Effective Date: August 7, 2026

Company Name: Vortex Ice Labs Limited

Operating Base: Hinckley, Leicestershire, UK (100% Mobile Service)[cite: 1, 2]

Data Controller: Vortex Ice Labs Limited

Governing Law: UK GDPR / Data Protection Act 2018

 

1. Introduction & Overview

At Vortex Ice Labs Limited, we respect your privacy and are committed to protecting the personal, vehicle, and site data of our clients. This Privacy Policy outlines how we collect, process, store, and safeguard your information across our website, mobile booking forms, customer communications, and the Vortex Client Roadmap / Lab Log portal.

 

2. Information We Collect

Because we provide a specialized mobile cryogenic blasting service, we collect specific personal, geographical, and technical details required to deliver our services safely and keep your records accurate[cite: 1, 2].

• Personal Identifiers: Full name, primary telephone/WhatsApp number, and email address.

• Site & Geographical Data: Mobile deployment site address, vehicle collection/delivery location, and postcode details.

• Vehicle Identification Data: Vehicle Registration Numbers (VRNs/license plates), Vehicle Identification Numbers (VINs), chassis numbers, and make/model details.

• Visual & Inspection Media: High-resolution photography, macro inspection images, and video footage taken before, during, and after cryogenic blasting for quality control, defect tracking, and entry into your Lab Log Client Portal.

• Financial & Billing Data: Transaction logs, deposit payments, quotation details, and invoicing history generated via our integrated accounting system (Xero).

 

3. How We Use Your Data

We process your information strictly for lawful business purposes:

• Service Delivery & Execution: To deploy our mobile unit to your designated site address, assess vehicle chassis/machinery requirements, and execute on-site cryogenic blasting[cite: 1, 2].

• Project Tracking ("The Lab Log"): To populate your private Client Roadmap, providing real-time transparency and photographic verification of the work completed on your asset.

• Financial Administration: To process deposits, issue valid tax invoices via Xero, and comply with UK financial record-keeping laws.

• Marketing & Public Portfolios: Identifiable photos or videos of your vehicle or asset will only be published on our public website or social media channels with your explicit consent. Where permission is granted, vehicle registration marks (VRNs) will be digitally obscured as a standard privacy precaution.

 

4. Third-Party Data Processors

We do not sell, rent, or trade your personal data to third parties. To provide a seamless digital and service experience, we share necessary data with trusted third-party software processors who adhere strictly to UK GDPR standards:

• Wix Studio: Hosts our website, client access portal framework, and member contact lists.

• Xero: Processes quotes, deposits, invoices, and accounting compliance records.

• Make.com: Securely routes booking data between our website forms, accounting software, and operational databases.

• Google Workspace / Drive: Securely stores photographic inspection media and project files linked to your Lab Log.

 

5. Data Retention Schedule

We retain personal data only for as long as necessary to fulfill the purposes for which it was collected, including legal, accounting, and warranty requirements:

• Financial & Transaction Records: Retained for 7 years to satisfy statutory obligations under HMRC tax compliance rules.

• Inactive Client Accounts: Personal contact data (Name, Email, Phone, Address) associated with inactive accounts will be automatically deleted or anonymized after 2 years of inactivity.

• Vehicle & Asset Provenance History: Technical blast logs, VIN records, and anonymized restoration photos may be retained indefinitely to provide ongoing provenance, warranty verification, and historical work logs for the life of the vehicle. Once personal contact information is removed, these records remain strictly anonymized and linked only to the chassis/VIN.

 

6. Your Rights Under UK GDPR

As a UK resident, you hold full rights regarding the personal data we maintain:

• Right to Access: You can request a full copy of the personal data we hold about you at any time.

• Right to Erasure ("Right to be Forgotten"): You can request that we delete your personal contact data. Upon receiving a valid written request, we will delete your personal data within 30 days (excluding financial records required for statutory HMRC retention).

• Right to Rectification: You may ask us to update or correct any inaccurate personal, address, or vehicle details.

 

7. Contact Details & ICO Compliance

If you have questions regarding this Privacy Policy or wish to exercise your data protection rights, please contact our Data Controller:

• Company: Vortex Ice Labs Limited

• Operating Base: Hinckley, Leicestershire, UK[cite: 1, 2]

• Email: info@vortexicelab.com

• Supervisory Authority: You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk if you believe your personal data has been handled incorrectly.