Privacy Policy

Vortex Retail Partners Limited ("Vortex Retail Partners", "we", "us", or "our") is committed to protecting your privacy. This Privacy Policy explains what personal data we collect, how we use it, who we share it with, and the rights you have over your information.

1. Who we are

Vortex Retail Partners Limited is a brand and strategy consultancy registered in England & Wales. Our registered office is 71–75 Shelton Street, Covent Garden, London, WC2H 9JQ, United Kingdom. Where this policy refers to "you", it means any individual whose personal data we process, including website visitors, prospective and current clients, suppliers, and business contacts.

2. Scope of this policy

This policy applies to personal data we collect through our website, when you contact us or engage our services, and through our normal business operations. It does not apply to third-party websites we may link to, which have their own privacy practices.

3. Personal data we collect

We collect and process the following categories of personal data:

Category	Examples
Identity & contact data	Name, job title, employer, email address, telephone number, business address.
Enquiry data	Information you provide in our contact form or in correspondence about your project or brand.
Client & engagement data	Records relating to the services we provide, project materials, and communications.
Transaction data	Billing details and records of payments to and from you (we do not store full card numbers).
Technical & usage data	IP address, browser type, device information, pages visited, and referral source, collected via cookies and similar technologies.
Marketing data	Your preferences for receiving communications from us.

We collect this data when you submit our contact form, email or call us, enter into a contract with us, subscribe to updates, or browse our website. Where we need personal data to enter into a contract and you do not provide it, we may be unable to deliver our services.

4. How we use your data

We use personal data to:

• Respond to your enquiries and provide the information or services you request;
• Deliver, manage, and improve the services we provide to clients;
• Administer our relationship with you, including billing and account management;
• Send you relevant business communications and, where permitted, marketing;
• Operate, secure, and improve our website and services;
• Comply with our legal, accounting, and regulatory obligations; and
• Establish, exercise, or defend legal claims.

5. Legal bases for processing

Under the UK GDPR and applicable data protection law, we rely on the following legal bases:

• Contract — where processing is necessary to enter into or perform a contract with you.
• Legitimate interests — to run and grow our business, respond to enquiries, and keep our services secure, provided your interests and rights do not override ours.
• Consent — for certain marketing communications and non-essential cookies. You may withdraw consent at any time.
• Legal obligation — where we must process data to comply with the law.

6. Who we share your data with

We do not sell your personal data. We may share it with:

• Trusted service providers who support our operations (for example, IT hosting, email, analytics, and payment processors), acting as our processors under contract;
• Professional advisers such as accountants, auditors, and lawyers where necessary;
• Regulators, authorities, or other parties where required by law; and
• A buyer or successor in the event of a business sale, merger, or reorganisation.

7. International transfers

Some of our service providers may process data outside the UK or European Economic Area. Where they do, we ensure an appropriate safeguard is in place — such as an adequacy decision or the International Data Transfer Agreement / Standard Contractual Clauses — so your data receives an equivalent level of protection.

8. How long we keep your data

We keep personal data only for as long as necessary for the purposes set out in this policy. Enquiry data is typically retained for up to 24 months, client engagement and financial records for at least 6 years to meet legal and tax obligations, and marketing data until you unsubscribe. When data is no longer needed, we securely delete or anonymise it.

9. Your rights

Subject to conditions in the law, you have the right to: access your personal data; request correction of inaccurate data; request erasure; restrict or object to processing; request data portability; and withdraw consent where processing is based on consent. To exercise any of these rights, contact us at sobolwilj@gmail.com. We will respond within one month.

If you are unhappy with how we handle your data, you have the right to complain to the UK Information Commissioner's Office (ICO) at ico.org.uk, though we would welcome the chance to resolve your concern first.

10. How we protect your data

We maintain appropriate technical and organisational measures to protect personal data against unauthorised access, loss, or misuse. These include access controls, encryption in transit, staff confidentiality obligations, and vendor due diligence. No system is completely secure, but we work to reduce risk and respond promptly to any incident.

11. Cookies

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

12. Children's privacy

Our website and services are directed at businesses and are not intended for children. We do not knowingly collect personal data from anyone under 16. If you believe a child has provided us with personal data, please contact us and we will delete it.

13. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in our practices or the law. The "last updated" date at the top shows when it was last revised. Where changes are significant, we will take reasonable steps to notify you.

14. How to contact us

For any privacy-related questions or to exercise your rights, contact:

Vortex Retail Partners Limited
71–75 Shelton Street, Covent Garden, London, WC2H 9JQ, United Kingdom
Email: sobolwilj@gmail.com