Confidentialité
Politique de confidentialité
Projet à relire
Ceci est un projet de travail rédigé le 18 octobre 2026 pour que l’équipe Vertex le relise. Un juriste ne l’a pas encore vérifié et il changera avant le lancement.
Ce document n’est disponible qu’en anglais pour le moment. Le texte anglais fait foi.
Projet du 28 October 2026
This draft describes the site as it will run when we launch, including buyer accounts, which are not switched on yet.
1. Who we are
Vertex Procurement Ltd, a company being registered in England and Wales (“Vertex”, “we”, “us”) is the controller of the personal data described in this notice. That means we decide why and how it is used.
- Registered name
- Vertex Procurement Ltd
- Registered in
- England and Wales (registration in progress)
- sourcing@vertex-procurement.com
- Where we work
- Our whole team works from Asia
Our whole team works from Asia. You can reach us about your personal data at privacy@vertex-procurement.com.
This notice is for the business people who use this website: buyers who contact us, ask for an estimate, request a sample or open an account. Vertex sells to businesses only.
2. What we collect, and why
| What you do | What we collect | Why we use it | Our legal basis |
|---|---|---|---|
| Contact us, send an inquiry, request a sample or a quote | Your name, company, work email, phone number (optional), your message, the products and quantities you ask about, a delivery address for samples, and the names of any files you attach | To reply to you, prepare an estimate or quotation, and send samples | Legitimate interests (answering business enquiries); and, once you ask for a quotation or sample, steps you ask us to take before a contract |
| Open an account and sign in | Your work email; the company details you give us (company name, registration and VAT or EORI number, country, website, the kinds of products you buy and your usual volumes); your sign-in codes, which we keep only in scrambled (hashed) form; and a sign-in cookie | To let you sign in, to check that the company is a real business before we issue a quotation or take a deposit, and to keep your requests in one place | Legitimate interests (knowing who we trade with, and preventing fraud); and contract |
| Ask for an estimate | The product, quantity, destination and options you choose, and the estimate we produce | To give you the estimate and keep a record of what we showed you | Legitimate interests; steps before a contract |
| Place and receive an order (when ordering opens) | Contact names, delivery address and phone number, company and tax details, artwork you send, invoices and payment records | To make, inspect, ship and invoice the order, and to keep our accounts | Contract; legal obligation (tax and accounting records) |
| Visit the website | Your IP address and basic technical details, held briefly to keep the site secure and to stop abuse (for example, limiting how many requests one address can make) | Security, and keeping the service running | Legitimate interests |
| Press play on the how-to-order video (home page) | Nothing is sent to YouTube until you press play. After that, YouTube (Google) receives your IP address and technical details of your browser and device, and may set cookies or use storage on your device, as set out in its own privacy policy. We do not receive any of this and do not see who watches. | To show you the video you asked to play | Your consent, which you give by pressing play |
You do not have to give us your details. But we cannot reply to you, send an estimate or open an account without at least your name, company and work email.
The emails we send you (sign-in codes, receipts, estimates) are service messages, not marketing. We do not send marketing emails today. If that changes, we will tell you first, and every message will have a way to opt out.
We do not sell your data, we do not show advertising, and we do not use analytics or tracking tools on this website. The one place a third party is involved is the how-to-order video, and only if you press play (see the table above and “Who we share it with”). Estimates are calculated automatically from our price rules, but a person confirms every quotation. We make no decision about you with legal or similarly significant effect by automated means alone.
3. Where the data comes from
Most of it comes from you. When we check that a company is a real business, we may also look at public sources, such as company registers and the company’s own website.
5. Sending data outside the UK
We are a UK company, but our team works from Asia, our factories and freight partners are mostly in China and elsewhere in Asia, and some of our providers, and YouTube (Google) if you play the video, are based in the United States. So your data is accessed from, and sometimes sent to, countries outside the UK, including countries where the law may not protect your data to UK standards.
We send only what is needed for the task. Where UK law requires it, we put approved safeguards in place for the transfer (such as the UK’s standard data transfer contract terms) and check that your data stays protected. You can ask us for details.
6. How long we keep it
| Data | How long |
|---|---|
| Enquiries and requests that do not lead to an order | Up to 2 years after our last contact |
| Your account and company details | While the account is open and for 2 years after you last used it, then deleted or made anonymous |
| Sign-in codes | Deleted after 2 days |
| Quotations, orders, invoices and payment records | At least 6 years after the end of the financial year they relate to, as company and tax law requires |
| Artwork and files you send for an order | Until the order is complete, then up to 12 months in case you reorder, unless you ask us to delete them sooner |
| Security and request-limit data | Kept briefly: days, not months |
7. Your rights
You have the right to:
- be told how we use your data (this notice);
- get a copy of the data we hold about you;
- have wrong data corrected;
- have your data deleted;
- ask us to restrict how we use it;
- object to us using it where we rely on legitimate interests;
- receive the data you gave us in a portable format, where we use it because of a contract or your consent; and
- withdraw your consent, where we rely on it.
To use any of these rights, email privacy@vertex-procurement.com. We may need to confirm who you are. We will reply within one month. For a complex request we may take up to two months more, and we will tell you why. It is free unless a request is clearly unfounded or excessive.
8. If you are unhappy
Please tell us first at privacy@vertex-procurement.com. We will acknowledge your complaint within 30 days and reply without undue delay.
You can also complain to the Information Commissioner’s Office (ICO), the UK data protection regulator: ico.org.uk/make-a-complaint. If you live in the EU or EEA, you can also complain to your local data protection authority.
10. Keeping your data safe
The site uses encrypted connections (HTTPS). Sign-in codes are stored only in scrambled (hashed) form and expire after ten minutes. Access to personal data is limited to the people who need it. No system is perfectly secure. If a breach puts your rights at risk, we will tell you and the ICO, as the law requires.
11. Children
This website is for businesses. It is not meant for children, and we do not knowingly collect data about them.
12. Changes to this notice
We will update this notice when the way we use data changes, and show the date at the top. If we plan to use your data for a new purpose, we will tell you before we do.