1. Introduction
Vantage CAD Services ("we", "us", "our") provides BIM, CAD drafting, shop drawings, 3D visualisation, estimation and conversion services to architecture, engineering and construction firms. This Privacy Policy explains what personal information we collect through our website and in the course of client engagements, how we use it, who we share it with, and the rights available to you.
We serve clients in the United States, the United Kingdom, Australia and elsewhere, and this policy is written to meet the requirements of US state privacy laws (including the Texas Data Privacy and Security Act and the California Consumer Privacy Act as amended), the UK and EU General Data Protection Regulation, and the Australian Privacy Act 1988.
This policy covers our website and our business dealings. It does not cover third-party websites we link to.
2. Information we collect
2.1 Information you give us
Enquiry, quote and contact forms. Name, company or firm, role, email address, telephone number, country, project type and description, and anything else you choose to include in your message.
Sample deliverable requests. The project files you upload or send — a sheet, sketch, drawing set, model or point cloud extract — which may incidentally contain names, signatures, addresses or contact details of individuals.
Reviews and testimonials. Your name, role and company, rating and review text, submitted voluntarily for publication.
Client engagements. Contact details for your project team, billing and invoicing details, correspondence, RFIs, review comments, and project documentation exchanged during the engagement.
Recruitment. Where you apply to work with us: CV, work history, portfolio and contact details.
2.2 Information collected automatically
When you visit the website we and our service providers may collect IP address (which may be truncated), approximate location derived from it, browser and device type, operating system, referring URL, pages viewed, time on page, and interaction events. This is collected through cookies and similar technologies — see our Cookie Policy for details and for how to control them.
2.3 Information from other sources
We may receive your business contact details from a colleague who refers you, from a company you represent, or from publicly available professional sources such as a company website or professional directory.
2.4 What we do not collect
We do not knowingly collect information from children under 16, and the website is not directed at children. We do not seek sensitive or special-category personal data (such as health, biometric, racial or ethnic, religious, political, or precise geolocation data), and we ask that you do not send it to us. We do not sell personal information, and we do not share it for cross-context behavioural advertising.
3. How we use your information, and our legal bases
Where we rely on legitimate interests, our interest is in operating, securing and growing a professional services business, and we have assessed that this does not override your rights and freedoms. You may object to this processing — see section 8.
We do not use personal information for automated decision-making producing legal or similarly significant effects, and we do not profile you.
| Purpose | Categories used | Legal basis (UK/EU GDPR) |
|---|---|---|
| Responding to enquiries and preparing quotations | Contact and project details | Steps prior to entering a contract; legitimate interests |
| Producing sample deliverables | Project files, contact details | Steps prior to a contract; legitimate interests |
| Delivering the Services and managing the engagement | Contact, project, correspondence | Performance of a contract |
| Invoicing, payment and collections | Billing details, contact | Performance of a contract; legal obligation |
| Publishing reviews and testimonials | Name, role, company, review text | Consent |
| Website security, fraud prevention and abuse detection | Technical and usage data | Legitimate interests |
| Analytics and improving the website | Usage data, cookie identifiers | Consent (where required); otherwise legitimate interests |
| Sending occasional service updates or relevant business communications to existing clients | Business contact details | Legitimate interests; consent where required |
| Recruitment | Application materials | Steps prior to a contract; legitimate interests |
| Meeting legal, tax, accounting and regulatory obligations, and establishing or defending legal claims | As required | Legal obligation; legitimate interests |
4. Project files and client data
Project material you send us often belongs to your own client or employer and may contain personal information of third parties. In relation to that material:
- We act as a processor (a "service provider" under US state law) on your documented instructions. You remain the controller.
- We use the material only to perform the Services, never for our own purposes, and never to train machine learning models.
- We hold it under the confidentiality obligations in our Terms and Conditions, and will sign a data processing agreement or your own NDA on request.
- We apply access controls so that only personnel assigned to your engagement can access your files.
- We return or delete project material on request, subject to any legal retention obligation.
5. Sharing your information
We disclose personal information only as follows:
Service providers. Website hosting, email, cloud storage and file transfer, project management, accounting and payment processing, and analytics providers. They act on our instructions under contract and may not use the information for their own purposes.
Subcontractors and production personnel. Qualified drafting, modelling and estimation personnel engaged to perform parts of the Services, bound by written confidentiality obligations.
