Privacy, clearly explained.

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Who is responsible for your information?

Viloso Limited is the data controller for personal information handled through this website, our enquiries, consultations and the optional marketing emails you choose to receive. Viloso Limited is registered in Scotland (company number SC794881) at 9 Arnprior Place, Ayr, Scotland, KA7 4PT.

Viloso Limited also operates Nookell.io under the trading name Nookell. Nookell has its own privacy notice, covering its website and customer services. This notice applies to www.viloso.co.uk.

For all personal data enquiries or rights requests, including access, correction, deletion and objections, contact [email protected]. For Viloso project and sales enquiries, use the contact form on our homepage.

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What information do we collect?

When you contact us through Viloso’s enquiry form, we collect what you choose to provide: your name, email address, enquiry message and whether you have actively opted in to receive Viloso marketing emails. Your message may also include your organisation, website or project details.

When you book a consultation through our Microsoft Bookings link, you may provide your name, contact details, meeting preferences and booking notes. Microsoft processes information needed to arrange the meeting.

If you become a client, we may handle correspondence, website and brand materials, content, approvals, service or support requests and relevant business and billing records. The information depends on the services agreed with you.

Our hosting or security services may process IP addresses, device and browser details, request times, pages visited and security events. External font services may also receive technical information when your browser downloads fonts.

Please do not submit health information, passwords, payment-card details or other sensitive information through our general enquiry form.

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How and why we use information

Responding to enquiries

We use your contact details and message to answer questions, understand your requirements and prepare proposals. Lawful basis: steps requested before a contract, where applicable, or legitimate interests in handling enquiries.

Arranging consultations

We use the information you provide through Microsoft Bookings and Teams to arrange and deliver a requested consultation. Lawful basis: steps before a contract, where applicable, or legitimate interests in managing meetings.

Delivering client work

We use project content, correspondence and related information to provide agreed brand, social media, search, website, ecommerce and consultancy services. Lawful basis: contract, where applicable, or legitimate interests in supplying services to business clients.

Billing and compliance

We handle invoices, business records and information needed to meet legal responsibilities. Lawful basis: contract, legitimate interests and applicable legal obligations.

Security and service improvement

We use technical information to operate and protect the website, limit spam and investigate faults. Lawful basis: legitimate interests and, where applicable, legal obligations.

Optional Viloso marketing emails

If you actively select the separate marketing checkbox, Viloso Limited may send occasional emails with tips and advice on improving and maintaining your online presence, promoting your website and making more of social media. Lawful basis: your consent. You can withdraw that consent at any time.

Making an enquiry does not subscribe you to marketing. Our checkbox is optional and unticked by default. Your decision does not affect how we respond to your enquiry. Where needed to demonstrate consent, we may retain your name, email address, choice, submission date and wording you agreed to.

Analytics and advertising, if introduced

We may use analytics or advertising measurement in future. Where consent is required for cookies or similar technologies, we will obtain it before activating them. See section 08.

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Who may handle your data?

We share personal data with providers only where reasonably necessary to respond to you, provide services, maintain security or meet legal duties. These may include:

• Formspree to receive and process submissions through our enquiry form. See the Formspree privacy notice.
• Microsoft 365 for Viloso email and business correspondence; unsuccessful enquiries may be archived in our mailbox.
• Microsoft Bookings and Teams when you choose to arrange and join a consultation.
• Our website hosting and security providers for delivery, technical records and site protection. Any role played by Cloudflare depends on how the site is deployed.
• Google Fonts to deliver the Geist typeface used by the website; browser requests may send technical information to Google.
• Domain, technical, professional and payment service providers where relevant to a client engagement, and any mailing platform we later use for opted-in emails.

We do not sell your contact details to advertisers. A client project may involve other suppliers; we will explain material arrangements where relevant.

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Where is your data processed?

Viloso Limited is a company registered in Scotland. The hosting location of this Viloso website and the processing locations of individual suppliers are not necessarily the same.

Enquiries through Formspree, correspondence through Microsoft 365, Bookings and Teams, requests to external font services, and any future marketing, analytics or payment suppliers may involve processing or access outside the UK.

Where personal data is transferred internationally and UK data protection law requires protection, we assess the relevant arrangements and rely on applicable UK adequacy provisions or appropriate safeguards.

To ask about safeguards applicable to your information, email [email protected].

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How long do we keep information?

Unsuccessful enquiries are temporarily archived in our Microsoft 365 mailbox. We review them periodically and delete enquiry messages and related records no later than six months after their original submission where the enquiry has not led to a client relationship. We also manage relevant copies kept by enquiry-processing providers, including Formspree, in line with this period. This is a maximum, not a commitment to retain every enquiry for six months.

Marketing opt-in exception: if you actively opt in, we may retain limited contact and consent evidence beyond the enquiry period while the marketing consent remains valid. We do not keep your full unsuccessful enquiry indefinitely just because you opted in.

If you unsubscribe or object to direct marketing, we stop that use and remove information that is no longer needed. We may retain the minimum suppression or consent-history information required to respect your choice and demonstrate compliance.

If you become a client, we retain project, support, billing, tax and contractual records for the relationship and any further period required by law or needed to resolve claims. Website security logs are kept for limited operational periods under hosting arrangements. Consultation records are kept only for as long as needed for the booking, follow-up or any resulting relationship, subject to relevant obligations.

We do not keep personal information solely because it might be useful at an unspecified future time. Ask for further details or request erasure where applicable at [email protected].

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Your rights and choices

Depending on the circumstances, you may have the right to access personal information, correct it, request its deletion, restrict processing, object to processing and receive certain data in a portable format. If we rely on consent, you can withdraw it at any time without affecting earlier lawful processing.

Your right to object to direct marketing is absolute. If you object to using your personal information for direct marketing, we will stop processing it for that purpose. Every Viloso marketing email will explain how to unsubscribe. You can also withdraw consent by emailing [email protected].

For all privacy rights requests, contact [email protected]. We may need to verify your identity before acting on a request.

If you are unhappy with how we handle your information, you can complain to the Information Commissioner’s Office (ICO).

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Cookies, analytics and advertising

As currently built, the Viloso holding page uses website hosting functions, external Google Fonts and a Formspree enquiry form. Its page code does not currently include Google Analytics or advertising tracking scripts. Providers can receive technical information when your browser loads their services.

Essential cookies or equivalent technologies may be used where required for basic website operation and security. If you open the external Microsoft booking page, its own cookies and privacy terms apply.

We may introduce analytics or advertising tracking later. Before using optional cookies or similar technologies that require consent, we will explain their purposes and provide a genuine choice to accept or reject them. We will not set advertising tracking technologies before obtaining the consent required by UK law, and you will be able to withdraw your choice.

You can also manage cookies through your browser settings, although disabling essential features can affect functionality.

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Security and automated decisions

We take reasonable technical and organisational measures to protect personal data, including limiting access to email, forms and services to authorised personnel. No online service can guarantee absolute security.

We do not use details from Viloso enquiries for solely automated decisions that produce legal or similarly significant effects on individuals. We will update this notice if that changes.

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Changes to this privacy notice

We may update this notice when our services, suppliers, marketing practices or legal requirements change. The date at the start of the notice shows its most recent revision. We will provide additional information or consent choices before introducing processing that requires them.

For all personal data requests, contact [email protected]. You can also write to Viloso Limited, 9 Arnprior Place, Ayr, Scotland, KA7 4PT.