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Vanilla Privacy Policy



Vanilla is the trading name of Vanilla Technology Limited.


This Privacy Policy is necessary due to the changes to the Data Protection laws in the E.U, namely the General Data Protection Regulation (GDPR) that becomes law on the 25th May 2018.


Our Website

Our website is located at


Our website will use essential cookies which are required for the operation of the website and analytic/performance cookies that allow us to count the number of visitors and to see how they move around the website.


By using our website, you consent to our use of cookies as updated from time to time and the cookies we use will be stored on your devise (unless rejected or disabled by your browser).



What information do we collect?


 If you use the “contact us” facility on our website, your details provided will be saved on our systems.


If you communicate directly with us, all information that you transmit to us by sending us emails, text messages or any other form of messaging may be saved on our systems. Information you convey to us by telephone may also be recorded where it would be useful to have a record.


In addition, for our customers, we also save configuration details, connection login details including passwords of services we manage on your behalf, or provide to you.



What do we use this information for?


To enable us to contact you.


To provide you with the services that you require.


To provide support for your IT systems.


To respond to any questions or issues that you may have.


To help protect you and our business against any activity that could potentially be criminal behaviour.


To provide the necessary records to run our business.


How do we share your information?


We only share your information in accordance with current Data Protection Laws.


We cannot run our business and provide many of the services you require without involving third party companies. These companies are selected for their suitability and security and adhere to current Data Protection Laws.


We only supply those details necessary for the functionality that is required.


We share some information with our professional advisors, for example our accountants or legal advisors.


We may share some information with HMRC or any central or local government body where under law we are required to do so.


We have no other reason to share your information or data and will not do so.



Is your information secure?


Security is paramount in this day and age. All our systems use complex passwords. Additionally, all our systems are secure and configured with encrypted hard disks.


Where we use "Cloud Services", end to end encryption is implemented.


We only store sensitive customer information such as login details or firewall configuration, within a heavily encrypted database. This is only securely accessible by Senior Vanilla Staff and additionally the data is only stored on encrypted storage with limited access.



How long do we keep your information?


We only retain your information that is needed. For HMRC accountancy purposes we are required to retain financial details for 7 years plus the current year. After this period, former customers will have all contact details removed from our accountancy system, only the company name will remain on record. Where the customer is an individual the account will be changed to a random code and will therefore be totally anonymous.


Sensitive configuration information together with any login information that we hold on your behalf will be deleted once we judge that it is no longer needed to provide services to you or when there is no longer a relationship with you.



What are your rights


Your personal data belongs to you and your rights include the following:


You have the right to ask for a copy of any of your personal data that we hold.


You have the right to ask us to delete your personal data.


Requests concerning Data Protection can be made by sending an email to:



Last Updated April 2018

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