Privacy Policy

VLANCY LTD ("Company", "we", "us", or "our"), a company registered in England and Wales (Company No. 13988779), is committed to protecting your privacy and personal data. This Privacy Policy describes how we collect, use, process, and share your information when you:

• Visit our website at vlancy.com
• Use our AI voice assistant
• Submit enquiries through our contact forms
• Engage with our services
• Communicate with us via email or other channels

By accessing or using our website and services, you acknowledge that you have read, understood, and agree to be bound by this Privacy Policy. If you do not agree with this Privacy Policy, please do not access or use our website or services.

2.1 Information You Provide Directly

When you use our contact form, you may provide:

• Full name
• Email address
• Company name (optional)
• Phone number (optional)
• Project type and requirements
• Budget range
• Any additional information you choose to include in your message

2.2 Voice Assistant Data

When you use our AI voice assistant, we may collect:

• Voice audio data (processed in real-time, not permanently stored)
• Conversation transcripts
• Contact information you provide during the conversation (name, email, phone, company)
• Project requirements and service interests discussed
• Session identifiers stored in your browser's local storage

2.3 Automatically Collected Information

When you visit our website, we may automatically collect:

• IP address
• Browser type and version
• Operating system
• Referring URLs
• Pages visited and time spent
• Device information

We use the information we collect for the following purposes:

• To respond to your enquiries and provide customer support
• To process and manage project requests
• To provide, operate, and maintain our website and services
• To improve, personalise, and expand our website and services
• To understand and analyse how you use our website
• To develop new products, services, features, and functionality
• To communicate with you about projects, updates, and other information
• To send you confirmations and follow-up communications regarding your enquiries
• To detect, prevent, and address technical issues, fraud, or illegal activities
• To comply with legal obligations

We process your personal data on the following legal bases:

• Consent: Where you have given clear consent for us to process your personal data for a specific purpose
• Contract: Where the processing is necessary for a contract we have with you, or because you have asked us to take specific steps before entering into a contract
• Legitimate Interests: Where the processing is necessary for our legitimate interests or the legitimate interests of a third party, unless there is a good reason to protect your personal data which overrides those legitimate interests
• Legal Obligation: Where the processing is necessary to comply with the law

We may share your information with third-party service providers who perform services on our behalf. These providers have access to your personal data only to perform specific tasks and are obligated to protect your information:

• Cloudflare: Website hosting, CDN, and security services (including Turnstile bot protection)
• Resend: Email delivery services for sending confirmations and notifications
• LiveKit: Voice AI infrastructure for real-time voice processing
• OpenAI: AI conversation processing through GPT models
• Deepgram: Speech-to-text transcription services
• Cartesia: Text-to-speech services

These third-party service providers may be located outside the UK. Where we transfer your personal data outside the UK, we ensure appropriate safeguards are in place to protect your data in accordance with UK GDPR requirements.

We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected, including to satisfy any legal, accounting, or reporting requirements. The retention period may vary depending on the context of our relationship with you and our legal obligations.

Voice audio data is processed in real-time and is not permanently stored. Conversation transcripts and contact information may be retained for the purpose of following up on your enquiry and providing our services.

Under the UK General Data Protection Regulation (UK GDPR), you have the following rights:

• Right of Access: You can request copies of your personal data
• Right to Rectification: You can request that we correct inaccurate or incomplete data
• Right to Erasure: You can request that we delete your personal data in certain circumstances
• Right to Restrict Processing: You can request that we restrict the processing of your data in certain circumstances
• Right to Object: You can object to our processing of your personal data in certain circumstances
• Right to Data Portability: You can request that we transfer your data to another organisation or directly to you

To exercise any of these rights, please contact us using the details provided below. We will respond to your request within one month.

Our website uses local storage to store session identifiers for the voice assistant feature. This allows you to continue conversations across page visits.

Third-party services we use (such as Cloudflare Turnstile for bot protection) may use cookies or similar technologies. Please refer to the respective third-party privacy policies for more information.

We implement appropriate technical and organisational security measures to protect your personal data against unauthorised access, alteration, disclosure, or destruction. However, no method of transmission over the Internet or electronic storage is 100% secure, and we cannot guarantee absolute security.

Our website and services are not intended for individuals under the age of 18. We do not knowingly collect personal data from children. If you are a parent or guardian and believe your child has provided us with personal data, please contact us immediately.

We reserve the right to update, modify, or replace this Privacy Policy at any time. Any changes will be effective upon posting the updated Privacy Policy on this page. The date at the top of this Privacy Policy indicates when it was last updated.

We encourage you to review this Privacy Policy periodically for any updates or changes. Your continued use of our website and services after any changes to this Privacy Policy constitutes your acceptance of such changes, to the extent permitted by applicable law.

If you have any questions about this Privacy Policy, your personal data, or wish to exercise your rights, please contact us:

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues: ico.org.uk

This Privacy Policy and any dispute or claim arising out of or in connection with it shall be governed by and construed in accordance with the laws of England and Wales. The courts of England and Wales shall have non-exclusive jurisdiction over any disputes arising from this Privacy Policy.

If you are a consumer, you may also be entitled to bring claims in the courts of your country of residence, and nothing in this Privacy Policy affects your statutory rights under the applicable data protection laws of your jurisdiction.