Professional advisers. Lawyers, accountants, auditors and insurers, where necessary.
Legal and regulatory. Where required by law, court order or lawful request, or to establish, exercise or defend legal claims, or to protect the rights, safety or property of any person.
Business transfers. In connection with a merger, acquisition, financing or sale of assets, subject to equivalent protection of your information.
We do not sell personal information, and we have not sold or shared personal information for cross-context behavioural advertising in the preceding twelve months.
6. International transfers
We are based in the United States and our personnel and subcontractors may be located in other countries. Personal information you provide may therefore be transferred to, stored in and processed in countries outside your own, including the United States and countries in South Asia.
Where we transfer personal data from the United Kingdom, the European Economic Area or Australia, we implement appropriate safeguards, which may include the European Commission's Standard Contractual Clauses, the UK International Data Transfer Addendum, or equivalent contractual protections combined with technical and organisational security measures. You may request a copy of the safeguards in place by contacting us.
7. Retention
We keep personal information only as long as necessary for the purposes described:
We then delete the information or irreversibly anonymise it. Backups are overwritten on a rolling cycle.
| Category | Retention |
|---|---|
| Enquiries that do not become engagements | Up to 24 months from last contact |
| Sample deliverable submissions | Up to 12 months, or deleted sooner on request |
| Client project files and deliverables | Duration of the engagement plus 7 years, unless you instruct earlier deletion |
| Contracts, invoices and financial records | 7 years, to meet tax and accounting obligations |
| Published reviews and testimonials | Until you withdraw consent |
| Recruitment materials | 12 months from the close of the role, unless you consent to longer |
| Website analytics data | Up to 26 months |
8. Your rights
Depending on where you live, you may have the right to:
- access the personal information we hold about you, and receive a copy;
- correct inaccurate or incomplete information;
- delete your personal information;
- port information you provided to us to another provider in a machine-readable format;
- object to or restrict processing, including processing based on legitimate interests;
- withdraw consent at any time, without affecting processing carried out before withdrawal;
- opt out of the sale or sharing of personal information, and of targeted advertising and profiling (we do not carry out any of these);
- appeal a refusal of a request (Texas, Colorado, Virginia and certain other states); and
- not be discriminated against for exercising your rights.
To exercise any right, email info@vantagecadservices.com with the subject line "Privacy Request". We will verify your identity — usually by confirming details you have already provided — and respond within 45 days (US state requests, extendable once by a further 45 days) or one month (UK/EU/Australia, extendable by two further months for complex requests). An authorised agent may submit a request on your behalf with written proof of authority.
Where the request concerns project material we process on behalf of a client, we will refer you to that client as controller and assist them in responding.
Complaints. If you are unsatisfied with our response, you may complain to your supervisory authority: the UK Information Commissioner's Office (ico.org.uk), your EU member state authority, the Office of the Australian Information Commissioner (oaic.gov.au), or the Attorney General of your US state.
9. Security
We apply technical and organisational measures appropriate to the risk, including encryption of data in transit, access controls limiting project files to assigned personnel, credentialed and monitored cloud storage, written confidentiality obligations for all personnel and subcontractors, and periodic review of access rights.
No method of transmission or storage is completely secure. Please do not send us information you consider highly sensitive by unencrypted email; ask us for a secure transfer link instead. If a breach affecting your personal information occurs, we will notify you and the relevant authorities where required by law and within the applicable deadlines.
10. Cookies
The website uses cookies and similar technologies for essential operation, and — where you consent — for analytics. Details of each cookie, its purpose and duration, and how to withdraw consent, are set out in our Cookie Policy.
11. Marketing communications
We send marketing communications only to business contacts who have enquired, engaged our Services, or otherwise consented. Every message includes an unsubscribe link, and you may opt out at any time by using it or emailing us. Opting out of marketing does not stop transactional messages about an active engagement.
12. Third-party links
Our website links to third-party sites. We are not responsible for their privacy practices, and this policy does not apply to them. Review their policies before providing personal information.
13. Changes to this policy
We may update this policy to reflect changes in our practices or the law. The "Last updated" date at the top shows when it last changed. Material changes will be highlighted on the website, and where required we will seek your consent again.
14. Contact
Vantage CAD Services — Privacy
5900 Balcones Drive, Suite 100
Austin, Texas 78731, United States
info@vantagecadservices.com
+1 (512) 543-0831