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Privacy Policy

Introduction
 

Welcome to the Vertex Fire Inspections privacy policy.
 

Vertex Fire Inspections is a reference to Vertex Fire Inspections Ltd (a company incorporated in England and Wales under company registration number 16416536).  References to the “Site” in this privacy policy are to Vertex Fire Inspections’ website.  References to the “Services” in this privacy notice are to services performed by Vertex Fire Inspections from time to time.
 

Vertex Fire Inspections respects your privacy and is committed to protecting your personal data. This privacy policy will inform you as to how Vertex Fire Inspections looks after your personal data when Vertex Fire Inspections receives it as a result of your use of the Site (regardless of where you visit it from) and/or as a result of providing the Services. This privacy policy tells you about your privacy rights and how the law protects you.
 

  1. Important information and who Vertex Fire Inspections is
     

Purpose of this privacy policy

This privacy policy aims to give you information on how Vertex Fire Inspections collects and processes your personal data through your use of the Site and/or the Services, including any data you may provide when you use the Site and/or the Services.

The Site and the Services are not intended for use by children and Vertex Fire Inspections does not knowingly collect data relating to children.
 

It is important that you read this privacy policy together with any other privacy policy or fair processing policy Vertex Fire Inspections may provide on specific occasions when Vertex Fire Inspections is collecting or processing personal data about you so that you are fully aware of how and why Vertex Fire Inspections is using your data. This privacy policy supplements other notices and privacy policies and is not intended to override them.
 

Controller
 

Vertex Fire Inspections is the controller and responsible for your personal data, unless it is acting as a processor on behalf of a third party controller or processor.
 

Vertex Fire Inspections has appointed a data privacy manager who is responsible for overseeing questions in relation to this privacy policy. If you have any questions about this privacy policy, including any requests to exercise your legal rights, please contact the data privacy manager using the details set out below.
 

Contact details
 

If you have any questions about this privacy policy or Vertex Fire Inspections’ privacy practices, please contact Vertex Fire Inspections’ data privacy manager in the following ways:
 

Email address: info@vertexfireinspections.co.uk

Postal address: 85 Great Portland Street, First Floor, London, W1W 7LT.
 

You have the right to make a complaint at any time to the Information Commissioner's Office (“ICO”), the United Kingdom (“UK”) regulator for data protection issues (www.ico.org.uk). Vertex Fire Inspections would, however, appreciate the chance to deal with your concerns before you approach the ICO and so please contact Vertex Fire Inspections in the first instance.
 

Changes to the privacy policy and your duty to inform Vertex Fire Inspections of changes
 

Vertex Fire Inspections keeps its privacy policy under regular review. This version was last updated in July 2025.

It is important that the personal data Vertex Fire Inspections holds about you is accurate and current. Please keep Vertex Fire Inspections informed if your personal data changes during your relationship with Vertex Fire Inspections.
 

Third-party links
 

The Site may include links to third-party websites, plug-ins and applications (including those of third parties for the purposes of taking payments). Clicking on those links or enabling those connections may allow third parties to collect or share data about you. Vertex Fire Inspections does not control these third-party websites, plug-ins or applications and is not responsible for their privacy statements. When you leave the Site, Vertex Fire Inspections encourages you to read the privacy policy of every website, plug-in and application you visit.
 

 2.The data Vertex Fire Inspections collects about you
 

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

Vertex Fire Inspections may collect, use, store and transfer different kinds of personal data about you which Vertex Fire Inspections has grouped together as follows:
 

  • Identity Data includes first name, maiden name, last name, username or similar identifier, marital status, title, date of birth and gender.

  • Contact Data includes email address and telephone numbers.

  • Digital Data includes video and audio recordings.

  • AI Detection and Photographs includes photographs to identify users.

  • Technical Data includes internet protocol address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, and other technology on the devices you use to access the Site.

  • Profile Data includes your username and password, preferences, feedback and survey responses. 

  • Usage Data includes information about how you use the Site.

  • Marketing and Communications Data includes your preferences in receiving marketing from Vertex Fire Inspections and Vertex Fire Inspections’ third parties and your communication preferences.
     

