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VendorPad

Privacy Policy

Last updated: December 2025

1. Introduction

Hotline Labs Ltd ("we", "our", "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use VendorPad, our business management application for event vendors.

Company Details:
Hotline Labs Ltd
Company Number: 11873778
Enterprise Centre, Tonypandy Enterprise Park
Llwynypia Road, Tonypandy, Wales CF40 2ET

2. Information We Collect

We collect information that you provide directly to us, including:

  • Account Information: Name, email address, business name, phone number when you register for an account or join our waitlist.
  • Business Data: Lead information, customer details, event bookings, quotes, invoices, and payment records you enter into VendorPad.
  • Communications: Messages you send to us, including support requests and feedback.
  • Usage Data: Information about how you use our services, including features accessed and actions taken.
  • Device Information: Browser type, operating system, IP address, and device identifiers.

3. How We Use Your Information

We use the information we collect to:

  • Provide, maintain, and improve VendorPad services
  • Process transactions and send related information
  • Send you technical notices, updates, and support messages
  • Respond to your comments, questions, and customer service requests
  • Communicate about products, services, and events (with your consent)
  • Monitor and analyse trends, usage, and activities
  • Detect, investigate, and prevent fraudulent transactions and abuse
  • Comply with legal obligations

4. Legal Basis for Processing (GDPR)

Under UK GDPR, we process your personal data based on:

  • Contract: Processing necessary to perform our contract with you (providing VendorPad services).
  • Legitimate Interests: Processing for our legitimate business interests, such as improving our services and preventing fraud.
  • Consent: Where you have given consent for marketing communications.
  • Legal Obligation: Processing necessary to comply with our legal obligations.

5. Data Sharing

We may share your information with:

  • Service Providers: Third parties who perform services on our behalf (hosting, analytics, payment processing).
  • Legal Requirements: When required by law or to protect our rights.
  • Business Transfers: In connection with a merger, acquisition, or sale of assets.

We do not sell your personal information to third parties.

6. Data Retention

We retain your personal data for as long as necessary to provide our services and fulfil the purposes described in this policy. When you close your account, we will delete or anonymise your data within 90 days, unless we are required to retain it for legal purposes.

7. Your Rights

Under UK GDPR, you have the right to:

  • Access: Request a copy of your personal data.
  • Rectification: Request correction of inaccurate data.
  • Erasure: Request deletion of your data ("right to be forgotten").
  • Restriction: Request restriction of processing.
  • Portability: Receive your data in a portable format.
  • Object: Object to processing based on legitimate interests.
  • Withdraw Consent: Withdraw consent at any time where processing is based on consent.

To exercise these rights, contact us at privacy@vendorpad.app

8. Data Security

We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, alteration, disclosure, or destruction. This includes encryption, secure servers, and regular security assessments.

9. International Transfers

Your data may be transferred to and processed in countries outside the UK. Where this occurs, we ensure appropriate safeguards are in place, such as Standard Contractual Clauses approved by the UK ICO.

10. Children's Privacy

VendorPad is not intended for use by individuals under the age of 18. We do not knowingly collect personal data from children.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new policy on this page and updating the "Last updated" date.

12. Contact Us

If you have questions about this Privacy Policy or our data practices, please contact us:

Email: privacy@vendorpad.app
Post: Hotline Labs Ltd, Enterprise Centre, Tonypandy Enterprise Park, Llwynypia Road, Tonypandy, Wales CF40 2ET

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk