Privacy policy

Last updated: 12 October 2026

This notice explains how Vraxor Ltd uses information when you visit this website, contact us about our services or use the director workspace. It covers our website and enquiry handling. Separate services, including Building Passport, may have additional notices for their own features.

Who is responsible?

Vraxor Ltd is the controller of the personal information described here. Contact us at info@vraxor.co.uk, telephone 0191 486 2798, or write to 124 City Road, London, EC1V 2NX.

What we collect and why

Enquiries and service conversations

We receive the name, organisation, work email, optional telephone number and premises location, service requirement, message and optional answer about how you found us that you submit. We also receive information you give us by email or telephone. We use it to respond, clarify the requirement, prepare a proposal and manage the resulting business conversation. Relevant enquiries are stored in our business records.

Our lawful basis is our legitimate interest in responding to business enquiries and managing customer relationships. If you are personally entering a contract with us, we may also need your information to take steps at your request before entering that contract or to perform it. Giving us contact details does not subscribe you to marketing.

The form marks required fields. You do not have to make an enquiry, but we need enough information to understand and respond to one. Please avoid including passwords, health information or other sensitive personal information in the message.

Accounts and security

The director workspace uses authorised account details, a protected password or authentication token, access permissions, session information and a record of relevant business actions. We use these to authenticate users, protect records and manage the workspace. Our lawful basis is our legitimate interest in operating a secure business system. Security controls process network addresses and request information to prevent abuse; this is separate from the statistics described below.

Site surveys and proposal assistance

Authorised Vraxor users can record site requirements, photographs, voice notes, confirmed answers and pricing information to prepare and manage customer proposals. Survey evidence is private business information. Only photographs deliberately selected for a customer quotation are included in that quotation. A private quotation link allows its holder to review the offer and submit their name and selected option as acceptance; Vraxor reviews the offer before sending it.

If Vraxor connects and chooses to use the optional AI assistant, the saved notes and selected photographs submitted for drafting, or a selected recording submitted for transcription, are sent to OpenAI. Saving a survey alone does not send it to OpenAI. Catalogue cost fields and calculated margins are kept within Vraxor’s system and are not included in the drafting request. Notes and captions are submitted as entered, so users should include only information needed for the proposal. AI drafts and transcriptions require human review; the assistant does not automatically send offers, certify installations or publish case studies. OpenAI describes its API processing, retention and available safeguards in its API data controls documentation. Contact Vraxor if you have a question about survey information or the providers used for your project.

Website statistics and your choice

We use first-party statistics to understand which pages are useful and which routes lead to enquiries. We do not load third-party analytics, advertising pixels or screen/keystroke recordings.

Basic totals

Basic page-view, phone-link and WhatsApp-button totals are grouped by day, page, broad referral category and device category. They do not contain a visitor identifier or personal enquiry details. We use these aggregate figures to improve the site. You can object to these optional page-view and click statistics by choosing Decline in Statistics preferences; future events from that browser will stop. A count already included in an anonymous total cannot be linked back to you or individually removed. Successful enquiry totals are also counted when the server accepts an enquiry.

Optional visit detail

Only if you choose Allow visit statistics do we store a random identifier in this browser tab and link the pages viewed during that visit. The visit record includes the first page, referring website hostname or broad source, later pages, last observed page, device/browser/operating-system categories, and counts of phone-link clicks and accepted enquiry forms. We do not put names, emails, messages, full referring URLs or IP addresses into the statistics records. A visit ends after 30 minutes without activity. These visits are tab-based estimates, not identified people.

Our lawful basis for optional identifiable visit records and the related browser storage is your consent. You can withdraw it at any time through Statistics preferences in this page or the footer. Declining stops future optional tracking and requests deletion of the current tab’s visit record. It does not affect enquiry handling or account access. If you have cleared the identifier, we cannot match an earlier visit to you.