Vertex Fire Inspections may also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data could be derived from your personal data but is not considered personal data in law as this data will not directly or indirectly reveal your identity. For example, Vertex Fire Inspections may aggregate your Usage Data to calculate the percentage of users accessing a specific feature of the Site. However, if Vertex Fire Inspections combines or connects Aggregated Data with your personal data so that it can directly or indirectly identify you, Vertex Fire Inspections treats the combined data as personal data which will be used in accordance with this privacy policy.
 

With the exception of Digital Data and AI Detection and Photographs, Vertex Fire Inspections does not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health, and genetic and biometric data). Nor does Vertex Fire Inspections collect any information about criminal convictions and offences.
 

If you fail to provide personal data
 

Where Vertex Fire Inspections needs to collect personal data by law, or under the terms of a contract Vertex Fire Inspections has with you, and you fail to provide that data when requested, Vertex Fire Inspections may not be able to perform that contract and may not be able to provide you with access to the Site and/or the Services.

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 3. How is your personal data collected?
 

Vertex Fire Inspections may use different methods to collect data from and about you including through:
 

  • Direct interactions. You may give Vertex Fire Inspections your Identity and Contact Data by filling in forms (including through the Site) or by corresponding with Vertex Fire Inspections by post, phone, email or otherwise. This includes personal data you provide when you:

  • apply to use the Site;

  • create an account on the Site; or

  • give Vertex Fire Inspections feedback or contact Vertex Fire Inspections.

  • Automated technologies or interactions. As you interact with the Site, Vertex Fire Inspections may automatically collect Technical Data about your equipment, browsing actions and patterns. Vertex Fire Inspections may use serving cookies and other similar technologies to do this. Vertex Fire Inspections may also receive Technical Data about you if you visit other websites, plug-ins or applications employing Vertex Fire Inspections’ cookies.

  • Third parties. Vertex Fire Inspections may receive personal data about you from third parties. Vertex Fire Inspections may also record telephone conversations it has with you

    4. How Vertex Fire Inspections uses your personal data
     

Vertex Fire Inspections will only use your personal data when the law allows Vertex Fire Inspections to. Most commonly, Vertex Fire Inspections will use your personal data in the following circumstances:
 

  • Where Vertex Fire Inspections needs to perform a contract Vertex Fire Inspections has with you.

  • Where it is necessary for Vertex Fire Inspections’ legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.

  • Where Vertex Fire Inspections needs to comply with a legal obligation.
     

Refer to the Glossary to find out more about the types of lawful basis that Vertex Fire Inspections will rely on to process your personal data.
 

Generally, Vertex Fire Inspections does not rely on consent as a legal basis for processing your personal data although Vertex Fire Inspections will get your consent before sending third party direct marketing communications to you via email or text message. You have the right to withdraw consent to marketing at any time by contacting Vertex Fire Inspections.
 

Purposes for which Vertex Fire Inspections will use your personal data
 

Vertex Fire Inspections uses the information collected for the following purposes:
 

  • Improving the overall functionality and security of the Site.

  • Otherwise providing you with access to the Site.

  • Performing the Services.
     

Vertex Fire Inspections has set out below, in a table format, a description of all the ways Vertex Fire Inspections may use your personal data, and which of the legal bases Vertex Fire Inspections relies on to do so. Vertex Fire Inspections has also identified what Vertex Fire Inspections’ legitimate interests are where appropriate.
 

Note that Vertex Fire Inspections may process your personal data for more than one lawful ground depending on the specific purpose for which Vertex Fire Inspections is using your data. Please contact Vertex Fire Inspections if you need details about the specific legal ground Vertex Fire Inspections is relying on to process your personal data where more than one ground has been set out in the table below.
 

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Cookies
 

Vertex Fire Inspections may use cookies to monitor how users use the Site. This helps Vertex Fire Inspections to understand how users use the Site so Vertex Fire Inspections can improve things like layout, function and design.
 

A cookie is a piece of information stored on your computer’s hard drive that records how you have used a website, plug-in or application. The next time you visit that website, application or plug-in, it can tailor your options based on the information it has stored about your last visit.
 

