Effective date: 6 October 2026
Last updated: 9 October 2026.
Data controller: Vivaese Ltd (company no. 16859231), registered in England and Wales. Registered office: Unit A, 82 James Carter Road, Mildenhall, United Kingdom, IP28 7DE. Privacy enquiries: [email protected].
Information we collect
When you request a quotation, contact us or use the Product Preview Tool, we collect the contact, organisation, product, quantity, print, budget, delivery and project information you provide. This can include uploaded artwork and reference files, design-placement data, correspondence, quotation status and the enquiry reference. You do not have to provide optional fields, but missing information may limit our ability to prepare an accurate quotation.
We normally receive this information directly from you. If a colleague, agent or other contact submits a brief for you, we may receive the information from that person. We also receive the technical information required to secure the service, such as a hashed representation of a request IP address and browser information.
If you choose analytics, we use first-party analytics and Google Analytics 4 to record pages and products viewed, quotation actions, campaign or referral information, and browser and device information. Google processes technical connection information, including your IP address, when receiving analytics requests. We do not send your quotation form contents, contact details, artwork, file URLs or enquiry reference to Google Analytics. We disable Google advertising signals and advertising personalisation, and do not use analytics for automated decisions that produce legal or similarly significant effects.
How and why we use information
We use enquiry and project information to take steps at your request before entering into a contract and, where a project proceeds, to perform the contract. We use limited records for our legitimate interests in operating and securing the service, preventing abuse, maintaining an audit trail, responding to enquiries and improving our business processes. We process records when needed to meet legal obligations. Optional analytics are processed only with your consent, which you can withdraw at any time through the Cookie Policy.
Who receives information
Access is limited to authorised Vivaese staff and suppliers that need the information to assess, quote, design, manufacture, quality-check or deliver your project. We also use contracted providers for website hosting, databases, private file storage, security and transactional email. We may disclose information where required by law, to protect legal rights or in connection with a business reorganisation. We do not sell personal information or use it for third-party behavioural advertising.
With your analytics consent, Google also receives website analytics data as our analytics service provider. For information about Google’s processing, see its privacy policy at https://policies.google.com/privacy. Google may process this information outside the United Kingdom.
With your separate advertising measurement consent, Google Ads processes advertising click identifiers and website measurement data to help measure enquiries from advertising. We do not upload your quotation contents, contact details, artwork or enquiry reference to Google Ads, and do not enable personalised advertising. You can withdraw this consent through the Cookie Policy.
With your separate heatmap and session recording consent, Microsoft Clarity receives public browsing interaction and technical connection data. We use strict text masking and exclude quotation, thank-you, Product Preview Tool and administration pages and URLs with query parameters or fragments. Microsoft may process data outside the United Kingdom. See https://privacy.microsoft.com/privacystatement. You can withdraw this consent through the Cookie Policy.
International processing
Some staff, manufacturing partners or service providers may access or process information outside the United Kingdom. Where this happens, we use the applicable legal transfer mechanism and appropriate contractual or organisational safeguards. You can contact us for information about the safeguards relevant to your data.
Retention
We review ordinary enquiry and associated artwork records for deletion or anonymisation 12 months after the last substantive project communication. We keep records longer only where needed for an active quotation, order, payment, legal obligation, claim or dispute, and review that need again when the matter ends. Unnecessary files may be removed earlier. This is a retention-review period, not a promise of automatic deletion on a fixed date. You can request deletion at any time using the contact details above; we assess requests against our continuing business and legal obligations.
Optional analytics records are reviewed separately and removed or anonymised when they are no longer needed to understand website performance. Copies in email, private file storage and backups are included in retention reviews; any restricted backup copy is removed through its normal replacement cycle and is not used for routine project work.
Your rights
Depending on the circumstances, you may ask for access, correction, deletion, restriction or portability of your personal information. You may object at any time to processing based on legitimate interests, and may withdraw analytics consent at any time without affecting earlier lawful processing. Contact [email protected] to make a request. We may need to verify your identity before acting.
You can also complain to the UK Information Commissioner's Office. We would appreciate the opportunity to address your concern first.
Security and changes
We use HTTPS, role-based access controls, private object storage, file validation, rate limiting and submission safeguards. No system is completely secure, so please avoid sending unnecessary sensitive information in an enquiry. We may update this policy when our service or legal obligations change; the effective date above identifies the current version.