Last updated: 1st August 2025
1. Introduction
VFS Systems Limited (“VFS Systems”, “we”, “our”, “us”) is committed to protecting and respecting your privacy. This policy explains how we collect, use, and protect your personal data when you visit www.vfssystems.com.
2. Data Controller
VFS Systems Limited is the data controller responsible for your personal data.
Company Name: VFS Systems Limited
Company Number: 15325166
Registered Address: Unit 24 Whitestone Business Park, Middlesbrough, TS4 2ED, United Kingdom
3. Information We Collect
We may collect and process the following information:
– Identity & Contact Data: name, email, telephone, business name, address.
– Transaction Data: details relating to services purchased.
– Technical Data: IP address, browser type, operating system, and cookies.
– Marketing Data: your preferences for receiving communications.
We only collect what is necessary to deliver our services.
4. How We Use Your Data
We will use your personal data to:
– Provide products and services you request.
– Respond to your enquiries.
– Process and manage payments.
– Send you updates and marketing communications (only where consent has been given).
– Improve our website and customer experience.
Legal bases: contract, consent, legal obligation, and legitimate interest.
5. Cookies
Our website uses cookies to improve functionality and analytics. Non-essential cookies are only activated with your consent, in line with the Privacy and Electronic Communications Regulations (PECR).
You can manage or disable cookies via your browser settings.
6. Sharing Your Data
We will not sell or trade your personal information. We may share data only with:
– Service providers (e.g., hosting, analytics, payment processors) bound by confidentiality.
– Legal authorities, where required by law.
If international transfers are necessary, we ensure adequate safeguards.
7. Data Retention
We keep your personal data only as long as necessary:
– Service-related data: retained for the duration of our relationship and up to 6 years afterwards (for legal/tax purposes).
– Marketing data: retained until you withdraw consent.
8. Your Rights
Under UK GDPR, you have the right to:
– Access your data.
– Correct inaccuracies.
– Request deletion.
– Restrict or object to processing.
– Withdraw consent for marketing at any time.
To exercise these rights, contact us at:
Email: [email protected]
Post: VFS Systems Limited, Unit 24 Whitestone Business Park, Middlesbrough, TS4 2ED.
You may also complain to the Information Commissioner’s Office (ICO) if you are unhappy with how we handle your data: www.ico.org.uk.
9. Security
We implement appropriate technical and organisational measures to keep your personal data safe, including encryption, restricted access, and secure storage.
10. Updates to This Policy
We may update this policy from time to time. Any changes will be posted on this page with an updated ‘Last Updated’ date.
Cookie Policy
1. What Are Cookies?
Cookies are small text files placed on your device when you visit a website. They help websites work efficiently and provide information to the site owners.
2. Types of Cookies We Use
– Strictly Necessary Cookies: Essential for the operation of our website.
– Performance & Analytics Cookies: Help us understand how visitors use our site.
– Functionality Cookies: Remember your preferences.
– Marketing Cookies: Track browsing habits to deliver relevant advertising (only with consent).
3. How We Use Cookies
We use cookies to:
– Ensure the website functions properly.
– Analyse site traffic and usage trends.
– Improve the website’s performance and functionality.
– Deliver relevant advertising (only with your consent).
4. Managing Cookies
You can manage or disable cookies in your browser settings. You may also withdraw your consent at any time via our cookie banner. Please note that disabling certain cookies may affect the functionality of the website.
5. Third-Party Cookies
We may use third-party service providers (such as Google Analytics) to place cookies and collect usage data. These providers are responsible for their own cookie and privacy policies.
6. Updates to This Cookie Policy
We may update this Cookie Policy from time to time. Any changes will be posted on this page with an updated ‘Last Updated’ date.