Privacy policy

Privacy Policy

Last Updated: 28/03/2025
Business Entity: Vita AI
Registered in: United Kingdom
Contact Email: support@vitaai.com

Introduction

Vita AI Ltd (“Vita AI”, “we”, “our”, or “us”) is committed to protecting your privacy. This Privacy Policy outlines how we collect, use, store, and protect your personal information when you visit our website, interact with our content, or use our services.

We are a UK-based agency and comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Information We Collect

We collect personal data that you voluntarily provide when you:

  • Fill out forms on our website (e.g. contact, lead magnet, newsletter signup)

  • Enrol in our course or download templates

  • Engage in consultations, discovery calls, or project kickoffs

  • Purchase a Done-With-You (DWY) or Done-For-You (DFY) service

The data we may collect includes:

  • Full name

  • Email address

  • Company name

  • Job title or role

  • Payment or billing details

  • Project-related business information

  • IP address and browsing behavior (via cookies and analytics)

3. How We Use Your Data

We process personal data to:

  • Provide and manage our services

  • Respond to enquiries or support requests

  • Deliver content, templates, or digital products

  • Conduct onboarding and project planning

  • Process payments and send invoices

  • Improve our website and user experience

  • Send marketing communications (only with your consent)

  • Maintain legal, accounting, or compliance records

We process data under lawful bases, including contract performance, legitimate interest, and explicit consent.

4. How We Share Your Data

We do not sell or rent your data to third parties. We may share data with trusted third-party service providers that support our operations, such as:

  • Payment processors (e.g. Stripe, PayPal)

  • Email marketing platforms (e.g. ConvertKit, Mailchimp)

  • CRM and project tools (e.g. HubSpot, Notion, Trello)

  • Analytics providers (e.g. Google Analytics)

  • Automation tools (e.g. Zapier, Make)

All partners are required to maintain GDPR-compliant data practices and only process your data as instructed by us.

5. Data Retention

We retain your personal data only as long as necessary for the purposes it was collected, including fulfilling our legal, accounting, or reporting obligations.

For example:

  • Client project data is retained for up to 7 years in line with financial recordkeeping laws.

  • Marketing email data is retained until you unsubscribe or request deletion.

6. Your Data Rights

As a data subject under UK GDPR, you have the right to:

  • Access your personal data

  • Correct inaccurate or incomplete data

  • Request deletion (“right to be forgotten”)

  • Restrict or object to processing

  • Withdraw consent at any time

  • Request data portability

To exercise any of these rights, email support@vitaai.com with your request. We may require identity verification before processing.

7. Cookies & Tracking

We use cookies and similar technologies for analytics, performance monitoring, and to enhance user experience. You can manage cookie preferences via your browser settings or through the cookie banner on our site.

8. Data Security

We implement strong technical and organizational measures to protect your data from unauthorized access, loss, or misuse. This includes:

  • Secure servers and encrypted data storage

  • Access controls for internal systems

  • Regular audits and security best practices

However, no system is 100% secure. We cannot guarantee absolute data security but strive to use industry-leading protections.

9. International Data Transfers

While we are based in the UK, some tools and services we use may store data in the EEA or United States. We ensure that any international transfers are compliant with UK GDPR through appropriate safeguards, such as Standard Contractual Clauses (SCCs) or certified frameworks.

10. Changes to This Policy

We may update this Privacy Policy from time to time. The latest version will always be available on our website with the effective date clearly posted.

By using our services, you acknowledge you have read and understood this Privacy Policy.