Privacy Policy
Last updated: 2026. This policy is provided as a working draft and should be reviewed by Vertex Reality Capture Ltd's legal adviser before publication. Items marked [for owner review] require confirmation of company-specific legal details.
1. Who we are
Vertex Reality Capture Ltd (“we”, “us”) is the data controller for personal data submitted through this website. Our registered office is 71-75 Shelton Street, Covent Garden, London, WC2H 9JQ, United Kingdom. You can contact us at contact@vertexrealitycapture.co.uk. [for owner review: company registration number, ICO registration number, and any appointed data protection contact.]
2. What data we collect
When you submit a project enquiry we collect your name, company, email address, optional telephone number, site location, sector, requested services, preferred timescale, estimated area, deliverables, and project brief. If you use the Scope Estimator, we also record the asset classification, target deliverable, estimated scanner setups, on-site duration, turnaround, and the generated scope summary.
For security and abuse prevention we store a one-way hashed form of the network address used to submit the enquiry. We do not store your raw IP address.
3. Why we use it and our lawful basis
We use your data solely to respond to your enquiry, prepare a survey scope and quotation, and maintain a record of business correspondence. Our lawful basis is legitimate interests (responding to a business enquiry you initiated) and, where a project proceeds, the performance of a contract.
4. Who we share it with
Enquiry data is stored in our managed cloud database and sent by email to our project team. We use third-party hosting, database, and email delivery providers acting as processors on our behalf. We do not sell your data or use it for advertising. [for owner review: list of named sub-processors and their locations.]
5. How long we keep it
Enquiry records are retained for as long as needed to respond and for a reasonable business record period afterwards. [for owner review: confirm the retention period, typically 24 months for unsuccessful enquiries and six years for contracted projects.]
6. Your rights
Under UK GDPR you have the right to access, rectify, erase, restrict, or object to our processing of your personal data, and the right to data portability. To exercise any of these rights, email contact@vertexrealitycapture.co.uk. You may also complain to the Information Commissioner's Office at ico.org.uk.
7. Cookies and analytics
This website does not set advertising or tracking cookies. [for owner review: update this section if analytics or marketing tools are added later.]
8. Security
Enquiry data is transmitted over HTTPS and stored in a database with access controls that prevent public read access. Submissions are validated, sanitised, and rate limited to protect against abuse.