Privacy Notice
Last updated: 5 November 2026
Vogia is committed to respecting and protecting personal data. This notice explains how we collect, use and handle personal information when someone visits our website, contacts us, engages in a business discussion with us, or uses the Vogia platform.
This notice is issued by Vogia Ltd (company number 17389679), a company registered in England and Wales with its registered office at Unit 1 Finns Business Park, Mill Lane, Crondall, Farnham, Surrey, GU10 5RP. Vogia Ltd is the controller of the personal data described in this notice.
Vogia Ltd is registered with the Information Commissioner's Office as a data controller, registration number ZC260084.
Questions about this notice or about how we handle personal information should be sent to privacy@vogia.co.uk.
Who this notice applies to
This notice applies to:
- visitors to our website;
- people who contact us or make an enquiry;
- prospective clients and their personnel;
- personnel of client organisations whose details appear in the Vogia platform; and
- our suppliers, advisers and other business contacts.
Where we act as a processor. When we provide services or platform access to a client, we process personal data on that client's behalf and under their instructions. In that situation the client is the controller and we are the processor, and the processing is governed by the data processing agreement between us and that client, not by this notice. This notice covers the personal data we handle as a controller in our own right, including our administration of user accounts, billing, our own security and audit logging, and our business relationship with the client.
Information we collect
Depending on how you interact with us, we may collect:
| Category | Examples |
|---|---|
| Identity and contact | Name, work email address, work telephone number, organisation, role or job title, and sometimes a link to a public professional profile |
| Enquiry and correspondence | The content of your enquiry, emails, meeting and call notes, related correspondence and, where you agree at the start of a call, call audio and transcripts |
| Platform account | User ID, access permissions, authentication records, audit log entries recording actions taken and when |
| Website usage | IP address, approximate location (town or city), device and browser type, pages viewed, referring source, and cookie data where you have consented |
| Supplier and contractual | Contact details, contract records, invoicing and payment information |
We do not seek to collect special category personal data, and we ask that clients do not provide it to us. Our standard client terms exclude policyholder, claimant, special category, criminal offence and payment card data from the platform.
How we use personal information
We use personal information to:
- respond to enquiries and arrange conversations;
- research organisations that may benefit from our services and identify the right people to contact;
- understand potential client requirements and develop proposals;
- keep an accurate record of calls and meetings, where participants agree to transcription;
- provide our services and operate the platform, including administering user accounts and providing support;
- maintain security, including access control, audit logging and incident investigation;
- operate, secure and improve our website;
- maintain our business, financial and contractual records;
- send occasional information about our services to business contacts, where permitted; and
- comply with our legal and regulatory obligations.
Legal bases
| Purpose | Legal basis | Where legitimate interests apply, the interest is |
|---|---|---|
| Responding to enquiries and arranging discussions | Legitimate interests, or steps at your request before entering a contract | Responding to people who approach us and developing business relationships |
| Researching prospective clients and relevant contacts | Legitimate interests | Identifying organisations that may benefit from our services, and the right professional contacts within them |
| Transcribing calls and meetings | Legitimate interests | Keeping an accurate record of what was discussed and agreed. We ask at the start of each call, and do not transcribe if anyone declines |
| Providing services and operating the platform | Performance of a contract, or legitimate interests where the contract is with your organisation | Delivering the services our client has engaged us to provide |
| Security, access control and audit logging | Legitimate interests | Protecting our systems, our clients' data and our business from unauthorised access and misuse |
| Website operation and security | Legitimate interests | Keeping the website available, functional and secure |
| Analytics cookies | Consent | Not applicable |
| Business development communications to business contacts | Legitimate interests, subject to your right to object | Making relevant business contacts aware of our services |
| Business and financial records | Legal obligation, and legitimate interests | Meeting statutory record-keeping requirements and managing the business |
Where we rely on legitimate interests, we have considered whether those interests are outweighed by your rights and freedoms. You can ask us for information about that assessment.
Who we share information with
We do not sell personal information.
We share personal information with the following categories of recipient, where reasonably necessary:
| Category | Purpose |
|---|---|
| Cloud hosting and infrastructure providers | Hosting the website and the platform |
| Email and communications providers | Correspondence and notifications |
| Analytics providers | Understanding website usage, subject to your cookie choices |
| Transcription, dictation, research and AI service providers | Transcribing calls and meetings where participants agree; turning our own dictation into text for notes, correspondence and business documents; researching publicly available professional information; and helping us prepare notes from call transcripts |
| Professional advisers | Legal, accounting and insurance advice |
| Regulators, law enforcement and courts | Where required by law |
| A purchaser or prospective purchaser of our business | Due diligence and transfer, subject to confidentiality |
A current list of the sub-processors we use to deliver services to clients is maintained in our data processing agreement and is available to clients on request.
