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Venti Meridian Sterling

Professional Assurance. Digital Oversight

Legal

Privacy Policy

Last updated: 1 July 2025 · Version 3.2

1. Who we are

VMS Compliance Limited ("VMS", "we", "our", "us") is a company registered in England and Wales (Company Number: 12345678), with registered office at 1 Compliance House, Birmingham, B1 1AA.

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We are registered with the Information Commissioner's Office (ICO) as a data controller under registration reference ZA000001.

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Our Data Protection Officer can be contacted at: dpo@vmscompliance.co.uk

2. What personal data we collect

We collect personal data in the following categories:

  • Contact and identity data: name, job title, organisation, email address, telephone number

  • Account data: login credentials, usage data, platform activity and audit records created through the VMS platform

  • Transaction data: payment details, invoice records and subscription information

  • Technical data: IP address, browser type, device identifiers, cookies and similar tracking technologies

  • Communications data: enquiries, support tickets and correspondence with VMS

  • Marketing data: preferences and consent records for marketing communications

3. How we use your personal data

We use your personal data to:

  • Provide VMS platform services and manage your account

  • Process payments and manage subscriptions

  • Send service communications, including compliance reminders and notifications

  • Respond to enquiries and provide customer support

  • Send marketing communications (where you have provided consent or we have a legitimate interest)

  • Analyse platform usage to improve our services

  • Comply with our legal and regulatory obligations

4. Legal basis for processing

Our lawful basis for processing your personal data is:

  • Contract: processing necessary for the performance of our contract with you

  • Legitimate interests: for marketing to existing clients and improving our services

  • Legal obligation: to comply with applicable law and regulation

  • Consent: where we have sought and received your explicit consent (e.g. marketing to new contacts)

5. How long we retain your data

We retain personal data only as long as necessary for the purposes for which it was collected:

  • Active client account data: duration of contract plus 7 years

  • Prospective client enquiries: 3 years from last contact

  • Audit and compliance records stored on the VMS platform: as specified in your subscription agreement

  • Cookie and technical data: up to 13 months

6. Sharing your personal data

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

  • Sub-processors who provide cloud hosting, payment processing and email delivery services

  • Professional advisers (solicitors, accountants, insurers) bound by confidentiality

  • Regulatory authorities or law enforcement where required by law

  • Business successors in the event of a merger, acquisition or sale of the business

7. Your rights

Under UK GDPR you have the right to:

  • Access the personal data we hold about you

  • Rectify inaccurate personal data

  • Erasure of your personal data ("right to be forgotten")

  • Restrict processing of your personal data

  • Data portability (where processing is based on consent or contract)

  • Object to processing based on legitimate interests

  • Withdraw consent at any time where processing is based on consent

To exercise any of these rights, please contact: privacy@vmscompliance.co.uk

8. Cookies

We use cookies and similar technologies on our website. For full details of the cookies we use and how to manage them, please see our Cookie Policy.

9. International transfers

VMS processes personal data within the United Kingdom and European Economic Area. Where data is transferred outside these jurisdictions, we ensure adequate safeguards are in place, including Standard Contractual Clauses approved by the ICO.

10. Changes to this policy

We may update this Privacy Policy from time to time. Material changes will be notified to registered users by email. The current version is always available on our website.

11. Contact & complaints

If you have concerns about how we handle your personal data, please contact our DPO at dpo@vmscompliance.co.uk.

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You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk or by calling 0303 123 1113.

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