Privacy at Voutro

Privacy Policy.

This policy explains how Voutro Limited collects, uses and protects personal information when you visit this website, send an enquiry or book a call.

Last updated: 5 November 2026

1. Who we are

Voutro Limited, trading as Voutro, is the controller of the personal information described in this policy. We are a United Kingdom web-design agency serving tradespeople and local service businesses.

For privacy questions or to exercise your rights, email information@voutro.com.

Registered office:
Voutro Limited
71–75 Shelton Street
Covent Garden
London
WC2H 9JQ
United Kingdom

2. Information we collect

Contact enquiries

When you use our contact form, we collect your name, email address and the message you choose to send. The form also contains an invisible spam-prevention field. Formspark, our form provider, may process technical information such as your IP address, approximate location, browser or device information, referring page and website origin.

Bookings

When you book through the Calendly calendar, Calendly collects the contact and appointment details requested in that booking flow. These may include your name, email address, selected date and time, time zone, and any answers you submit. Calendly is connected to Voutro's Google Calendar, which may contain attendee names and email addresses, meeting dates and times, event descriptions and other booking information needed to schedule the appointment.

Direct communications and client work

If you contact us by email or become a client, we may process your contact details, correspondence, proposal and service information, and records needed to manage our working relationship. Voutro uses Google Workspace, including Gmail, to receive Formspark enquiry notifications and communicate with prospective clients and customers. These services may contain names, email addresses, enquiry details and business correspondence.

Video meetings

Voutro uses Google Meet to conduct video meetings with prospective clients and customers. Google Meet may process participant information and meeting-related metadata needed to provide and manage those meetings.

If Voutro proposes to use Google Meet recording, transcription or Gemini AI note-taking features in future, participants will receive appropriate advance notice and Voutro will identify and apply an appropriate lawful basis, including obtaining consent where required. This policy does not authorise a meeting to be recorded, transcribed or summarised using AI.

Website visits

This website is hosted by Vercel. When you visit it, Vercel may process technical information such as your IP address, request details, device and browser information, and security logs. This information is used to host and deliver the website and support its reliability and security.

Website preferences and third-party content

This website stores your light or dark colour-theme preference in your browser's local storage. The website code reviewed for this policy does not contain an analytics service, advertising tracker, user-account system, database or live-chat feature.

Calendly's booking content loads only after you choose to open or view the booking calendar. Once loaded, Calendly may use cookies or similar technologies in accordance with its own privacy information.

Please do not submit special-category information, payment-card details, passwords or unnecessary confidential information through the contact form or booking calendar.

3. How and why we use personal information

PurposeLawful basis
Respond to enquiries, understand your requirements and arrange introductory calls.Legitimate interests in responding to people interested in our services. Where you ask us to take steps towards a contract, we may also rely on steps before entering a contract.
Prepare proposals and provide requested services.Contract or steps requested before entering a contract.
Host and deliver the website and maintain its availability, reliability and security.Legitimate interests in providing a secure and reliable website.
Protect the form, website and business against spam, fraud and misuse.Legitimate interests in maintaining secure and reliable services.
Keep necessary business, tax, dispute and compliance records.Legal obligation where required, and legitimate interests in establishing, exercising or defending legal claims.

Where we rely on legitimate interests, we consider whether processing is necessary and balance our interests against your privacy rights.

4. Who we share information with

We share personal information only where needed to operate our website and services, comply with law, or protect legal rights.

  • Vercel provides the infrastructure used to host and deliver this website and may process website request and security information for hosting, delivery, reliability and security purposes. Read Vercel's privacy policy.
  • Formspark receives and processes contact-form submissions on our behalf, delivers them to Voutro and applies spam and abuse controls. Read Formspark's privacy information.
  • Calendly receives and processes information entered in the embedded booking calendar to schedule and manage calls. Read Calendly's privacy notice.
  • Google provides Voutro with Google Workspace services, including Gmail, Google Calendar and Google Meet. Google acts as a service provider when it processes relevant personal information to provide these communication, scheduling and video-meeting services. Read Google's privacy policy.
  • We may disclose information to professional advisers, regulators, courts or law-enforcement bodies where reasonably necessary or legally required.

We do not sell personal information.

5. International transfers

Voutro uses service providers that may process personal information outside the United Kingdom. Formspark states that its main infrastructure is in Ireland and Germany, while some subprocessors may operate elsewhere. Calendly states that booking data may be stored in the United States and other countries. Google and its subprocessors may process information connected with Google Workspace, Gmail, Google Calendar and Google Meet internationally. Vercel and its subprocessors may also process website request and security information internationally.

Data-protection laws differ between countries. Where UK data-protection law requires additional protection for an international transfer, Voutro will take reasonable steps to ensure that an applicable legal transfer mechanism and appropriate protection are used. You may contact us for more information about international processing relevant to your personal information.

6. How long we keep information

Voutro's retention policy is to keep general enquiries and related correspondence for up to 12 months after the last meaningful contact. We may keep information longer where reasonably necessary for an ongoing client relationship, a legal or regulatory requirement, fraud prevention, or the establishment, exercise or defence of legal claims.

Vercel, Formspark, Calendly and Google may retain service records in accordance with their own terms, account settings and retention processes. Information deleted from an active service may remain in provider backups for a further period.

7. Your data-protection rights

Depending on the circumstances, UK data-protection law may give you the right to:

  • ask for access to your personal information;
  • ask us to correct inaccurate or incomplete information;
  • ask us to erase information;
  • ask us to restrict how information is used;
  • object to processing based on legitimate interests;
  • receive certain information in a portable format; and
  • withdraw consent where consent is the lawful basis.

These rights are not absolute and exemptions may apply. We may need to verify your identity. We normally respond within one month and do not charge a fee unless a request is manifestly unfounded or excessive.

Send requests to information@voutro.com.

8. How to complain

Please contact us first so we have an opportunity to resolve your concern. You also have the right to complain to the UK Information Commissioner's Office (ICO). Visit the ICO complaints page for current contact details and guidance.

9. Changes to this policy

We may update this policy when our services, providers or legal obligations change. We will publish the updated version here and change the date shown at the top.