Viadex Limited – Privacy Notice

Last modified: 18.09.2025

1. Important Notice

1.1. This is the Privacy Notice of Viadex Limited (company number 04066603), whose registered office is at Unit 20 Red Lion Road Business Park, Red Lion Road, Surbiton, Surrey, KT6 7QD (“we”, “us” or “our”). It sets out how we collect and process your personal data. This Privacy Notice also provides certain information that is legally required and outlines your rights in relation to your personal data.

1.2. We take our data protection responsibilities very seriously and comply with all applicable Data Protection Legislation in force from time to time. For the purposes of this Privacy Notice, “Data Protection Legislation” means the UK General Data Protection Regulation (“UK GDPR”), the Data Protection Act 2018 (“DPA”), the Protection of Personal Information Act (“POPIA”), and any other data protection legislation that may apply to our processing of personal data.

1.3. This Privacy Notice relates to personal information that identifies you. We refer to this information throughout this Privacy Notice as “personal data”, and Section 2 sets out further details of what this includes.

1.4. Please read this Privacy Notice to understand how we may use your personal data.

1.5. This Privacy Notice may be updated from time to time, so please check it regularly.

2. The Personal Data We Collect On You

2.1. We may collect the following personal data about you:

Personal data you provide to us in person, via our website or by telephone, including the personal and contact details you supply when establishing a profile on our website or requesting that we contact you in relation to a query. For example:
1. Your first and last name;
2. Demographic data such as your gender, title, country and preferred language; and
3. Log-in and account information for authentication purposes and account access.
Personal data in the form of images or video footage that is taken at one of our locations.
Personal data gathered using cookies, including:
1. Details of your visits to our website including, but not limited to, traffic data, location data, weblogs and other communication data.
2. Information about your computer, including where available your IP address, operating system and browser type, for system administration. This is statistical data about our users’ browsing actions and patterns and does not identify any individual.
Personal data you provide when:
1. You purchase our solutions and/or services, or we process orders and payment transactions.
2. You provide feedback about our solutions and/or services.
3. You register for our events, workshops or seminars.
4. We conduct our administrative and business functions.
5. You enter into a competition or promotion.
6. You request our marketing material or email newsletter; and
7. You submit a query to us or which is collected via social media, or when there are communications between you and our representatives.
For more details on the specific cookies we use on our site, please visit our cookie notice.

2.2. We may also create Personal Data about you. For example, if you contact us by telephone to make a complaint or ask a question, we may make a written record of key details of the conversation so that we can take steps to address the complaint or the question.

2.3. We may also obtain your personal data from an external lead generation platform, which may include your name, job title and company. This information is obtained using IP lookup from a publicly accessible source.

Key Information About Your Personal Data

2.4. Data controller and contact details

2.4.1. For the purposes of the Data Protection Legislation, we are the controller of the personal data described above and, as a controller, we use (or “process”) the personal data we hold about you in accordance with this Privacy Notice.

2.4.2. If you need to contact us in connection with our processing of your personal data, you can do so at dpo@viadex.com.

2.5. Legal grounds for processing

2.5.1. We collect and process your personal data for a variety of different purposes, which are set out in further detail below.

2.5.2. In some cases, we will ask for your consent to process your personal data. However, in certain circumstances, the Data Protection Legislation allows us to process your personal data without needing to obtain your consent. For example, this may be because it is necessary for us to pursue a legitimate interest that we (or another party) may have, or where it is required for us to comply with a legal obligation to which we are subject.

3. How We Use Your Personal Data & Our Basis For Using It

3.1. We may process your personal data for the following purposes and on the following lawful bases:

How we use your personal data	The legal basis on which we can do this (this is what the law allows)
In order to perform our contractual obligations to you. This would include fulfilling orders you have placed for goods or services, contacting you in relation to any issues with your order, or where we need to provide your personal data to our service providers (e.g. the company which processes our payments).	The processing is necessary for the performance of a contract which you have entered into, or where you request us to process your data prior to entering into a contract.
In order to comply with our own legal obligations, e.g. health and safety legislation, or to assist in an investigation (e.g. from the police).	The processing is necessary for compliance with a legal obligation to which we are subject.
In order to use your personal data in life or death situations where there is no time to gain your consent (e.g. in the event of an accident and we have to give your personal details to medical personnel).	The processing is necessary in order to protect your vital interests or the vital interests of another individual.
In order to use your personal data to operate our business, but otherwise than in performing our contractual obligations to you. These are our legitimate interests and include: Sending you important notices such as communications about changes to our terms and conditions and policies. Dealing with any misuse of our website. Providing important real-time information about products or services you have ordered. Sending you information you have requested. Responding to your enquiries. Retaining job applications for a reasonable period for future opportunities. Developing, delivering and improving our goods or services. Improving our website. Research, analysis, testing, monitoring, customer communication, risk management and administration. Protecting and defending our rights or property. Notifying competition winners. Sending customer surveys. Investigating suspected illegal or wrongful activity, including fraud prevention and credit risk reduction. Selling or transferring all or part of our business. Enforcing our website terms, conditions and agreements. In addition, we may obtain certain special categories of your data (“Special Categories of Data”), including: Personal data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership. Genetic data, biometric data used to uniquely identify a person, health data, or data concerning a person’s sex life or sexual orientation. Where we process Special Categories of Data, we will seek your explicit consent beforehand. The legal basis of consent is only used where processing is entirely voluntary. It is not used for processing that is necessary or legally required. You may withdraw your consent at any time by contacting us at dpo@viadex.com. Please note that even if you withdraw consent for one purpose, we may continue to process your personal data under another lawful basis where applicable.	Where processing is necessary for the purposes of the legitimate interests pursued by us or by a third party, except where such interests are overridden by your interests or fundamental rights and freedoms requiring protection of personal data.

