Vanoova Privacy Policy

Welcome to Vanoova.

Vanoova Ltd ("Vanoova", "we", "us" or "our") provides commercial lead generation, AI-assisted prospecting, automated outreach, website design and related digital services for businesses.

We are committed to protecting your personal information and respecting your privacy.

This Privacy Policy explains how we collect, use, store, share and protect personal information when you:

• Visit our website.
• Enquire about or purchase our services.
• Complete a sign-up or contact form.
• Access your private Vanoova client dashboard.
• Communicate with us by email or other means.
• Receive business communications sent by us or on behalf of our customers.

It also explains your rights regarding your personal information and how you can contact us about privacy-related matters.

Vanoova Ltd is a business providing commercial lead generation and digital services.

Our contact details are:

• Business name: Vanoova Ltd
• Email: support@vanoova.com

For questions about this Privacy Policy, your personal information or your data protection rights, please contact us using the email address above.

We may collect the following categories of personal information.

We may use your personal information for the following purposes.

Providing our services

To deliver commercial lead generation, prospect research, outreach campaigns, website design, account management and customer support.

Managing customer accounts

To process enquiries, manage subscriptions, provide access to customer dashboards and communicate with customers.

Commercial prospecting

To identify relevant businesses, research professional contacts, prepare business communications, conduct outreach and organise interested responses.

Communication

To respond to enquiries, provide service updates and communicate with you about your account or campaign.

Billing and administration

To manage payments, subscriptions, invoices and business records.

Website improvement

To understand how our website is used and improve its functionality, performance and security.

Marketing

To communicate information about our services where permitted by applicable law.

Legal and security purposes

To comply with legal obligations, protect our systems and prevent unauthorised access or misuse.

Where UK data protection law applies, we process personal information under one or more of the following lawful bases.

Contract

Where processing is necessary to provide our services or take steps at your request before entering into a contract.

Legitimate interests

Where processing is necessary for legitimate business purposes, such as managing customer relationships, maintaining security or conducting appropriate commercial prospecting, provided those interests are not overridden by individuals' rights and interests.

Consent

Where you have given valid consent for a particular processing activity, such as certain marketing communications or non-essential cookies.

Legal obligation

Where processing is necessary to comply with applicable legal requirements.

Where consent is required by applicable law, we will obtain it before carrying out the relevant activity.

Vanoova provides commercial lead generation services to businesses seeking to connect with potential business customers.

As part of these services, we may:

• Identify businesses matching a customer's target market.
• Research relevant organisations and professional contacts.
• Prepare personalised business communications.
• Send commercial outreach messages.
• Manage follow-up communications.
• Monitor responses.
• Provide interested prospect information to our customers.

We aim to conduct commercial outreach in accordance with applicable data protection and electronic marketing requirements.

Where required, we will obtain appropriate consent before sending marketing communications.

We respect applicable requests to stop receiving marketing communications.

If you receive an outreach message sent by Vanoova and wish to stop receiving further communications, you can use the opt-out method provided in the message or contact:

support@vanoova.com

Where applicable, we will record your request and take appropriate steps to prevent further marketing communications.

Vanoova may use artificial intelligence and automation to assist with the delivery of our services.

These technologies may support:

• Commercial prospect research
• Business information organisation
• Personalised outreach preparation
• Campaign management
• Automated follow-ups
• Response categorisation
• Lead identification
• Campaign reporting

Where personal information is processed using AI or automation tools, we aim to limit the information processed to what is necessary for the relevant purpose.

We do not use AI-generated prospect assessments as the sole basis for decisions that produce legal or similarly significant effects on individuals.

We remain responsible for meeting our applicable data protection obligations when using AI-assisted services.

We use third-party services to operate Vanoova and deliver our services.

These include:

• GoHighLevel (GHL) — Used to support website functionality, customer relationship management, contact forms, customer information, campaign management and related business operations.
• Google Gmail — Used for business email communications, customer enquiries, customer support and related correspondence.

• Our customers, where necessary to deliver commercial lead generation services.
• Website hosting and domain providers.
• Payment processors.
• Professional advisers.
• Regulatory authorities where legally required.