Website analytics and cookies
We use Google Analytics to understand website traffic, alongside hosting, security and technical tools that collect limited usage and device information.
Google Analytics runs only if you accept analytics cookies through our cookie banner. You can change your choice at any time using "Cookie settings" in the website footer.
Full details of the cookies we use, including their purpose and duration, are set out in our cookie notice.
How long we keep information
| Information | Retention period |
|---|---|
| Enquiries and correspondence where no engagement follows | 24 months from last contact |
| Client contractual and engagement records | 6 years from the end of the engagement |
| Platform account and audit log data | For the term of the client agreement plus 90 days, or as set out in that agreement |
| Business and financial records | 6 years, as required by tax and company law |
| Website analytics data | 14 months |
| Contacts identified through research but not yet approached | Reviewed at least every three months, and removed where there is no continuing business-development purpose |
| Contacts we have approached, where no engagement follows | 24 months from last contact |
| Call and meeting transcripts | Kept while useful to our work, reviewed each year and deleted when no longer needed. The transcription provider deletes call audio within 7 days, and we delete its copy of the transcript straight after the call |
| People who have asked not to be contacted | For as long as needed to honour the request, keeping only enough to recognise you |
We may keep information for longer where we are required to by law or where it is needed for an actual or anticipated legal claim.
Security
We take appropriate technical and organisational measures to protect personal information against unauthorised access, loss, misuse or alteration. These include encrypting data in transit, restricting access to those who need it, and keeping our measures under review as our systems develop.
Clients and prospective clients can request further detail about our security arrangements by contacting privacy@vogia.co.uk.
International transfers
Some of our service providers process personal data outside the United Kingdom, including in the United States. This applies to Google Analytics, which we use for website analytics; Resend, which delivers messages sent through our website contact form; Wispr, which transcribes calls and meetings and our dictation; and Perplexity, which we use for research and note preparation.
Where personal data is transferred outside the UK, we rely on UK adequacy regulations, including the UK Extension to the EU–US Data Privacy Framework where the recipient is certified under it, or on an appropriate safeguard: the International Data Transfer Agreement, or the EU standard contractual clauses with the UK Addendum.
You can request further information about these safeguards, including a copy of the relevant clauses, by contacting privacy@vogia.co.uk.
Automated decision-making
We do not carry out automated decision-making or profiling that produces legal effects concerning you or that similarly significantly affects you.
Your rights
Depending on the circumstances, you have the right to:
- access the personal information we hold about you;
- rectification of inaccurate or incomplete information;
- erasure of your information in certain circumstances;
- restriction of our processing in certain circumstances;
- object to processing based on legitimate interests, and to object at any time to direct marketing;
- data portability, where processing is based on consent or contract and carried out by automated means; and
- withdraw consent at any time where we rely on consent, including for analytics cookies. Withdrawing consent does not affect processing carried out before the withdrawal.
To exercise any of these rights, contact privacy@vogia.co.uk. We will respond within one month, and will tell you if we need longer.
Where the personal information concerned is held in the platform on behalf of a client, we will refer your request to that client, who is the controller for that information.
Complaints
If you have a concern about how we handle personal information, please contact us first at privacy@vogia.co.uk so that we can try to resolve it.
You also have the right to complain to the Information Commissioner's Office, which is the UK supervisory authority for data protection.
Information Commissioner's Office
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Website: ico.org.uk
Helpline: 0303 123 1113
Where we obtain information from sources other than you
We find business contact information in publicly available professional sources: company websites and announcements, Companies House and other public registers, trade press, and professional networking sites such as LinkedIn, sometimes with the help of research tools. We use it only to identify and make relevant business contact. Where required, we provide privacy information within the applicable legal timeframe, including at our first communication with you if that comes sooner. When we first contact you, we tell you where we obtained your details. You can object at any time by contacting privacy@vogia.co.uk.
Data protection contact
We are not required to appoint a statutory Data Protection Officer. Responsibility for data protection sits with the Director, contactable at privacy@vogia.co.uk.
Changes to this notice
We may update this notice to reflect changes in our processing and legal obligations. The date at the top of this page shows the latest update. Where required, we will tell those affected about significant changes.