You can set your browser to refuse all or some browser cookies, or to alert you when websites, plug-ins or applications set or access cookies. If you disable or refuse cookies, please note that some parts of the Site may become inaccessible or not function properly.

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Change of purpose
 

Vertex Fire Inspections will only use your personal data for the purposes for which Vertex Fire Inspections collected it, unless Vertex Fire Inspections reasonably considers that Vertex Fire Inspections needs to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact Vertex Fire Inspections.
 

If Vertex Fire Inspections needs to use your personal data for an unrelated purpose, Vertex Fire Inspections will notify you and Vertex Fire Inspections will explain the legal basis which allows Vertex Fire Inspections to do so.

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Please note that Vertex Fire Inspections may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

 

 5. Disclosures of your personal data
 

Vertex Fire Inspections does not sell, trade or otherwise transfer your information to third parties except as set out in this privacy notice. Your personal data is only disclosed in accordance with this privacy notice, applicable laws or with your explicit consent.
 

 6. International transfers
 

Vertex Fire Inspections may transfer your personal data to countries outside the UK. Although such countries may not be subject to the same data protection laws as organisations based in the UK, Vertex Fire Inspections will take steps to make sure they provide an adequate level of protection in accordance with UK data protection law. By submitting your personal information to Vertex Fire Inspections, you agree to this transfer, storing or processing at a location outside the UK.
 

Whenever Vertex Fire Inspections transfers your personal data out of the UK, Vertex Fire Inspections will ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:
 

  • Vertex Fire Inspections will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data.

  • Where Vertex Fire Inspections uses certain service providers, Vertex Fire Inspections may use specific contracts approved for use in the UK which give personal data the same protection it has in the UK. 
     

Please contact Vertex Fire Inspections if you want further information on the specific mechanism used by Vertex Fire Inspections when transferring your personal data outside of the UK.
 

 7. Data security

Vertex Fire Inspections has put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, Vertex Fire Inspections limits access to your personal data to those employees, clients, agents, contractors and other third parties who have a business need to know. They will only process your personal data on Vertex Fire Inspections’ instructions and they are subject to a duty of confidentiality.

Vertex Fire Inspections has put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where Vertex Fire Inspections is legally required to do so.
 

 8. Data retention
 

How long will Vertex Fire Inspections use your personal data for?
 

Vertex Fire Inspections will only retain your personal data for as long as reasonably necessary to fulfil the purposes Vertex Fire Inspections collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. Vertex Fire Inspections may retain your personal data for a longer period in the event of a complaint or if Vertex Fire Inspections reasonably believes there is a prospect of litigation in respect to Vertex Fire Inspections’ relationship with you.

To determine the appropriate retention period for personal data, Vertex Fire Inspections considers the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which Vertex Fire Inspections processes your personal data and whether Vertex Fire Inspections can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements.

By law Vertex Fire Inspections may have to keep basic information about users of the Site (including Contact and Identity Data) for 6 years after the cessation of a relevant client relationship for tax and other purposes.

In some circumstances you can ask Vertex Fire Inspections to delete your data: see your legal rights below for further information.

In some circumstances Vertex Fire Inspections may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes, in which case Vertex Fire Inspections may use this information indefinitely without further notice to you.

 

 9. Your legal rights
 

Under certain circumstances, you have rights under data protection laws in relation to your personal data.

If you wish to exercise any of these rights, please contact Vertex Fire Inspections.
 

No fee usually required
 

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, Vertex Fire Inspections may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, Vertex Fire Inspections could refuse to comply with your request in these circumstances.

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What Vertex Fire Inspections may need from you
 

Vertex Fire Inspections may need to request specific information from you to help Vertex Fire Inspections confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. Vertex Fire Inspections may also contact you to ask you for further information in relation to your request to speed up Vertex Fire Inspections’ response.

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Time limit to respond
 

Vertex Fire Inspections will try to respond to all legitimate requests within 1 month. Occasionally it could take Vertex Fire Inspections longer than a month if your request is particularly complex or you have made a number of requests. In this case, Vertex Fire Inspections will notify you and keep you updated.
 

