Privacy Policy

1. Who we are

VizCraft Real Estate Visual Production is the data controller for personal data collected through vizcraft.biz and our services. Our registered address is 23 Red Kite Way, High Wycombe HP13 5BX, UK.

For any privacy-related question, contact us at info@vizcraft.biz or on +44 7830 739822.

2. What personal data we collect

We collect personal data in three contexts: when you submit an enquiry or order, when you visit our website, and (for service delivery) when you share property data with us.

Enquiry and order data

• Name, business name, email address and phone number
• Billing address and VAT number (where applicable)
• Service type, project brief and any references you share with us
• Payment data — processed via Stripe and similar UK-approved processors; we do not store full card numbers

Website analytics data

• Anonymised IP address, browser type, device type, OS
• Pages visited, time on site, referring URL
• Cookie identifiers — see our Cookie Policy for the full breakdown

Property data you share with us

• Property photographs (JPEG, RAW, bracketed sets), floor plan sketches, scans, CAD files, Matterport tour links
• Property addresses (where included in file metadata or order notes)
• Any owner/tenant details visible in supplied imagery — we treat these as your client data and process them on your behalf

3. How we use your data

We process personal data only for these specific purposes:

• Delivering the editing services you order
• Sending order confirmations, delivery notifications and revision communications
• Billing, invoicing and payment processing
• Responding to enquiries and providing support
• Improving the website and quality of services (using aggregated, anonymised data)
• Legal compliance (tax records, fraud prevention)
• Marketing only with your explicit opt-in

4. Legal basis for processing

We rely on the following UK GDPR lawful bases for the processing described above:

• Performance of a contract — for service delivery and billing
• Legitimate interests — for website analytics, fraud prevention and service improvement
• Consent — for marketing communications and non-essential cookies
• Legal obligation — for tax and accounting records (HMRC requires retention of financial records for 6 years)

5. Who we share your data with

We share personal data only with the sub-processors required to deliver our services. Each sub-processor is bound by a UK GDPR Data Processing Agreement.

Stripe

Payment processing — card data only, processed in the UK/EU.

WeTransfer / Dropbox / Google Drive (where you choose to share files via these)

File transfer between you and our editors — we delete shared files within 90 days of order completion.

Google Analytics 4 (anonymised IP)

Aggregated website usage statistics. You can opt out via our cookie banner.

Outlook / Microsoft 365

Business email and project communication.

HMRC + our UK accountant

Tax compliance only.

We do not sell or rent personal data to anyone. We do not share property data, files, or client information with any party not listed above.

6. How long we keep your data

• Property files (photos, plans, scans): deleted from active systems within 90 days of order completion. Backup copies are deleted within a further 30 days.
• Order records (invoices, briefs): retained for 6 years to comply with UK tax law.
• Enquiry data (where no order followed): deleted within 12 months of last contact.
• Website analytics: retained for 26 months (Google Analytics default).
• Marketing email list: retained until you unsubscribe.

7. International transfers

Some of our sub-processors (e.g. Google, Microsoft, Dropbox) may transfer data outside the UK. Where they do, transfers are protected by the UK International Data Transfer Agreement (IDTA) or the EU Standard Contractual Clauses with UK addendum.

8. Your rights under UK GDPR

You have the following rights regarding personal data we hold about you:

• Right of access — request a copy of data we hold
• Right to rectification — correct inaccurate data
• Right to erasure ("right to be forgotten") — subject to legal retention obligations
• Right to restriction of processing
• Right to data portability — receive your data in a structured machine-readable format
• Right to object to processing based on legitimate interests
• Right to withdraw consent (for processing based on consent)
• Right to lodge a complaint with the UK Information Commissioner's Office (ICO) at ico.org.uk

To exercise any of these rights, email info@vizcraft.biz. We will respond within 30 days.

9. Cookies

See our Cookie Policy for a detailed breakdown of every cookie set by vizcraft.biz. Non-essential cookies are only set after you explicitly opt in via the cookie banner.

10. Security

We use industry-standard security practices to protect personal data:

• TLS 1.2+ on all data in transit (vizcraft.biz, all sub-processor connections)
• AES-256 encryption on all backup storage
• Role-based access controls — editors only access the files they are working on
• Two-factor authentication on all internal accounts
• Quarterly security review and access audit
• NDA-bound editors for all white-label client work

11. Changes to this policy

We will update this Privacy Policy when our practices change. The "Last updated" date at the top reflects the most recent revision. Material changes will be communicated to active clients by email.

12. Contact us

Email: info@vizcraft.biz

Phone / WhatsApp: +44 7830 739822

Post: VizCraft Real Estate Visual Production, 23 Red Kite Way, High Wycombe HP13 5BX, UK

For complaints we have been unable to resolve, you can contact the UK Information Commissioner's Office at ico.org.uk or 0303 123 1113.