We remember your choice for up to six months, unless you clear your browser storage sooner. The cookies and browser storage notice lists the storage used. Signed-in workspace users and unpublished previews are excluded from public usage statistics.

Optional advertising measurement

Advertising measurement is a separate, optional choice. Only after you allow it do we retain campaign source, medium, campaign and creative labels from tagged links, the landing page and a random identifier in this tab. When you enquire while this choice is enabled, we link that campaign to your enquiry and its current CRM stage, such as quoted or won. Our lawful basis is consent. Campaign records and links are deleted from the live database after at most 90 days. No click identifiers, search terms or full query strings are retained by this feature. We do not share this information with advertising networks, build personalised advertising audiences or subscribe you to marketing emails. Any future advertising-network integration requires an updated notice and appropriate consent before activation.

You can allow or decline advertising measurement independently through Statistics preferences. Withdrawing it clears the tab record and requests deletion of the matching campaign record and enquiry links; your actual enquiry is retained for handling your request. If the tab identifier is no longer available, contact us to exercise your rights. Declining does not prevent enquiries or account access.

Who receives information?

Access is restricted to authorised people operating Vraxor’s business and supporting its systems. The website and business records are hosted using Hostinger. Email providers handle messages sent to or from our published contact address. Technical service providers may process information on our behalf to operate, maintain and protect those services. We may disclose relevant records where required by law or necessary to establish, exercise or defend legal claims.

Hosting or support processing can involve countries outside the UK. Hostinger publishes its processing and international-transfer terms in its data processing addendum, including a UK transfer addendum where applicable. You can contact us for information about the providers and safeguards relevant to your information. We do not claim that every provider or support operation is UK-only.

How long we keep information

• Enquiry and correspondence records: for the time needed to respond, manage an active opportunity or customer relationship, and resolve relevant complaints or disputes. Retention depends on whether work follows, applicable legal record-keeping duties and outstanding claims. These records require business review; they are not automatically erased when a conversation ends.
• Survey notes, recordings, photographs and proposal records: while needed for the project, customer relationship, handover or relevant business record-keeping. These require business review; they are not automatically erased when a proposal is completed.
• Account and audit records: while access or business accountability is needed, and afterwards where necessary to investigate security issues or substantiate business actions.
• Optional visit records: up to 90 days after the last recorded activity. An hourly cleanup removes expired records from the live statistics database.
• Anonymous aggregate statistics: up to 25 months.
• Security rate-limit entries and expired website sessions: removed from the live application database by an hourly cleanup after their expiry. Website sign-in sessions last up to 12 hours.

Backups can contain earlier copies of records until those backups are replaced or deleted. Where a deletion request applies, it also needs to be considered in backup handling; deleting a live record alone does not erase every backup.

Your rights

You can ask for access to your personal information, correction of inaccurate information, deletion or restriction of its use, and portability where the legal conditions apply. These rights depend on the circumstances and lawful basis; some records may need to be kept for legal reasons.

You can object to our use of your information based on legitimate interests. Explain your circumstances using the contact details above. You can withdraw consent to optional visit statistics without affecting the lawfulness of earlier processing.

Send a request by email, telephone or post. We may need reasonable information to verify your identity or clarify the request. We normally respond to rights requests within one calendar month; permitted extensions or pauses may apply, and we will explain them. You do not need to pay a fee for an ordinary request.

These website statistics do not make decisions about you with legal or similarly significant effects.

Privacy questions and complaints

If you are unhappy with how we handle your information, email info@vraxor.co.uk, call us or write to the address above. Tell us what happened, which information is involved and the outcome you are seeking. You do not need to use a particular form or legal wording.

We will acknowledge a data protection complaint within 30 days, investigate it, keep you informed and give a response without unnecessary delay. You also have the right to complain to the Information Commissioner’s Office (ICO). The ICO’s helpline is 0303 123 1113.

Changes to this notice

We update this notice when the website or our relevant processing changes. The date above shows the latest revision.