Privacy Policy
Last updated: 20 May 2026
This Privacy Policy explains how Vidiia Ltd collects, uses, shares and protects personal data when you visit www.vidiia.com or interact with us through this website. It applies to all visitors, prospects, customers, partners and applicants. We comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
- Who we are Vidiia Ltd is the data controller for the personal data described in this policy.
Registered office: Future Space, Filton Road, Bristol BS34 8RB Company number: 12682252 Contact for data protection questions: info@vidiia.com
If you have a question about how we handle your data, email info@vidiia.com with the subject line "Data protection enquiry". 2. What personal data we collect We collect personal data in three ways: information you give us, information we collect automatically, and information we receive from third parties. Information you give us When you complete a form on this website, we collect the information you provide. The specific fields depend on which form you use. Catalogue request form. Name, email address, organisation, country. General contact and routing form. Name, organisation, role, country, the reason you are contacting us (selected from a dropdown), and your message. Co-Lab and Custom scoping form. Target of interest, sample type, current development stage, timeline, whether you need an NDA, name, email address, organisation, role, country. Direct email. If you email info@vidiia.com or any Vidiia team member, we receive your email address, name, and the contents of your message. Information we collect automatically When you visit this website, we collect limited technical information using cookies and similar technologies.
IP address (truncated where possible) Device and browser type Pages visited, time on page, referring URL Approximate location at country level Whether you arrived from a marketing campaign (UTM parameters in the URL)
See our Cookies Policy at /cookies for the full list of cookies we set, what each does, and how to control them. Information from third parties We may enrich the information you give us with publicly available business information (for example LinkedIn company information, Companies House records) to understand whether and how to respond to your enquiry. We do not buy marketing lists. 3. Why we use your data, and our lawful basis for doing so We only process personal data where we have a lawful basis to do so under UK GDPR. PurposeLawful basisResponding to your enquiry, sending the catalogue, scoping a Co-Lab or Custom projectLegitimate interests (running our business, replying to people who contacted us)Following up on conversations and sending you information relevant to the enquiry you raisedLegitimate interests, balanced against your reasonable expectations as a B2B enquirerSending marketing emails about Vidiia products, events and content beyond the immediate enquiryConsent, where required, opted in by youHosting and securing the website, preventing fraud and abuseLegitimate interestsWebsite analytics (GA4) and conversion measurementConsent, via the cookie bannerMeeting legal, tax and accounting obligationsLegal obligationDefending or pursuing legal claimsLegitimate interests You can withdraw consent at any time. You can object to processing carried out under legitimate interests. See section 7. 4. Who we share your data with We share personal data with a limited set of trusted suppliers and partners. We do not sell personal data. We do not share personal data for any third party's own marketing.
Squarespace, Inc. Website host. Stores form submissions and serves website pages. United States, covered by appropriate safeguards (see section 6). Google LLC (Google Analytics 4 and Google Tag Manager). Website analytics. United States, covered by appropriate safeguards. Close.com (Elastic, Inc.). Customer relationship management system. Stores leads and contact history. Zapier, Inc. Automation between Squarespace forms, Google Sheets and Close.com. Google LLC (Google Workspace, including Gmail and Google Sheets). Email and short-term storage of form submissions. If we engage a partner to deliver a Co-Lab or Custom programme that involves your data, we will agree appropriate confidentiality and data protection terms with them and tell you in advance. We may also disclose personal data where required by law, court order, or regulatory request. 5. How long we keep your data We keep personal data only for as long as we need it. DataRetentionWebsite enquiry where you did not become a customer or active prospectUp to 24 months from last contact, then deleted or anonymisedActive prospect or customer records in our CRMFor the duration of the commercial relationship plus 7 years, to meet UK tax and accounting requirementsMarketing consent recordsFor as long as you remain opted in, plus 2 years after withdrawalWebsite analytics data in GA414 months, the maximum default we applyServer logs90 days [PLACEHOLDER, confirm these retention periods with your solicitor and operations lead, they are sensible defaults but should match your actual practice.] 6. International transfers Some of our suppliers are based outside the UK, primarily in the United States. Where personal data leaves the UK, we rely on one or more of the following safeguards:
The UK Extension to the EU-US Data Privacy Framework, where the recipient is certified UK International Data Transfer Agreement or the EU Standard Contractual Clauses with the UK Addendum An adequacy decision recognised by the UK Government
Copies of the relevant safeguards are available on request from info@vidiia.com. 7. Your rights Under UK GDPR you have the following rights over your personal data:
Access. Request a copy of the personal data we hold about you. Rectification. Ask us to correct inaccurate or incomplete data. Erasure. Ask us to delete your data where there is no good reason for us to keep it. Restriction. Ask us to limit how we use your data. Portability. Ask us to provide your data in a structured, machine-readable format, or transfer it to another controller. Objection. Object to processing based on legitimate interests, including for direct marketing. Withdraw consent. Where we rely on your consent, you can withdraw it at any time. Withdrawal does not affect processing carried out before withdrawal. Automated decision-making. We do not make decisions about you using only automated processing.
To exercise any of these rights, email info@vidiia.com with the subject line "Data rights request". We will respond within one calendar month. We may ask you to verify your identity before we act. You also have the right to complain to the Information Commissioner's Office (ICO), the UK supervisory authority, at ico.org.uk or 0303 123 1113. We would appreciate the chance to address your concern first. 8. Security We use appropriate technical and organisational measures to protect personal data, including access controls, encryption in transit, supplier due diligence, and staff training. No system is completely secure. If we become aware of a personal data breach affecting your data, we will notify you and the ICO where required. 9. Children This website is aimed at business users. We do not knowingly collect personal data from children under 16. If you believe a child has provided us with personal data, contact info@vidiia.com and we will delete it. 10. Cookies This website uses cookies. Full details are in our Cookies Policy at /cookies. You can change your preferences at any time using the cookie banner or by clearing cookies in your browser. 11. Changes to this policy We may update this policy from time to time. The "Last updated" date at the top will reflect the most recent change. Material changes will be flagged on the website or by email where appropriate. 12. Contact Vidiia Ltd Future Space Filton Road Bristol BS34 8RB info@vidiia.com AI-LAMP® is a registered trademark of Vidiia Ltd.