Privacy Policy

Vanilla Pixl Ltd is a digital agency based in London, United Kingdom.

Company registration details: [Company registration number and registered address to be confirmed]. For any privacy query, contact us at hello@vanillapixl.com.

We collect personal data you give us directly through the forms on this site:

• Contact form: name, email, company, website and message.
• Website audit request: name, business name, email, website URL, phone and project details.
• Project onboarding: business and contact details, branding and content assets, competitor information and uploaded files.
• Newsletter (Vanilla Highlights): first name and email, with your explicit consent.
• Careers applications: name, email, phone, location, CV, experience and your reasons for applying.
• Affiliate applications: name, email, website or social profile, audience type and promotion plans.

We use your data to respond to enquiries, deliver our services, send the newsletter where you've subscribed, assess job and affiliate applications, and improve our website and services.

We do not use your data for anything incompatible with the reason you provided it.

We process personal data on the following lawful bases:

• Consent — for newsletter sign-ups and careers/affiliate applications.
• Contract — to take steps before a contract and to deliver services to clients.
• Legitimate interests — to respond to enquiries and improve our services, where this doesn't override your rights.
• Legal obligation — where we're required to keep records.

We only send marketing emails (the Vanilla Highlights newsletter) to people who have explicitly consented. You can unsubscribe at any time using the link in any email or by contacting us. We never pre-tick consent boxes.

We use a small number of cookies and local storage to run the site and remember your preferences. Full details are in our Cookie Policy.

Non-essential cookies are only set after you've given consent, and you can change your choice at any time via the Cookie Preferences link in the footer.

We rely on trusted third parties to operate the site and deliver services, including:

• Hosting & platform: Base44 (the platform this site is built on).
• Email: [email service provider to be confirmed].
• File storage: secure storage for files you upload through our forms.
• Affiliate tracking: Post Affiliate Pro and ClickBank, where applicable and once configured.

We only share data with processors where necessary and under appropriate agreements.

We keep personal data only for as long as we need it for the purpose it was collected. Enquiry data is kept while we're in conversation and for a reasonable period afterwards; client data for the life of the relationship and any legal retention period; newsletter data until you unsubscribe; and application data for up to [retention period to be confirmed] unless you ask us to delete it sooner.

We take reasonable technical and organisational measures to protect your data, including secure storage, access controls and encrypted transmission. No system is perfectly secure, but we work to keep your information safe.

Some of our processors may operate outside the UK and EEA. Where this happens, we rely on appropriate safeguards such as UK International Data Transfer Agreements or the EU-US Data Privacy Framework, and only transfer data where it's adequately protected.

Under UK GDPR and the Data Protection Act 2018, you have the right to:

• Be informed about how we use your data
• Access the personal data we hold about you
• Rectify inaccurate data
• Erase your data (the "right to be forgotten")
• Restrict or object to processing
• Data portability
• Withdraw consent at any time, without affecting processing already done

To exercise any of these rights, email hello@vanillapixl.com. We respond within one month, free of charge.

If you're unhappy with how we handle your data, please contact us first and we'll do our best to resolve it.

You also have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk or on 0303 123 1113.

We may update this policy from time to time. The "last updated" date above shows when it was last revised. Material changes will be reflected here and, where appropriate, communicated to you directly.