In plain English: we collect the information needed to answer enquiries, prepare quotations, plan and deliver work, manage customer and supplier relationships, operate the website safely and understand marketing performance where permitted.
This policy is intended to meet the transparency requirements of the UK GDPR, the Data Protection Act 2018 and applicable requirements of the Privacy and Electronic Communications Regulations 2003 (PECR), as amended.
Who We Are And Who Controls Your Information
Ulteum Marking is a trading brand owned and operated by VCNY Group Limited. VCNY Group Limited is the data controller responsible for deciding how and why the personal information described in this notice is used.
Legal entity: VCNY GROUP LIMITED
Company number: 12624177
Registered office: 71–75 Shelton Street, London, Greater London, United Kingdom, WC2H 9JQ
Email: info@ulteummarking.co.uk
Telephone: 0208 050 7207
When This Notice Applies
This notice applies when you:
- visit or interact with the Ulteum Marking website;
- submit a contact form, send an email, call us or contact us through another channel;
- request a quotation, site survey or other information;
- are a customer, prospective customer, supplier, subcontractor or professional adviser;
- act on behalf of an organisation that works with us; or
- visit a site where we are quoting for or carrying out work and your details are provided for access, coordination or safety purposes.
Third-party websites linked from this website have their own privacy practices. This notice does not control how those third parties use information collected directly by them.
Personal Information We May Collect
- Identity and contact information: name, job title, organisation, postal or site address, telephone number and email address.
- Project and enquiry information: site location, project description, photographs, plans, access arrangements, preferred dates, specifications and correspondence.
- Customer and transaction information: quotations, contracts, purchase orders, invoices, payment status and service history.
- Communications: emails, form submissions, notes of telephone conversations and other correspondence.
- Website and device information: IP address, browser, device, approximate location, referring page, pages viewed and interaction data, subject to applicable cookie choices.
- Advertising and attribution information: campaign, advert, keyword or referral information associated with an enquiry, where advertising or call-tracking tools are active and lawfully enabled.
- Site and safety information: information reasonably needed to arrange access, comply with site rules or protect people and property.
Please do not send unnecessary sensitive information. We do not normally need health, biometric, criminal offence or other special-category information through the website. If such information is genuinely necessary for a specific safety or access requirement, we will handle it only where a lawful condition applies.
Where We Obtain Information
Most information comes directly from you. We may also receive information from your employer or colleague, a managing agent, main contractor, facilities manager, project partner, supplier, referral partner, publicly available business source, website platform, advertising platform or call-tracking provider. Where another person gives us your business contact details, we use them only where it is reasonable and lawful to do so.
Why We Use Information And Our Lawful Bases
| Purpose | Information used | Lawful basis |
|---|---|---|
| Answer enquiries, arrange surveys and prepare quotations | Identity, contact, site and project information | Steps requested before a contract; and legitimate interests in responding to business enquiries and developing our services |
| Enter into and perform contracts | Contact, project, contract and transaction information | Contract; legal obligation; and legitimate interests where the customer is an organisation rather than the individual contact |
| Plan and deliver work safely | Site, access, communication and relevant safety information | Contract, legal obligation and legitimate interests in safe and effective service delivery |
| Manage accounts, invoices, tax and business records | Customer, supplier, payment and transaction information | Legal obligation and legitimate interests in running and protecting the business |
| Protect the website, systems, people and property | Technical, device, access and communication information | Legal obligation, recognised legitimate interests where applicable, and legitimate interests in security and fraud prevention |
| Measure website and advertising performance | Cookie identifiers, device, interaction, referral and conversion information | Consent where required for non-essential technologies and associated personal information |
| Relevant business marketing | Name, role, organisation, contact details and service interests | Consent where required; otherwise legitimate interests where direct marketing law permits. You may object at any time |
| Handle complaints, disputes and legal claims | Relevant contact, project, communication and transaction records | Legal obligation and legitimate interests in establishing, exercising or defending legal rights |
Where we rely on legitimate interests, those interests include responding to genuine enquiries, operating and improving the business, delivering services, maintaining records, protecting systems and managing commercial relationships. We consider whether those interests are proportionate and whether your rights override them.
Who We May Share Information With
We do not sell personal information. Where necessary and lawful, information may be shared with:
- authorised staff and relevant trading brands within VCNY Group Limited;
- website hosting and form-processing providers, including Netlify;
- the contact-form forwarding provider, currently Netlify Forms, and our email provider;
- IT, cyber-security, cloud storage and business administration providers;
- Google and other analytics, advertising or call-attribution providers where those tools are enabled and appropriate consent has been obtained;
- subcontractors, suppliers, traffic-management providers or project partners who need limited information to quote for, arrange or deliver work;
- accountants, insurers, legal advisers, auditors and other professional advisers;
- payment providers and credit-control services where applicable; and
- courts, regulators, emergency services, law enforcement or public authorities where required or permitted by law.
