Privacy Policy

Effective Date: 05/09/2025

Last Updated: 05/09/2025

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1. Introduction

Welcome to LYT, the trading name for Light Visualisation Limited (Company number 15052090, VAT number 448-581-656, Registered Business Address: 4th Floor, 14 Museum Place, Cardiff, CF10 3BH, United Kingdom.) ("LYT", "we", "us", "our").

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We are committed to protecting your privacy and personal data. This Privacy Policy explains how we collect, use, store, and share your personal data when you interact with us, whether as a client (B2B or B2C), a website visitor, a job applicant, or a business contact. It also details your rights in relation to your personal data.

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We are the data controller for the personal data we process, unless otherwise stated.

2. What Personal Data We Collect

We may collect and process various types of personal data about you, depending on your interaction with us:

2.1. Contact Data:

• Name, title, company name, job title.

• Email address, telephone numbers (including mobile), physical address.

2.2. Project & Service Data:

• Details about your architectural, interior design, digital agency, or property development consultancy project, including project specifications, requirements, preferences, and relevant background information.

• Photographs or plans of properties, sites, or existing brand assets.

• Feedback on our services.

2.3. Financial Data:

• Bank account details, payment card details (processed by third-party payment providers, we typically do not store full card numbers), billing address, VAT number (for B2B).

• Payment history and transaction details.

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2.4. Digital & Usage Data:

• IP address, browser type and version, operating system.

• Website browsing behaviour, pages visited, time spent on pages, referral sources.

• Cookie data (see Section 10 for more on cookies).

2.5. Marketing & Communication Data:

• Your preferences in receiving marketing from us and our third parties, and your communication preferences.

• Records of our communications with you.

2.6. Publicly Available Data:

• Information from public sources (e.g., Companies House, LinkedIn, planning portals) that may be relevant to business development or project research.

2.7. Recruitment Data (if applicable):

• CVs, application forms, employment history, qualifications, references.

3. How We Collect Your Personal Data

We collect data from you in several ways:

3.1. Direct Interactions:

• When you inquire about our services via our website, email, phone, or in-person meetings.

• When you engage us for services and during the course of a project.

• When you complete forms on our website or provide us with Client Material.

• When you subscribe to our newsletters or marketing communications.

• When you provide feedback.

• If you apply for a job with us.

3.2. Automated Technologies or Interactions:

• As you interact with our website, we may automatically collect Digital & Usage Data using cookies and similar technologies.

3.3. Third Parties or Publicly Available Sources:

• From public registers (e.g., Companies House, planning portals).

• From social media platforms (e.g., LinkedIn) for business contact or recruitment purposes.

• From marketing partners or business directories where you have given your consent for your data to be shared.

4. How and Why We Use Your Personal Data (Legal Bases)

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances and for the following purposes:

4.1. Performance of a Contract:

• To deliver the Architectural, Interior Design, Digital Agency, or Property Development Consultancy Services you have requested.

• To manage your account, process payments, and collect outstanding debts.

• To communicate with you about your project and our services.

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4.2. Legitimate Interests (our commercial needs, balanced with your rights):

• To improve our services and website based on your feedback and usage data.

• To send you marketing communications about services similar to those you've engaged us for (you can opt-out at any time).

• To maintain our records and for administrative purposes.

• To prevent fraud and maintain the security of our services.

• To respond to your inquiries and requests.

• To showcase our work for marketing purposes (with appropriate consent or anonymisation where required for B2C clients).

• For B2B marketing, to identify and engage with potential business clients.

4.3. Compliance with a Legal Obligation:

• To meet our accounting, tax, and other legal obligations (e.g., VAT records, company reporting).

• To comply with regulatory requirements or requests from legal authorities.

4.4. With Your Consent:

• For specific marketing activities where required (e.g., sending you newsletters if you are a Consumer and have opted in, using certain types of non-essential cookies).

• For sharing your personal data with third parties for purposes not covered by other legal bases.

• You have the right to withdraw consent at any time where we are relying on consent to process your personal data.

