Privacy Policy
Last updated: 24 September 2026
Vatia respects your privacy and is committed to protecting your personal information.
This Privacy Policy explains how we collect, use, store and protect personal information when you visit vatia.co.uk, contact us, book a call or use our services.
1. Who we are
Vatia is a trading name of Vatia Services Ltd, a company registered in England and Wales.
Company number: 17475399
Email: vatiauk@gmail.com
Website: vatia.co.uk
Vatia provides content and social media support to property professionals and property businesses.
For the purposes of UK data protection law, Vatia Services Ltd is the data controller for personal information collected directly through our website, enquiries and client relationships.
2. Information we collect
Depending on how you interact with us, we may collect information including:
- your name;
- business or company name;
- email address;
- telephone number;
- information submitted through our website or enquiry forms;
- information supplied when booking a call;
- correspondence by email, telephone, WhatsApp or social media;
- billing and transaction information;
- information about your business, services, audience and marketing requirements;
- photographs, videos, written material, brand assets and other content supplied to us;
- social media account permissions or access information where required to deliver our services;
- technical information about visits to our website, where collected through cookies or analytics.
We do not intentionally collect special-category personal data unless there is a genuine and lawful reason to do so.
3. How we collect your information
We may collect information:
- directly from you when you contact us;
- when you complete a form on our website;
- when you book a call;
- when you become a client;
- through email, WhatsApp, telephone or social-media correspondence;
- from publicly available professional or business information;
- through third-party services used to operate Vatia.
4. How we use your information
We may use your personal information to:
- respond to enquiries;
- arrange and conduct discovery calls;
- prepare proposals and quotations;
- enter into and manage client relationships;
- provide content and social-media services;
- communicate with you about ongoing work;
- create, approve, schedule and publish agreed content;
- manage payments and invoices;
- maintain appropriate business and accounting records;
- provide customer support;
- improve our services and website;
- protect the security of our accounts and systems;
- comply with legal, regulatory, tax and accounting requirements;
- send marketing communications where permitted by law.
We do not sell your personal information.
5. Our lawful bases for using your information
Depending on the circumstances, we may process your personal information on one or more of the following bases.
Contract: where processing is necessary to provide services you have requested or to take steps before entering into a contract with you.
Legitimate interests: where processing is reasonably necessary to operate and develop Vatia, communicate with prospective and existing clients, maintain business records or protect our business and systems.
Legal obligation: where information must be processed or retained to comply with applicable law, tax, accounting or regulatory obligations.
Consent: where you have specifically agreed to a particular use of your personal information, including certain forms of marketing or non-essential cookies.
Where processing relies upon consent, you may withdraw that consent at any time.
6. Social media accounts and client content
Where you engage Vatia to create, manage, schedule or publish social-media content, you may provide us with business information, photographs, videos, brand assets, social-media permissions or other materials.
We will only use these materials as reasonably necessary to provide the services agreed with you.
Clients are responsible for ensuring that they have appropriate rights and permissions to provide photographs, videos, personal information and other materials to Vatia for use in their marketing.
Where possible, social-media access will be provided through the platform’s own access or permission system rather than by unnecessarily sharing passwords.
7. Who we share information with
We may use trusted third-party suppliers in the operation of Vatia, including providers of:
- website hosting;
- email and communications;
- cloud storage;
- payment processing;
- accounting and invoicing;
- appointment scheduling;
- social-media scheduling and management;
- CRM and administration software;
- website analytics;
- professional services such as accountants, insurers or legal advisers.
We only share information where reasonably necessary for the relevant purpose.
We may also disclose information where required by law or where necessary to establish, exercise or defend legal rights.
8. International data transfers
Some technology, social-media, cloud-storage or other service providers we use may process personal information outside the United Kingdom.
Where this involves an international transfer of personal information, we will use an appropriate transfer mechanism or safeguard where required under UK data-protection law.
9. How long we keep information
We will not retain personal information for longer than reasonably necessary.
As a general guide:
- prospect and enquiry information may normally be retained for up to 24 months after our last meaningful contact;
- client records and relevant correspondence may normally be retained for up to six years following the end of our working relationship, where appropriate for legal, contractual, accounting or tax purposes;
- financial and accounting records will be retained for the period required by UK law;
- marketing information will be retained until you unsubscribe, object or we determine it is no longer appropriate to retain it;
- access to client social-media accounts will be removed when it is no longer required to provide our services.
Information may be retained for longer where required by law or in connection with an ongoing legal matter.
10. How we protect your information
We take reasonable technical and organisational steps to protect personal information against unauthorised access, loss, alteration or disclosure.
These measures may include:
- password-protected systems;
- restricted account access;
- secure cloud services;
- appropriate social-media account permissions;
- multi-factor authentication where available.
No electronic storage or transmission method can be guaranteed to be completely secure, but we take reasonable precautions appropriate to the information we process.
11. Cookies
Our website may use cookies and similar technologies.
Cookies that are strictly necessary for the operation of the website may be used without consent.
Where non-essential cookies are used — for example analytics or marketing cookies — visitors will be given appropriate information and an opportunity to consent before those cookies are activated.
Further information is available in our Cookie Policy.
12. Marketing
We may contact existing or prospective business customers about Vatia services where permitted by law.
Where consent is legally required, we will obtain it before sending marketing communications.
You may ask us to stop sending marketing communications at any time by contacting us at vatiauk@gmail.com or using an unsubscribe facility where one is provided.
13. Your data protection rights
Depending on the circumstances, you may have the right to:
- request access to personal information we hold about you;
- ask us to correct inaccurate information;
- request deletion of your information;
- ask us to restrict how your information is processed;
- object to certain processing;
- request transfer of certain information;
- withdraw consent where processing relies upon consent.
These rights do not apply in every circumstance.
To make a request concerning your personal information, please contact:
14. Your right to object
You have the right to object to certain uses of your personal information, including its use for direct marketing.
If you object to us using your personal information for direct marketing, we will stop using it for that purpose.
15. Complaints
If you have concerns about how we have handled your personal information, please contact us in the first instance at:
You also have the right to make a complaint to the Information Commissioner’s Office (ICO), the UK regulator responsible for data protection.
16. Third-party websites
Our website may contain links to external websites or services.
Vatia Services Ltd is not responsible for the privacy practices of third-party websites. We recommend reviewing their privacy information before providing them with personal information.
17. Changes to this policy
We may update this Privacy Policy periodically to reflect changes to our services, systems or legal obligations.
The latest version will always be published on our website with its most recent update date.
Registered office: 10 Flint Hill Close, Dorking, RH4 2LW
Company number: 17475399
Email: vatiauk@gmail.com
Website: vatia.co.uk
