Privacy Policy

VALIE respects your privacy and is committed to protecting your personal information.

This Privacy Policy explains how personal information is collected, used, stored and protected when you use the VALIE website, contact us, make an enquiry, become a client, or use the VALIE client portal.

1. Who we are

VALIE is a trading name operated by Jake Vale as a sole trader.

For the purposes of UK data protection law, Jake Vale trading as VALIE is the data controller for personal information processed through the website and through the operation of the business.

2. Information we collect

Depending on how you interact with VALIE, we may collect the following information.

Enquiries and prospective clients

When you contact VALIE or submit an enquiry, we may collect:

• your name;
• business or organisation name;
• email address;
• telephone number;
• information about the service you are interested in;
• information about your website, project or business requirements;
• any other information you choose to provide.

Client accounts

If you become a VALIE client and are given access to the client portal, we may process:

• your name;
• business name;
• email address;
• telephone number;
• account status;
• authentication and account-security information;
• details of the company or organisation associated with your account.

Passwords are stored using secure password hashing and are not stored in readable form.

Projects and services

Where VALIE is carrying out work for you, we may process:

• project names and descriptions;
• project requirements;
• project status and progress;
• website addresses and relevant technical information;
• files supplied by you;
• project updates;
• requests and instructions;
• information required to provide ongoing support or website management.

Messages and support requests

The VALIE client portal may store communications between you and VALIE, including:

• messages;
• support requests;
• replies;
• project-related discussions;
• dates and times of communications.

Files

You may provide files through the client portal or through other agreed methods.

These may include documents, images, website assets and other material required to provide VALIE services.

You should avoid sending personal or sensitive information that is not necessary for the relevant project.

Technical and security information

When you use the VALIE website or client portal, certain technical information may be processed automatically, including:

• IP address;
• browser and device information;
• request dates and times;
• security and authentication events;
• session information;
• error and application logs.

This information is used primarily to operate, secure, troubleshoot and improve the service.

3. How we obtain your information

Most personal information processed by VALIE is provided directly by you when you:

• submit an enquiry;
• contact VALIE by email or another communication method;
• become a client;
• activate a client account;
• use the client portal;
• send a message or support request;
• upload a file;
• provide information necessary for a project.

We may also receive business contact information from publicly available business sources where appropriate, for example where VALIE contacts a business regarding its services.

4. Why we use your information

VALIE may use personal information to:

• respond to enquiries;
• discuss potential work;
• prepare quotations or proposals;
• establish and manage client relationships;
• create and administer client accounts;
• provide website development, support and related services;
• manage projects;
• communicate with clients;
• handle support requests;
• provide files and project updates;
• send account invitations and password-reset communications;
• maintain the security of the website and client portal;
• investigate errors, abuse or security incidents;
• maintain appropriate business and financial records;
• comply with legal obligations.

5. Lawful bases for processing

Under UK data protection law, VALIE must have a lawful basis for processing personal information.

Depending on the circumstances, VALIE may rely on the following lawful bases.

Contract

We may process information where this is necessary to:

• take steps at your request before entering into a contract; or
• perform services that we have agreed to provide to you.

This may apply when responding to a request for a quotation or managing an active client project.

Legitimate interests

We may process information where this is necessary for the legitimate interests of VALIE or a client, provided those interests are not overridden by your rights and interests.

These interests may include:

• operating and improving VALIE;
• maintaining client relationships;
• protecting the website and client portal;
• preventing misuse or fraud;
• maintaining appropriate business records;
• communicating with existing or prospective business customers where appropriate.

Legal obligation

We may process or retain information where this is required to comply with a legal obligation, including applicable tax, accounting or regulatory requirements.

Consent

Where consent is specifically required, we will ask for it.

Where processing is based on consent, you may withdraw that consent at any time.

6. Who we share information with

VALIE does not sell personal information.

We may share information with trusted service providers where this is necessary to operate the business or provide services.

These may include providers of:

• website hosting;
• domain and DNS services;
• email services;
• infrastructure and server services;
• software and technical services;
• payment or accounting services, where introduced;
• professional legal, financial or accounting advice.

These providers may process personal information on our behalf or as independent controllers depending on the service they provide.

We may also disclose information where required by law or where reasonably necessary to establish, exercise or defend legal rights.

7. International transfers

Some technology or service providers used by VALIE may process information outside the United Kingdom.

Where personal information is transferred internationally, VALIE will take reasonable steps to ensure that appropriate safeguards required by UK data protection law are in place.

The specific providers used by VALIE may change as the business develops.

8. How long we keep information

VALIE keeps personal information only for as long as reasonably necessary for the purpose for which it was collected, including legal, accounting, security and operational requirements.

Retention periods may vary depending on the type of information.

For example:

• unsuccessful enquiries may be retained for a reasonable period to allow follow-up and maintain business records;
• client and project records may be retained throughout the client relationship and for an appropriate period afterwards;
• financial and transaction records may be retained for the period required by applicable tax and accounting law;
• security and application logs may be retained for a limited period for troubleshooting and security purposes;
• expired or used authentication tokens may be deleted or rendered unusable once they are no longer required.

VALIE will review retention practices as the business and systems develop.

9. Client accounts and security

VALIE uses technical and organisational measures designed to protect personal information.

These include, where appropriate:

• encrypted HTTPS connections;
• password hashing;
• restricted administrative access;
• access controls between client accounts;
• secure authentication tokens;
• CSRF protection;
• private file storage;
• controlled file-download access;
• security logging;
• software and infrastructure maintenance.

No internet-based system can be guaranteed to be completely secure, but VALIE takes reasonable measures to reduce the risk of unauthorised access, loss or misuse.

10. Cookies and sessions

The VALIE website and client portal may use cookies or similar browser storage required for essential functionality, including:

• maintaining secure login sessions;
• protecting account functionality;
• supporting security features.

More information is available in the VALIE Cookie Policy.

If VALIE introduces analytics, advertising or other non-essential cookies in the future, the cookie information and consent mechanism will be updated before those technologies are used where required.

11. Marketing

VALIE may contact businesses regarding VALIE services where this is lawful and appropriate.

We will not sell contact information to third parties for marketing.

Where you have the right to object to or opt out of marketing communications, you can do so at any time by contacting:

contact@valie.uk

12. Your data protection rights

Depending on the circumstances, UK data protection law may give you rights including the right to:

• request access to personal information held about you;
• request correction of inaccurate or incomplete information;
• request deletion of your information;
• request restriction of processing;
• object to certain processing;
• request transfer of information in certain circumstances;
• withdraw consent where processing is based on consent.

These rights are not absolute and may depend on the circumstances and the lawful basis being relied upon.

To make a request, contact:

contact@valie.uk

We may need to verify your identity before responding to a request.

13. Complaints

If you have concerns about how VALIE handles your personal information, please contact us first so that we can investigate the issue.

You also have the right to complain to the Information Commissioner's Office (ICO), the UK's data protection regulator.

Information about making a complaint is available on the ICO website.

14. Automated decision-making

VALIE does not currently use personal information to make solely automated decisions that produce legal or similarly significant effects.

15. Children's information

VALIE's services are intended for businesses and their representatives and are not designed for children.

VALIE does not knowingly seek to collect personal information from children through its business services.

16. Third-party websites

The VALIE website may contain links to websites operated by third parties.

VALIE is not responsible for the privacy practices or content of those external websites. You should review the privacy information provided by those organisations.

17. Changes to this Privacy Policy

VALIE may update this Privacy Policy as the business, website, services or legal requirements change.

The current version will be published on the VALIE website together with the date it was last updated.

18. Contact

For privacy questions, requests or concerns, contact: