Privacy and Personal Information Notice

Sterling Vaultmere treats the responsible handling of personal information as a core obligation. We process data openly, for specific purposes and in accordance with applicable requirements, including the UK GDPR. This notice sets out what we gather, why we use it, how long we keep it and the safeguards applied to it.

1. Who is responsible for your personal data

For UK GDPR purposes, the website operator and the Sterling Vaultmere platform are responsible for controlling your personal data. Our legal notice contains the applicable contact details and further information. Privacy enquiries may also be directed to our data protection officer.

2. Personal information we collect

We obtain and process the information needed to provide the service, meet our legal responsibilities and keep the platform secure. This may cover:

Identity information: your given name, family name and birth date, used to establish your identity and check your age.
Contact information: your email, telephone number if supplied, country of residence and, where relevant, your postal address.
Account and payment information: payment particulars, deposits, withdrawals and transaction-related records.
Technical and activity information: IP address, browser and device details, sign-in times and connection records.
Verification information: identity documents, proof of address and other evidence needed for KYC/AML checks where the law requires them.

We normally do not seek special-category information, such as medical details or religious views, unless legislation requires it or you have specifically authorised its processing.

3. Sources of your information

Your information may come to us through several protected channels, including:

Information you provide: for instance, when opening an account, updating profile details, submitting documents or getting in touch with us.
Information collected automatically: such as cookies, server records, analytics data and technical details generated while you use the platform.
Information from other organisations: including payment firms supporting deposits or withdrawals, KYC/AML screening providers and social sign-in services when you permit access.

4. How we use personal information

Where applicable, we process personal information for clear and lawful purposes, including:

Opening, administering and maintaining your account, including the platform tools made available to you.
Managing and securing payment operations, including deposits and withdrawals.
Providing appropriate support and responding to your questions, requests and reported issues.
Meeting legal and regulatory requirements, including KYC, AML and tax duties.
Protecting our systems and identifying or stopping fraud, misuse and attempted unauthorised entry.
Developing the user journey and enhancing platform functionality over time.
Delivering service updates or promotional communications when you have chosen to receive them.

5. Lawful bases for processing

To deliver our contract with you or take steps you request before entering into one (Article 6(1)(b) UK GDPR).
To meet statutory obligations (Article 6(1)(c) UK GDPR), including anti-money-laundering duties.
For legitimate interests (Article 6(1)(f) UK GDPR), including safeguarding the platform, maintaining operational continuity and providing a reliable service.
Where you have given clear consent (Article 6(1)(a) UK GDPR), for example for marketing or non-essential functions.

6. When information may be shared

Information is shared only when needed, with selected recipients and service providers such as:

Banks and payment companies involved in processing deposits or arranging withdrawals.
Specialist organisations carrying out KYC and AML checks.
Cloud infrastructure and technical providers operating under suitable data-processing arrangements.
Analytics and security suppliers, with anonymised or pseudonymised information used where reasonably practicable.
Professional advisers, such as solicitors and tax specialists, when legal or compliance guidance is needed.
Courts and government authorities where disclosure is legally required or necessary to commence, establish or defend legal proceedings.

We do not sell personal information or provide it to third parties for their own independent commercial use.

7. International transfers from the UK

Some suppliers, including hosting and analytics companies, may operate outside the UK or European Economic Area. Where information is transferred internationally, we use appropriate safeguards, which can include the UK International Data Transfer Agreement, the UK Addendum to the EU Standard Contractual Clauses, binding corporate rules or a relevant adequacy decision, to preserve an appropriate level of protection.

8. Information security safeguards

We use a combination of technical controls and organisational processes to help keep your personal information safe:

Secured connections using up-to-date protocols, including TLS 1.3 or a subsequent version.
Robust encryption for sensitive information stored in our systems, including AES-256 where suitable.
Scheduled security reviews, penetration tests and assessments by independent specialists.
Ongoing monitoring designed to identify abnormal behaviour and attempted security incidents.
Access permissions allocated in line with each colleague’s role and duties.
Client money maintained in segregated accounts through regulated service providers.

No internet service can remove every security risk, but these controls are designed to limit reasonably foreseeable threats.

9. How long we retain information

We keep personal information only as long as needed for the purposes described here or as required under applicable law:

While your account remains open and our contractual relationship continues.
Following closure, for the period required by applicable legislation, which may be 5–10 years for tax or regulatory documentation.
When consent is the legal basis, such as for marketing, until you withdraw that consent.

When information is no longer required, we securely remove it or transform it into anonymous data.

10. Rights relating to your privacy

Data protection law gives you a range of rights over your personal information, including the ability to:

Ask whether we hold or process personal information relating to you.
Request correction of inaccurate details or completion of missing information.
Ask for deletion where no lawful basis exists for retaining the information.
Request limits on processing in circumstances permitted by applicable legislation.
Obtain your information in a structured, widely used and machine-readable form for transfer to another provider.
Withdraw consent at any point where processing relies on your consent.
Complain to the appropriate data protection supervisory authority.

11. Cookies and related tools

Cookies and related tools help the website operate, show us how visitors use it and inform service enhancements. Necessary cookies are enabled by default; analytics and advertising cookies are used only with your permission. Further information is available in our separate cookie notice.

12. Updates to this privacy notice

We may update this notice from time to time to reflect changes in legislation, regulation or the platform. The current version will be posted on our website. Where an update is material, we will contact you by email or notify you within the platform.

13. How to contact us about privacy

For privacy questions, enquiries about this notice or requests to exercise your rights, email $site_gmail or use the website contact form. Our data protection officer will assess your message and aim to reply within a reasonable timeframe.

When you use Sterling Vaultmere, you confirm that you have reviewed this notice and accept its provisions.