 10. Glossary
 

LAWFUL BASIS
 

Legitimate Interest means the interest of Vertex Fire Inspections’ business in conducting and managing Vertex Fire Inspections’ business to enable Vertex Fire Inspections to give you the best service/product and the best and most secure experience. Vertex Fire Inspections makes sure Vertex Fire Inspections considers and balances any potential impact on you (both positive and negative) and your rights before Vertex Fire Inspections’ processes your personal data for Vertex Fire Inspections’ legitimate interests. Vertex Fire Inspections does not use your personal data for activities where Vertex Fire Inspections’ interests are overridden by the impact on you (unless Vertex Fire Inspections has your consent or is otherwise required or permitted to by law). You can obtain further information about how Vertex Fire Inspections assesses Vertex Fire Inspections’ legitimate interests against any potential impact on you in respect of specific activities by contacting Vertex Fire Inspections.
 

Performance of Contract means processing your data where it is necessary for the performance of a contract to which you or to take steps at your request before entering into such a contract.
 

Comply with a legal obligation means processing your personal data where it is necessary for compliance with a legal obligation that Vertex Fire Inspections is subject to.
 

THIRD PARTIES
 

Internal Third Parties
 

Other companies in the group of companies to which Vertex Fire Inspections belongs acting as joint controllers or processors.
 

External Third Parties
 

  • Service providers acting as processors based inside and outside of the UK.

  • Professional advisers acting as processors or joint controllers including lawyers, bankers, auditors and insurers who provide consultancy, banking, legal, insurance and accounting services.

  • HM Revenue & Customs, regulators and other authorities acting as processors or joint controllers based in the UK who require reporting of processing activities in certain circumstances.
     

YOUR LEGAL RIGHTS
 

You have the right to:
 

Request access to your personal data (commonly known as a "data subject access request"). This enables you to receive a copy of the personal data Vertex Fire Inspections holds about you and to check that Vertex Fire Inspections is lawfully processing it.
 

Request correction of the personal data that Vertex Fire Inspections holds about you. This enables you to have any incomplete or inaccurate data Vertex Fire Inspections holds about you corrected, though Vertex Fire Inspections may need to verify the accuracy of the new data you provide to Vertex Fire Inspections.
 

Request erasure of your personal data. This enables you to ask Vertex Fire Inspections to delete or remove personal data where there is no good reason for Vertex Fire Inspections continuing to process it. You also have the right to ask Vertex Fire Inspections to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where Vertex Fire Inspections may have processed your information unlawfully or where Vertex Fire Inspections is required to erase your personal data to comply with local law. Note, however, that Vertex Fire Inspections may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
 

Object to processing of your personal data where Vertex Fire Inspections is relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where Vertex Fire Inspections is processing your personal data for direct marketing purposes. In some cases, Vertex Fire Inspections may demonstrate that Vertex Fire Inspections has compelling legitimate grounds to process your information which override your rights and freedoms.
 

Request restriction of processing of your personal data. This enables you to ask Vertex Fire Inspections to suspend the processing of your personal data in the following scenarios:

  • If you want Vertex Fire Inspections to establish the data's accuracy.

  • Where Vertex Fire Inspections’ use of the data is unlawful but you do not want Vertex Fire Inspections to erase it.

  • Where you need Vertex Fire Inspections to hold the data even if Vertex Fire Inspections no longer requires it as you need it to establish, exercise or defend legal claims.

  • You have objected to Vertex Fire Inspections’ use of your data but Vertex Fire Inspections needs to verify whether Vertex Fire Inspections has overriding legitimate grounds to use it.
     

Request the transfer of your personal data to you or to a third party. Vertex Fire Inspections will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for Vertex Fire Inspections to use or where Vertex Fire Inspections used the information to perform a contract with you.
 

Withdraw consent at any time where Vertex Fire Inspections is relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, Vertex Fire Inspections may not be able to provide continued access to the Site and/or the Services to you. Vertex Fire Inspections will advise you if this is the case at the time you withdraw your consent.

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