Privacy notice

Vinetrees Strategic Ltd · Last updated: 7 May 2026

Who we are

Vinetrees Strategic Ltd ("we", "our", "us") is a private limited company registered in England and Wales (company number 16935908). Our registered office is at 1 Vinetrees, Wendover, Aylesbury, HP22 6BS.

We are the data controller for the personal data we collect through this website and through our work with clients.

If you have any questions about this notice, or about how we handle your personal data, please contact us at martin.campbell@vinetrees.org.

What this notice covers

This notice explains what personal data we collect when you visit www.vinetrees.org or get in touch with us, why we collect it, what we do with it, how long we keep it, and what rights you have in relation to it.

It also explains how we use cookies. For more detail about cookies and how to manage them, see our Cookie preferences page.

What we collect, why, and on what lawful basis

When you submit our enquiry form

When you fill in the enquiry form on our website, we ask for:

Your name
Your organisation
Your role (optional)
Your email address
Your phone number (optional)
A short message
Your preferred way for us to contact you (email, phone, or either)

We also record the date and time of your submission, and the page you submitted from.

We use this information to respond to your enquiry and to keep a record of our conversations with you. The lawful basis is your consent — you tick a box before sending the form — together with our legitimate interest in responding to enquiries from people who contact us.

When you visit the website

We use HubSpot to host this website. HubSpot sets cookies in your browser to recognise your device and to gather information about your visit, such as pages viewed, time spent, referring website, and approximate location based on your IP address.

You can decline non-essential cookies from the banner that appears on your first visit. If you decline, only cookies strictly necessary for the website to work will be set; analytics and marketing cookies will not.

The lawful basis for analytics and marketing cookies is your consent. The lawful basis for strictly necessary cookies is our legitimate interest in providing a working website.

For details about each cookie category, see our Cookie preferences page.

When we work with you as a client

If you become a client, we hold information about your organisation and the people we work with within it: contact details, project documents, meeting notes, invoices and payment records. We use this information to provide our services and to meet our legal and accounting obligations.

The lawful basis is performance of our contract with you, our legitimate interest in running our business, and (for accounting records) compliance with our legal obligations under UK tax and company law.

Who we share your data with

We share data with the following service providers, who act as data processors on our behalf:

HubSpot — for our customer relationship database, our website, our enquiry form, and analytics. HubSpot's data centres for our account are in the European Union.
Microsoft 365 — for email, calendar, and shared document storage (OneDrive, SharePoint).
Apple iCloud — for additional file storage.
Xero — for accounting records, where you become a client we invoice.
GoCardless — for direct debit payments, where you become a client we invoice.

We have written agreements with each of these providers that require them to keep your data secure and use it only at our instructions.

We do not sell your personal data, and we do not share it with third parties for marketing purposes. Where we are required to disclose data by law (for example, to HM Revenue & Customs, or in response to a court order), we will do so.

International transfers

Our primary providers (HubSpot and Microsoft 365) store data in the European Economic Area or the United Kingdom. Where a provider transfers data outside the UK or the EEA, that transfer is covered by the UK International Data Transfer Agreement, the European Commission's Standard Contractual Clauses, or another safeguard recognised under UK GDPR.

How long we keep your data

Information	How long we keep it
Enquiry form submissions, where no business relationship results	24 months from submission
Client records, during an engagement	For the duration of the engagement
Client records, after an engagement ends	6 years from the end of the financial year in which the engagement ended (statutory retention period for accounting and tax purposes)
Website analytics and cookie data	See our Cookie preferences page

We review our records at least annually and delete information that is no longer required.

Your rights

Under UK GDPR, you have a number of rights in relation to your personal data:

Right of access — you can ask us for a copy of the personal data we hold about you.
Right to rectification — you can ask us to correct inaccurate or incomplete data.
Right to erasure — in some circumstances you can ask us to delete your data.
Right to restriction — you can ask us to stop using your data while we resolve a dispute.
Right to data portability — you can ask us to provide your data in a portable format.
Right to object — you can object to our processing where we rely on legitimate interest.
Right to withdraw consent — where we rely on your consent, you can withdraw it at any time.

To exercise any of these rights, please email martin.campbell@vinetrees.org. We will respond within one month.

Complaints

If you are unhappy with how we have handled your personal data, please contact us first so we can try to resolve the issue. If you remain unsatisfied, you have the right to complain to the Information Commissioner's Office (ICO):

Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Telephone: 0303 123 1113
Website: ico.org.uk

Updates to this notice

We may update this notice from time to time, for example if we change our systems or if the law changes. The date at the top of this page shows when it was last updated. We will not change how we use your existing data in a materially different way without telling you first.

Contact us

For any privacy-related question:

Email: martin.campbell@vinetrees.org
Post: Vinetrees Strategic Ltd, 1 Vinetrees, Wendover, Aylesbury, HP22 6BS