Our contact form currently uses Netlify Forms to forward submissions to the relevant business inboxes. Netlify Forms states that stored submissions are retained for 30 days. Email copies are then retained according to the periods described below.
International Transfers
Some technology providers may store or process information outside the United Kingdom. Where UK data protection law requires safeguards, we use providers or arrangements designed to provide an appropriate level of protection, such as UK adequacy regulations, the UK International Data Transfer Agreement, the UK Addendum to approved contractual clauses, or another lawful transfer mechanism. You may contact us for further information about safeguards relevant to your information.
Cookies, Analytics, Advertising And Call Tracking
The website uses essential technologies needed for security, page delivery and remembering user choices. It also uses the Google tag and Google Ads conversion measurement to understand whether advertising leads to an enquiry.
Google Consent Mode applies a denied default to optional analytics and advertising storage, advertising user data and advertising personalisation. The visitor can accept, reject or manage optional choices through the site-wide consent controls. Limited consent-state and measurement signals may be sent to Google when optional storage is denied.
If call tracking is enabled, the telephone number displayed may change according to the source of the visit. This can associate a call with an advertising campaign, keyword, page or referral source and may collect the caller’s number, call time and duration. Calls are not recorded unless you are clearly told at the beginning of the call. The separate Cookie Policy explains the active technologies and how choices can be changed.
How Long We Keep Information
We keep personal information only for as long as reasonably needed for the purpose collected, including legal, accounting, safety and dispute requirements. Our usual starting points are:
| Record | Usual retention period |
|---|---|
| Enquiries and quotations that do not proceed | Up to 24 months after the last meaningful contact |
| Customer, project, contract, invoice and payment records | Usually up to 7 years after completion or the relevant transaction |
| Supplier, subcontractor and business contact records | For the relationship and usually up to 24 months afterwards, unless records form part of a contract or financial record |
| Netlify Forms stored submission | Only for as long as needed to handle the enquiry and administer the website; retained enquiry records follow the appropriate category above |
| Call attribution and non-recorded call metadata | Usually up to 12 months, unless needed for a quotation, contract, complaint or legal claim |
| Analytics and advertising data | According to the configured tool and cookie duration disclosed in the Cookie Policy |
| Marketing suppression record | As long as needed to respect an opt-out and avoid contacting you again |
We may keep specific information longer where required by law, an insurer, a contractual obligation or an actual or anticipated legal claim. We may delete or anonymise information earlier when it is no longer required.
How We Protect Information
We use proportionate organisational and technical measures intended to prevent personal information from being accidentally lost, misused, altered, disclosed or accessed without authority. Measures may include access controls, account security, supplier due diligence, appropriate contracts, backups, staff procedures and secure disposal. No internet transmission or storage system can be guaranteed completely secure.
Access is limited to people who reasonably need the information for their role. Suspected personal data breaches are assessed and reported to affected individuals or the ICO where the law requires this.
Your Data Protection Rights
Depending on the circumstances and lawful basis, you may have the following rights:
These rights are not all absolute and exemptions may apply. To make a request, email info@ulteummarking.co.uk. We may ask for information needed to confirm your identity and locate the relevant records. We normally respond within one month, subject to any lawful extension.
Questions And Complaints
Please contact us first so we can try to resolve any concern. You also have the right to complain to the Information Commissioner’s Office, the UK supervisory authority for data protection.
Make a data protection complaint to the ICO
Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.
Automated Decision-Making
We do not currently make decisions about customers or website users solely by automated means where the decision produces legal or similarly significant effects. Advertising platforms may use automated systems to select or measure adverts, subject to your cookie choices and the platform’s own privacy information.
Children’s Information
Our services are intended for commercial and organisational customers and are not directed at children. We do not knowingly seek to collect children’s personal information through this website. If you believe a child has submitted information, contact us so it can be reviewed and removed where appropriate.
Changes To This Policy
We review this notice periodically and update it when our services, providers or legal obligations change. The current version will be published on this page. Where a change materially affects how existing information is used, we will take reasonable steps to bring it to the attention of affected people.
Contact Us About Privacy
VCNY Group Limited Trading As Ulteum Marking
Email: info@ulteummarking.co.uk
Telephone: 0208 050 7207
Registered office: 71–75 Shelton Street, London, Greater London, United Kingdom, WC2H 9JQ