VORRN DIGITAL LLP customer privacy notice
This privacy notice tells you what to expect us to do with your personal information.
Contact details
What information we collect, use, and why
We collect or use the following information to provide and improve products and services for clients:
Names and contact details
Addresses
Payment details (including card or bank information for transfers and direct debits)
Transaction data (including details about payments to and from you and details of products and services you have purchased)
Usage data (including information about how you interact with and use our website, products and services)
Video recordings (eg. calls)
Audio recordings (eg calls)
Records of meetings and decisions
Website user information
We collect or use the following personal information for the operation of client or customer accounts:
Names and contact details
Addresses
Purchase or service history
Account information, including registration details
Marketing preferences
Technical data, including information about browser and operating systems
We collect or use the following personal information for information updates or marketing purposes:
Names and contact details
Addresses
Profile information
Marketing preferences
Purchase or account history
IP addresses
We collect or use the following personal information to comply with legal requirements:
Name
Contact information
Client account information
Any other personal information required to comply with legal obligations
We collect or use the following personal information for dealing with queries, complaints or claims:
Name
Names and contact details
Customer or client accounts and records
Correspondence
Lawful bases and data protection rights
Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s
Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. Read more about the right of access.
Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. Read more about the right to rectification.
Your right to erasure - You have the right to ask us to delete your personal information. Read more about the right to erasure.
Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. Read more about the right to restriction of processing.
Your right to object to processing - You have the right to object to the processing of your personal data. Read more about the right to object to processing.
Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. Read more about the right to data portability.
Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. Read more about the right to withdraw consent.
If you make a request, we must respond to you without undue delay and in any event within one month.
To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.
Our lawful bases for the collection and use of your data
Our lawful bases for collecting or using personal information to provide and improve products and services for clients are:
Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
We use personal information to analyze website performance and improve our digital services. This processing is necessary to optimize our user experience and efficiently manage our business operations, which benefits our clients through better service delivery without infringing on their privacy rights.
For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above. Our lawful bases for collecting or using personal information for the
operation of client or customer accounts are:
Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Our lawful bases for collecting or using personal information for information updates or marketing purposes are:
Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Our lawful bases for collecting or using personal information to comply with legal requirements:
Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:
Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Where we get personal information from
Directly from you
Publicly available sources
Suppliers and service providers
How long we keep information
Retention Schedule
We only keep your personal information for as long as it is necessary to fulfill the purposes for which it was collected and to comply with legal, accounting, or reporting requirements.
Client Records and Contracts: We keep information related to our professional services, including contracts signed via DocuSign and meeting records from Zoom, for 6 years after the end of the client relationship. This period is based on the statutory limitation period for contractual claims under UK law.
Financial and Transaction Data: We store invoices and payment information in Xero for 6 years plus the current financial year to comply with HMRC requirements and the Companies Act for LLPs.
Workflow and Automation Data: Personal data processed through n8n and Cal.com for scheduling and automation is generally deleted or anonymized within 12 months if no formal client relationship is established.
Marketing and Analytics Data: Information collected through Google Performance is retained for 14 to 26 months, depending on the specific analytics settings, to monitor long-term trends and service improvements.
General Inquiries: We keep records of correspondence and inquiries for 2 years from the date of last contact.
Who we share information with
Data processors
IT Service Providers (SaaS)
This data processor does the following activities for us: We use various third-party platforms to provide our services, including scheduling (Cal.com), video conferencing (Zoom), contract management (DocuSign), and financial accounting (Xero). These processors handle client contact details, meeting records, and transaction data on our behalf to ensure efficient service delivery and business operations.
Others we share personal information with
Organisations we’re legally obliged to share personal information with
Sharing information outside the UK
Where necessary, we may transfer personal information outside of the UK. When doing so, we comply with the UK GDPR, making sure appropriate safeguards are in place.
For further information or to obtain a copy of the appropriate safeguard for any of the transfers below, please contact us using the contact information provided above.
Organisation name: Clients and business partners in the DACH region (Germany, Austria, Switzerland
Category of recipient: Recipients of professional consulting services and business communication
Country the personal information is sent to: Germany, Austria, Switzerland
How the transfer complies with UK data protection law: The country or sector has been assessed as providing adequate protection to data subjects (also known as Adequacy Regulations or UK data bridge)
Organisation name: SaaS Providers (e.g., Zoom, Google, DocuSign) and clients in the USA
Category of recipient: Cloud service providers and business partners
Country the personal information is sent to: USA
How the transfer complies with UK data protection law: The country or sector has been assessed as providing adequate protection to data subjects (also known as Adequacy Regulations or UK data bridge)
Where necessary, our data processors will share personal information outside of the UK. When doing so, they comply with the UK GDPR, making sure appropriate safeguards are in place.
For further information or to obtain a copy of the appropriate safeguard for any of the transfers below, please contact us using the contact information provided above.
Organisation name: SaaS Providers (e.g., Zoom, Google, DocuSign, Cal.com).
Category of recipient: Cloud service and IT infrastructure providers.
Country the personal information is sent to: USA, Germany,
How the transfer complies with UK data protection law: The country or sector has been assessed as providing adequate protection to data subjects (also known as Adequacy Regulations or UK data bridge)
How to complain
If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.
If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113