Depending on the services provided, we may also share relevant information with:

We only share personal information where there is an appropriate business or legal reason to do so.

We do not sell our customers' personal information to unrelated third parties for their independent marketing purposes.

Where we provide commercial prospect information to a customer as part of our lead generation services, that customer may have separate data protection responsibilities regarding its subsequent use.

Some of the technology providers used by Vanoova may process or store personal information outside the United Kingdom.

Where international transfers of personal information take place, we will apply appropriate safeguards where required by applicable data protection law.

These may include recognised adequacy arrangements, approved contractual safeguards or other lawful transfer mechanisms.

You may contact us for further information about international transfers relevant to your personal information.

Our website may use cookies and similar technologies to support its functionality and improve the visitor experience.

• Essential cookies: Required for core website functionality, security and account access.
• Analytics cookies: Used to understand website traffic and visitor interactions, where enabled.
• Marketing cookies: Used to measure advertising performance and support marketing activities, where enabled.

These may include:

Where legally required, we will obtain your consent before using non-essential cookies or similar tracking technologies.

You can manage cookies through your browser settings and any cookie preference controls provided on our website.

We retain personal information only for as long as reasonably necessary for the purposes for which it was collected.

The length of time we retain information depends on factors such as:

• Whether you remain an active Vanoova customer.
• Whether the information is required to deliver an ongoing service.
• Whether the information is relevant to an active commercial outreach campaign.
• Whether we need the information to respond to an enquiry or provide customer support.
• Whether applicable laws require us to retain particular records.
• Whether the information is needed to respect an unsubscribe or marketing opt-out request.

We will review the personal information we hold and delete or anonymise information when it is no longer reasonably necessary, unless continued retention is required or permitted by law.

We may retain limited information necessary to respect marketing opt-out requests and prevent further unwanted communications.

You may contact us at support@vanoova.com to request deletion of your personal information, subject to applicable legal requirements.

We take reasonable technical and organisational measures to protect personal information against unauthorised access, loss, misuse, alteration and disclosure.

These measures may include:

• Restricted access to customer information.
• Account authentication and password protection.
• Appropriate access permissions.
• Secure website connections.
• Use of established third-party technology providers.
• Procedures for reviewing and responding to security incidents.

No internet-based service can guarantee complete security.

If we become aware of a personal data breach, we will assess the incident and make any notifications required by applicable law.

Depending on your location and applicable law, you may have the right to:

• Request access to your personal information.
• Request correction of inaccurate information.
• Request deletion of your information in certain circumstances.
• Request restriction of certain processing activities.
• Object to processing based on legitimate interests.
• Object to the use of your personal information for direct marketing.
• Withdraw consent where processing is based on consent.
• Request data portability where applicable.
• Lodge a complaint with the relevant data protection authority.

To exercise your applicable rights, please contact:

support@vanoova.com

We may need to verify your identity before responding to certain requests.

We will respond within the time limits required by applicable law.

You have the right to object to the processing of your personal information for direct marketing.

If you receive a marketing communication from Vanoova or through our services, you may request that further marketing communications stop.

You can do this by using the opt-out method included in the communication or emailing:

support@vanoova.com

Where applicable, we will stop processing your personal information for direct marketing and maintain appropriate suppression information to respect your request.

Vanoova's services are intended for businesses and professional users.

Our services are not directed to children, and we do not knowingly collect personal information from children for the purpose of providing our commercial services.

If you believe a child has provided us with personal information, please contact us so that we can review the matter and take appropriate action.

Our website and communications may contain links to third-party websites or services.

We are not responsible for the privacy practices of independent third-party websites.

We encourage you to review their privacy policies before providing personal information.

We may update this Privacy Policy periodically to reflect changes to our services, technology, business practices or applicable legal requirements.

When we make changes, we will update the date displayed at the top of this policy.

Where required by law, we will provide additional notice or obtain consent before making changes that affect how your personal information is processed.

If you have any questions about this Privacy Policy, your personal information or your data protection rights, please contact us.

• Vanoova Ltd
• Email: support@vanoova.com

We will review and respond to privacy-related enquiries in accordance with applicable data protection requirements.