Legal
Privacy notice
What we do with personal data, why, and how to get it back or have it deleted. Written to be read, not to be defended.
Last reviewed 21 August 2026.
The controller
Virtus Green Ecological Consultancy Ltd, company no. COMPANY NUMBER, registered at STREET ADDRESS, TOWN, COUNTY, POSTCODE, is the data controller for the personal data described here.
Questions, or any request under the rights listed below, to hello@virtusgreen.co.uk.
The data, and why we have it
| What | Why | Lawful basis |
|---|---|---|
| Name, company, email, phone, site location and the details you type into the enquiry form | To answer your enquiry and prepare a proposal | Legitimate interests — responding to someone who has asked us to |
| Correspondence, site addresses, survey records and report drafts once you instruct us | To carry out the work and to defend the advice afterwards | Performance of a contract, and legitimate interests in holding a defensible professional record |
| Billing details | Invoicing and statutory accounting records | Legal obligation |
We do not use personal data for automated decision‑making or profiling, and we do not buy or sell contact lists.
Cookies, tracking and third parties
This site sets no cookies and runs no analytics or advertising trackers. That is why there is no cookie banner — there is nothing to consent to. Fonts are served from this domain, not from a font network, so loading a page sends your details to nobody.
Two third parties are nonetheless involved:
- Netlify hosts the site and processes enquiry-form submissions. Their servers keep standard access logs, including IP addresses, for security and abuse prevention.
- Our email provider carries the resulting correspondence.
If we ever add analytics we will choose a cookieless, non‑tracking tool, and we will say so here before switching it on.
How long we keep it
- Enquiries that do not become instructions: deleted after twelve months.
- Project records, including survey data and reports: retained for the professional-indemnity limitation period, and in practice for the life of the development, because ecological advice can be challenged years after it is given.
- Accounting records: six years, as HMRC requires.
Species records — what was found, where and when — are ecological data rather than personal data, and we submit them to the relevant Local Environmental Records Centre as a matter of professional practice. Where a record is tied to a private address we tell you before we do so.
What you can ask for
Under the UK GDPR you can ask us for a copy of your personal data, ask us to correct it, ask us to delete it, ask us to restrict how we use it, object to our processing on legitimate‑interests grounds, or ask for it in a portable format. Email hello@virtusgreen.co.uk. We will respond within one month, free of charge.
Occasionally we will have to refuse a deletion request — where a report has been submitted to a planning authority, for instance, the record has to survive. We will explain why rather than simply decline.
If you are not satisfied with how we have handled a request you can complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113. We would rather you came to us first.