Effective date: 12 August 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 record a random session identifier, pages and products viewed, quotation actions, and campaign or referral information. We do not use analytics for advertising profiles, automated decisions or 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.
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
Enquiry and associated artwork records are retained for the period needed to manage the enquiry, business records, follow-up and any dispute, after which they are reviewed for deletion or anonymisation. Records connected with an active quotation, order, payment, legal obligation, claim or dispute may be retained longer for the applicable operational or statutory period. Unnecessary files may be removed earlier. Analytics records are retained only for as long as needed to understand website performance and are then deleted or aggregated.
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.