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4.5. Data as a Processor for Digital Agency Clients:

• For our Digital Agency services, we may process personal data on behalf of our B2B clients (e.g., managing customer databases, running ad campaigns, social media management). In such cases, we act as a "data processor," and our client is the "data controller." Our processing activities will be governed by a separate Data Processing Addendum (DPA) as part of our client contract.

5. Sharing Your Personal Data

We may share your personal data with the following categories of recipients:

• Service Providers: Third-party companies that perform services on our behalf, such as IT support, cloud hosting, payment processing, accounting services, and email marketing platforms.

• Professional Advisers: Lawyers, accountants, auditors, and insurers who provide professional services to us.

• Project-Specific Partners: Where necessary for the delivery of your project, this may include structural engineers, planning consultants, local authorities (for planning applications), specialist contractors, or other design professionals. We will inform you if this is required and gain your approval for such sharing if sensitive data is involved.

• Marketing & Analytics Partners: For website analytics and advertising, subject to your cookie preferences.

• Legal & Regulatory Authorities: Where we are legally required to do so, or to protect our rights, property, or safety.

• Acquirers of our Business: In the event of a merger, acquisition, or sale of all or a portion of our assets, your personal data may be transferred to the acquiring entity.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

6. International Transfers

We primarily store and process your personal data within the United Kingdom and the European Economic Area (EEA).

If we transfer your personal data outside the UK or EEA, we will ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:

• The transfer is to a country deemed to provide an adequate level of protection for personal data by the UK government or European Commission.

• We use specific contracts approved for use in the UK (e.g., Standard Contractual Clauses), which give personal data the same protection it has in the UK/EEA.

• Where we use providers based in the US, we may transfer data to them if they are part of a recognised data transfer framework (e.g., the new UK-US Data Bridge, once formally adopted and implemented).

7. Data Security

We have implemented appropriate security measures to prevent your personal data from being accidentally lost, used, accessed in an unauthorised way, altered, or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors, and other third parties who have a business need to know. They will only process your personal data on our instructions and are subject to a duty of confidentiality.

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We have procedures in place to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

8. Data Retention

We will only retain your personal data for as long as necessary to fulfil the purposes for which we collected it, including for the purposes of satisfying any legal, accounting, or reporting requirements.

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To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

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Generally, we retain client project data for [e.g., 7 years] after project completion to comply with tax and professional obligations. Marketing data where consent is the basis will be retained until you withdraw consent or for a reasonable period after your last interaction, unless longer retention is required by law.

9. Your Legal Rights

Under data protection law, you have the following rights regarding your personal data:

• The right to be informed: About how your personal data is being used.

• The right of access: To request a copy of the personal data we hold about you.

• The right to rectification: To request that we correct inaccurate personal data about you.

• The right to erasure ("right to be forgotten"): To request that we delete your personal data in certain circumstances.

• The right to restrict processing: To request that we suspend the processing of your personal data in certain circumstances.

• The right to data portability: To request that we transfer your personal data to you or to another provider in a structured, commonly used, machine-readable format.

• The right to object to processing: To object to our processing of your personal data in certain circumstances (e.g., for direct marketing).

• Rights in relation to automated decision-making and profiling: You have the right to object to decisions based solely on automated processing (including profiling) that produces legal effects concerning you or similarly significantly affects you. We do not currently use such automated decision-making.

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If you wish to exercise any of these rights, please contact us using the details in Section 11.

You also have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO, so please contact us in the first instance.

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10. Cookies

Our website uses cookies to distinguish you from other users of our website. This helps us to provide you with a good experience when you browse our website and also allows us to improve our site. For detailed information on the cookies we use and the purposes for which we use them, please refer to our [separate Cookie Policy / Cookie Banner details].

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11. Contact Details

If you have any questions about this Privacy Policy or our data protection practices, or if you wish to exercise your rights, please contact us using the following details:

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Full name of legal entity: Light Visualisation Limited (trading as LYT) Email address: [Insert Your Dedicated Data Protection Email Address Here - e.g., hello@lytgroup.co.uk]. Postal address: 4th Floor, 14 Museum Place, Cardiff, CF10 3BH, United Kingdom.

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12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Any changes we make will be posted on this page, and where appropriate, notified to you by email. Please check back frequently to see any updates or changes. This Privacy Policy was last updated on the date stated at the beginning of the document.