3.2. Who receives the personal data you provide to us

3.3. We may share your personal data with the following recipients:

Our PR agency and customer feedback providers.
HMRC, legal and other regulators or authorities, including those requesting personal data or investigating potential or actual breaches of law.
External professional advisers such as accountants, bankers, insurers, auditors and lawyers.
Law enforcement agencies, courts or other relevant parties where necessary to establish, exercise or defend legal rights.
Third parties where necessary for the prevention, investigation, detection or prosecution of criminal offences.
Third parties considering or completing the acquisition of our assets, shares or business.
Third parties operating plugins or content (such as Facebook, Google, LinkedIn, Twitter, Instagram and CommuniGator) that you choose to interact with on our website.
Our digital marketing service providers, including:
1. Prospect Global Ltd (trading as Sopro), UK Company No. 09648733. Privacy Policy: https://sopro.io. ICO Registration: ZA346877. Data Protection Officer: dpo@sopro.io.
Our group companies, affiliates and third-party data processors acting on our behalf for the purposes described in this Privacy Notice.

3.4. Transfers of your personal data to other countries

Your personal data may be transferred to other countries when shared with our group entities or data processors located outside the UK.

We have taken appropriate steps to ensure that personal data processed outside the UK receives an essentially equivalent level of protection by ensuring that:

Your personal data is processed only in countries recognised by the Secretary of State as providing an adequate level of protection, including approved frameworks such as the UK Extension to the EU-US Data Privacy Framework.
We enter into International Data Transfer Agreements (IDTAs) or Standard Contractual Clauses (SCCs) with the UK Addendum, together with any necessary supplementary measures.

3.5. How long we will hold your personal data for

3.5.1. We will retain your personal data for as long as necessary to fulfil the purposes outlined above and for a reasonable period afterwards to meet contractual and legal obligations and deal with complaints or claims. We review our retention periods every six months.

3.5.2. At the end of the retention period, your personal data will be securely deleted or anonymised so it can be used in a non-identifiable way for statistical analysis and business planning.

3.7. Security of your personal data

3.7.1. We have implemented appropriate technical and organisational measures to safeguard your personal data and protect it against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access.

3.7.2. You can further protect your personal information by following these recommendations:

Never share a One Time Passcode (OTP).
Never enter your details after clicking a link in an email or text message.
Always send confidential information using encrypted email where possible.
Do not leave your computer unattended while logged into an online service.
Close your browser after logging off.
Never download software or allow remote access to your computer following a cold call.
Use secure online services.

3.7.3. You can identify secure websites by checking that the address begins with https:// rather than http://.

3.8. Why should you provide us with personal data?

Providing your personal data may be necessary for us to enter into and perform a contract with you for the provision of goods or services. While providing your personal data is your choice, if you do not provide the information we require, we may be unable to deliver certain products or services, or fulfil our contractual obligations. Please refer to our Terms and Conditions for further details.

4. Your Rights In Relation To Your Personal Data

Subject to applicable law, including relevant data protection laws, and in addition to your ability to withdraw any consent you have given to our processing of your personal data (see paragraph 3.1), you may have a number of rights in connection with the processing of your personal data, including:

4.1. The right to request access to your personal data that we process or control.

4.2. The right to request rectification of any inaccuracies in your personal data or, taking into account the purposes of our processing, to request that incomplete data is completed.

4.3. The right to request, on legitimate grounds as specified in law:

Erasure of your personal data that we process or control; or
Restriction of processing of your personal data that we process or control.

4.4. The right to object, on legitimate grounds as specified in law, to the processing of your personal data.

4.5. The right to receive your personal data in a structured, commonly used and machine-readable format and to have your personal data transferred to another controller, to the extent applicable in law.

4.6. The right to lodge complaints regarding the processing of your personal data with the Information Commissioner’s Office or other relevant supervisory body. Please see https://ico.org.uk/concerns/ for details on how to do this.

If you would like to exercise any of the rights set out above, please contact us using the contact details set out in paragraph 2.4.

5. Links To Other Websites

5.1. This policy only applies to Viadex Limited. If you link to another website from our website, you should remember to read and understand that website’s privacy policy as well. We are not responsible for any use of your personal data made by unconnected third-party websites.

Our Client Network

We omit our client list by design. For mid-market enterprises deploying critical infrastructure across borders, unwavering discretion is not a marketing choice. It is a strict operational parameter.