Privacy Policy

01Who is responsible

VELORIQ SOFTWARE LTD, company number 17384626, of 17 Station Parade, Harrogate, England, HG1 1UF, is the data controller for the personal information described in this policy.

For any question about this policy, or to exercise any of the rights described in section 09, contact support@veloriqsoftware.tech or telephone +44 7848 457256.

02Information we collect

Project enquiries

When you complete the project enquiry form or contact us about a project, we collect the information you provide, which typically includes: your name; your company or organisation name; your email address; your telephone number; your country; the services you are interested in; your description of the project, current systems, challenge and desired outcome; your indicative budget range; your preferred timing; and your preferred contact method.

Email correspondence

When you email us we receive your email address, your name as it appears on the message, the content of your message and any attachments, together with routine technical information contained in email headers.

Telephone contact

When you telephone us we may see your telephone number and will make notes of what was discussed where relevant to an enquiry or project. We do not record telephone calls.

Project delivery

During a project we may be given access to systems or data that contain personal information relating to your staff or customers. In those circumstances you remain the data controller and we act as a data processor on your instructions. Where that applies we agree the arrangements in writing before access is given.

Technical website information

Our web server records standard request information such as IP address, date and time, the page requested, referring page, and browser and operating system identifiers. This is used for security and to keep the site working. We do not use it to build a profile of you.

03What we do not collect

To be explicit about what this website does not do:

• There is no advertising network, retargeting pixel or advertising cookie.
• There is no third-party analytics or behavioural tracking product embedded in these pages.
• There are no social media tracking widgets.
• There is no automated decision-making or profiling.
• We do not sell, rent or trade personal information to anyone.

The only browser storage used is described in our Cookie Policy: two small entries that remember you have seen the introduction animation and the cookie notice.

04Why we use your information

We use personal information for the following purposes, on the following legal bases.

• Responding to your enquiry and preparing a proposal — because it is necessary to take steps at your request before entering into a contract, and because we have a legitimate interest in answering enquiries addressed to us.
• Delivering an agreed project, communicating with you and providing support — because it is necessary for the performance of our contract with you.
• Issuing invoices and keeping accounting records — because we are required to do so by law.
• Keeping the website secure and available — because we have a legitimate interest in protecting our systems.
• Resolving disputes and establishing or defending legal claims — because we have a legitimate interest in doing so.

We do not send marketing emails or newsletters. If that ever changes, it will be on the basis of consent that you have given separately and can withdraw at any time.

05Who we share it with

We share personal information only where it is necessary, and only with the following categories of recipient:

• Email and hosting providers that operate the systems through which we receive and store correspondence.
• Cloud infrastructure providers where a project requires it, normally in accounts belonging to you.
• Our accountants, in relation to invoicing and statutory accounting records.
• Professional advisers, where necessary to obtain legal or similar advice.
• Public authorities, where we are required to disclose information by law.

Service providers act on our instructions and are bound by contractual obligations of confidentiality and security. Where a provider processes data outside the UK or the European Economic Area, we take reasonable steps to ensure appropriate safeguards are in place.

06How long we keep it

• Enquiries that do not lead to a project: retained for up to 24 months, so we can recognise a returning enquiry and understand context, then deleted.
• Project records and correspondence: retained for the duration of the engagement and for 6 years after its conclusion, which reflects the period during which a contractual claim may be brought.
• Invoices and accounting records: retained for 6 years after the end of the relevant accounting period, as required for tax purposes.
• Client data accessed during delivery: returned or deleted at the end of the engagement in accordance with the arrangement agreed with you.
• Web server logs: retained for a short period for security purposes and then deleted or aggregated.

07How we protect it

We apply security measures appropriate to the size of our business and the sensitivity of the information, including:

• encrypted transmission (HTTPS) for this website and for the systems we use;
• access limited to people who need it for a specific purpose;
• strong, unique credentials and multi-factor authentication on business accounts;
• secure transfer of client credentials, never by plain email;
• prompt application of security updates to systems we operate;
• secure deletion of information when its retention period expires.

No system can be guaranteed completely secure. If a personal data breach occurs that is likely to result in a risk to your rights and freedoms, we will notify the Information Commissioner’s Office and, where required, you, without undue delay.

08International transfers

We are based in the United Kingdom, and we work with clients in the UK and in EU countries. Personal information is normally processed within the UK or the European Economic Area.

Some of the service providers we rely on may process data elsewhere. Where that is the case, we take reasonable steps to ensure an appropriate transfer mechanism is in place, such as adequacy regulations or standard contractual clauses.

09Your rights

Subject to the conditions and exemptions in applicable data protection law, you have the right to:

• be informed about how your information is used — which is the purpose of this policy;
• access a copy of the personal information we hold about you;
• rectification of information that is inaccurate or incomplete;
• erasure of your information where there is no continuing lawful reason to keep it;
• restrict processing in certain circumstances;
• data portability for information you provided to us and which we process by automated means;
• object to processing carried out on the basis of legitimate interests;
• withdraw consent at any time, where processing is based on consent.

To exercise any of these rights, email support@veloriqsoftware.tech or telephone +44 7848 457256. We will respond within one month. There is no charge unless a request is manifestly unfounded or excessive.

Complaints

If you are not satisfied with how we have handled your information, please tell us first so that we have the opportunity to put it right. You also have the right to complain to the Information Commissioner’s Office at ico.org.uk, or to the supervisory authority in your own country if you are in an EU member state.

10Changes to this policy

We may update this policy to reflect changes in how we work or in the law. The date at the top of this page shows when it was last updated.

Where a change materially affects how we use information you have already given us, we will contact you directly rather than relying on an updated page alone.

11Contact

Questions about this document, or about how it applies to your project, should be directed to us using the details below.

• Company: VELORIQ SOFTWARE LTD, a Private Limited Company registered in England and Wales, company number 17384626
• Registered office: 17 Station Parade, Harrogate, England, HG1 1UF, United Kingdom
• Email: support@veloriqsoftware.tech
• Telephone: +44 7848 457256