1. Who controls your information
Vital Imaging Ltd is the controller of personal information described in this notice. We are a company registered in England and Wales under number 07785163. Our registered office is The Cart Shed, Eardisland, Leominster, England, HR6 9BG, and we trade online as surajmenon.ai.
For privacy questions or requests, email surajrocksradiology@gmail.com.
2. Information we collect
- Contact and identity details: your name, email address, telephone number, business name and billing address.
- Booking and service details: appointment choices, messages, project briefs, content, feedback and correspondence.
- Payment records: payment status, amount, currency and transaction references. Stripe processes your full card details; we do not receive or store them.
- Audit information: information you choose to discuss, practical notes and, only with your explicit consent, an audio or video recording.
- Technical information: IP address, browser information and security or access logs generated by our hosting and service providers.
3. How we obtain it
Most information comes directly from you when you email, call, book through Calendly, pay through Stripe, attend a Google Meet session or supply material for a website. Technical information is generated when you use the site or connected services.
4. Why we use it and our lawful bases
- To answer enquiries and take steps you request before a contract — steps before entering a contract.
- To arrange bookings, collect payment, deliver work, provide support and manage renewals — performance of a contract.
- To keep tax, accounting and transaction records and respond to lawful requests — legal obligation.
- To protect accounts, prevent fraud, resolve disputes and improve service administration — our legitimate interests in operating a safe and effective business.
- To record an AI Productivity Audit — your consent, which you may withhold or withdraw.
We do not sell personal information. We do not use information from these services for unrelated advertising, and we will not send marketing messages without an appropriate lawful basis.
5. Sensitive and third-party information
Our website and AI Productivity Audit are not channels for patient data or other special-category personal information. Do not provide patient-identifiable, clinically confidential or third-party confidential material. If such information is sent unexpectedly, we will restrict access and delete or return it where appropriate, subject to legal obligations.
6. Who receives information
We use reputable providers where necessary to run the service, including:
- Cloudflare for website delivery, security and technical logs;
- Google for email, fonts and Google Meet;
- Calendly for appointment scheduling;
- Stripe for checkout, payment processing and fraud prevention; and
- professional advisers, regulators or authorities where legally required.
These providers process information under their own terms and privacy notices or under contracts with us. Some may process information outside the UK. Where UK data-protection law requires safeguards for an international transfer, we rely on the provider’s applicable adequacy arrangements or approved contractual safeguards.
7. How long we keep it
- Enquiries that do not become a contract: normally up to 12 months after the last contact.
- Contracts, project correspondence, invoices and payment records: normally six years after the relationship ends, to meet tax, accounting and legal needs.
- AI Productivity Audit notes and consented recordings: normally up to 12 months after the session, unless we agree a shorter period or need information for a legal claim.
- Technical and security logs: for the periods set by the relevant provider or as reasonably needed for security.
We may keep information longer where law requires it or where necessary to establish, exercise or defend legal claims.
8. Cookies and website technology
The public pages of surajmenon.ai do not currently use advertising or behavioural analytics cookies. Cloudflare and other essential service providers may process technical data or use strictly necessary storage for security and delivery. The private Resources area may use essential Cloudflare Access cookies to authenticate authorised visitors.
If we introduce non-essential cookies or analytics, we will update this notice and request consent where required.
9. Your rights
Depending on the circumstances, UK data-protection law may give you rights to:
- ask for a copy of your personal information;
- correct inaccurate or incomplete information;
- ask us to delete or restrict use of information;
- object to processing based on legitimate interests;
- receive certain information in a portable format; and
- withdraw consent at any time, without affecting earlier lawful use.
Email us to exercise a right. We may need to verify your identity before responding.
10. Complaints
Please contact us first so we can try to resolve your concern. You may also complain to the UK Information Commissioner’s Office at ico.org.uk.
11. Changes to this notice
We will update this page when our services or data use materially change. The latest revision date appears above.