IT support providers;
• payment providers and banks;
• accountants, insurers, legal advisers and other professional advisers;
• subcontractors or suppliers involved in providing a requested service, where appropriate; and
• courts, regulators, law-enforcement bodies, tax authorities and other public bodies where disclosure is required or permitted by law.

Service providers may process personal information only for agreed purposes and under appropriate contractual and security obligations. We do not sell personal information. Current third-party service providers include:

• OVHcloud – website hosting services;
• Google (Gmail) – email communication services;
• Google Fonts – delivery of web fonts used to display the website.

The website does not currently use Google Analytics, Google Ads or Meta advertising and tracking tools.

International transfers

Some service providers may process personal information outside the United Kingdom. Where this involves a restricted transfer, we use a lawful transfer mechanism. This may include UK adequacy regulations, including the UK Extension to the EU-US Data Privacy Framework where the US recipient is properly certified, or appropriate safeguards such as the UK International Data Transfer Agreement or the UK Addendum to the EU standard contractual clauses. We also carry out any assessment required by UK law and apply additional protections where appropriate. You may contact us for further information about the safeguards used for a relevant transfer. The availability of a copy may be subject to redactions needed to protect confidential information.

How long we keep personal information

We keep personal information only for as long as reasonably necessary for the purposes described in this notice, including legal, accounting, tax, security and dispute-resolution requirements. Our usual retention approach is:

Information	Usual retention period or criterion
Enquiries that do not become customer projects	Up to 24 months after the last meaningful contact, unless longer retention is reasonably required for a dispute or legal obligation.
Quotations, contracts, completed projects, invoices and customer correspondence	Normally up to six years after the end of the customer relationship or completion of the relevant transaction, subject to applicable legal and accounting requirements.
Complaints, debts and legal claims	Until the matter is resolved and the relevant limitation periods have expired, plus any period reasonably needed to retain the outcome.
Routine security and server logs	Usually up to 90 days, unless a longer period is needed to investigate a security incident, prevent misuse or meet a legal requirement.
Cookie preference information	Up to 365 days, based on the current cookie banner configuration.

How we protect personal information

We use appropriate technical and organisational measures designed to protect personal information against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access. These measures may include access controls, account security, software updates, backups, secure transmission and limiting access to people who need the information for their role. No method of transmission or storage can guarantee absolute security.

Your data protection rights

Depending on the circumstances and the lawful basis used, you may have the right to:

• be informed about how we use your personal information;
• request access to your personal information and receive a copy;
• ask us to correct inaccurate or incomplete information;
• ask us to erase personal information in certain circumstances;
• ask us to restrict processing in certain circumstances;
• receive personal information you provided to us in a structured, commonly used and machine-readable format, and ask us to transmit it to another controller, where the right to data portability applies;
• object to processing based on legitimate interests, including profiling based on those interests;
• object at any time to the use of your personal information for direct marketing; and
• withdraw consent at any time where we rely on consent. Withdrawal does not affect the lawfulness of processing carried out before consent was withdrawn.

We do not use personal information collected through this website to make solely automated decisions that produce legal or similarly significant effects. To exercise a right, email vividwallprint26@gmail.com. We may ask for information needed to verify your identity. Requests are normally handled free of charge and without undue delay, usually within one month. The law allows a reasonable fee or refusal in limited cases, such as manifestly unfounded or excessive requests. Some rights are not absolute and may not apply in every situation.

Complaints

If you are concerned about how we use your personal information, please contact us first at vividwallprint26@gmail.com. We provide an electronic route for data protection complaints, acknowledge a complaint within 30 days, take appropriate steps to investigate and respond without undue delay, keep you informed where appropriate, and tell you the outcome. You also have the right to complain to the Information Commissioner’s Office. You can find current contact and complaint details at ico.org.uk/make-a-complaint. The ICO recommends raising the issue with the organisation first where possible.

Cookies and similar technologies

This website currently uses only cookies and similar technologies that are strictly necessary for its proper operation, security and the functioning of forms or other features requested by the user. Strictly necessary technologies do not require consent where they are essential to provide the website or a service requested by the user. We do not currently use analytics, advertising or marketing cookies, including Google Analytics, Google Ads or Meta Pixel. A strictly necessary preference technology may be used to remember that you have closed the cookie information banner. This preference is retained for up to 365 days. You can restrict or delete cookies through your browser settings. Please note that blocking strictly necessary technologies may prevent certain parts of the website from working correctly.

Children

The website and our services are not directed at children. We do not knowingly collect personal information from children through the website. If you believe a child has provided personal information to us, please contact us so that we can take appropriate action.

Third-party links

The website may contain links to websites or services operated by third parties. Those organisations are responsible for their own privacy practices. We recommend reading their privacy information before providing personal information or enabling their services.

Changes to this notice

We review this notice regularly and update it when our processing activities, service providers or legal obligations change. The latest version will be published on this page with a revised effective date. If a change materially affects how we use personal information, we will take reasonable steps to bring it to the attention of affected individuals before the new use begins.

Effective date

This privacy notice is effective from 19 September 2026.