Legal
Website privacy policy
How Vellier uses the details you give us on this website, why, how long we keep them and your rights.
Last updated Monday 19 October 2026
This policy covers vellier.co.uk (this website): the register interest form, tester applications, demo call requests and the try-it demos. It also explains, below, how the Vellier app uses data from a Google account you connect to it. It explains what we collect, why, who helps us, how long we keep it and what your rights are.
Once you sign up for Vellier itself, the Vellier privacy notice covers your account instead. If you're a client of a business that uses Vellier, that business is responsible for your information: please read its own privacy notice.
Who we are
The controller of your personal data is Vellier Systems, 5 Airfield Lane, Kirknewton, EH27 8EH.
Contact for anything about your data: [email protected]. We haven't appointed a data protection officer because the law doesn't require one for a business of our size and type; we answer privacy questions at that address.
What we collect
When you register interest or ask for a demo call
- your name and email address
- your business name, trade and the first part of your postcode (for example HG1), if you give them
- anything you write in the message box
- whether you ticked the box to get news by email, the exact words beside the box and their version, and when you confirmed your email address
- the page you sent the form from
When you apply to be a tester
Everything above, plus how many people would use Vellier and which system you use today. Your trade, team size and current system are required, so we can choose a mix of businesses.
Technical information
- A scrambled version of your IP address. When you send a form we keep a one-way scrambled (hashed) copy of your IP address, not the address itself, so we can stop the same machine sending dozens of forms. It can't be turned back into your IP address.
- Server logs. Like every website, our hosting provider records requests to this website (IP address, page, time and browser type) to keep it running and secure.
We don't use analytics, advertising tools or tracking pixels on this website, and it sets no cookies. See our cookie policy.
When you open a demo
Opening a demo signs your browser in to a shared sample company on vellier.app. We record that the demo was opened (a count, not who opened it) and keep a sign-in record linked to a cookie in your browser. Anything you type in the demo is stored in that demo company until it's wiped at 3am the next night, and other visitors can see it in the meantime, so please don't type in real people's details. See our demo acceptable use policy.
Why we use it, and our lawful basis
| What we do | Lawful basis (UK GDPR Article 6) |
|---|---|
| Reply to you and tell you about what you asked for: the launch, the testing group or a demo call | Legitimate interests: answering people who contact us. You can ask us to stop at any time |
| Choose testers and run the testing group | Legitimate interests; and steps you asked us to take before any agreement |
| Send you news, offers and launch updates by email | Consent (you ticked the box and then confirmed by clicking the link in our email) |
| Stop spam and abuse of the forms (scrambled IP, limits on how often a form can be sent) | Legitimate interests: keeping the forms and our system safe |
| Run the demos, keep them separate from real businesses and reset them nightly | Legitimate interests: letting people try Vellier safely |
| Keep a record of consent and of requests to stop or delete | Legal obligation (proving consent under UK GDPR and PECR) |
We don't ask for special category information (for example health or religion). Please don't include any in your message.
Marketing emails: double opt-in
The box for news is never ticked for you, and sending the form doesn't sign you up for marketing on its own.
- You tick the box (if you want to).
- We email you a link so you can check it's your address.
- Only once you click it do we send you news and offers.
Every email we send has a link to stop marketing emails, and another to delete your details completely. If you don't tick the box, we only write to you about what you asked for. This follows the Privacy and Electronic Communications Regulations 2003 (PECR).
Who we share it with
We don't sell your details or share them for anyone else's marketing. These suppliers process them on our behalf, under contracts that require them to keep it safe and use it only for us:
| Supplier | What they do | Where |
|---|---|---|
| DigitalOcean, LLC | Hosts this website and the Vellier app | London, UK |
| Neon, Inc. | Database where form details are stored | London, UK (AWS eu-west-2) |
| Google LLC (Google Workspace) | Sends our emails and holds our mailbox | UK, EU and USA, under the UK–US data bridge |
| Stripe Payments UK Ltd | Card payments, from launch only, for Vellier subscriptions. Not used by this website's forms | UK and USA, under the UK–US data bridge |
We may also share information with our professional advisers, or with authorities where the law requires it.
International transfers
Where a supplier processes data outside the UK, we rely on the UK–US data bridge for certified US suppliers, or on the ICO's International Data Transfer Agreement or Addendum, with a transfer risk assessment.
How long we keep it
| What | How long |
|---|---|
| Register interest and demo call requests | Until 12 months after Vellier launches (so until 1 January 2028), unless you become a customer or ask us to delete it sooner |
| Unconfirmed sign-ups (you never clicked the link) | 90 days after the confirmation link was sent |
| Tester applications | For the testing period and 12 months after it ends. If you take part, records of the testing are kept as for any customer |
| Marketing consent | While you're on our list, then 2 years after you unsubscribe, as proof of what you agreed to |
| "Stop emailing me" requests | We keep your email address on a do-not-contact list for as long as we send marketing, so we don't email you by mistake |
| Scrambled IP addresses | With the form they came with |
| Server logs | As set by our hosting provider |
| What you type in a demo | Until the demo is wiped, at 3am the next night |
Website sign-ups are deleted automatically: a job runs every night and removes any that have reached the end of their period.
Your rights
Under UK data protection law you can ask us to:
- give you a copy of your information
- correct it if it's wrong
- delete it
- restrict how we use it, or object to how we use it (including any use based on legitimate interests)
- give it to you in a format you can move elsewhere
- stop marketing, at any time, which we will always do
Where we rely on your consent, you can withdraw it at any time; this doesn't affect what we did before.
To use any of these rights, email [email protected] or use the links in our emails. To delete your Vellier account, see delete your account. We'll reply within one month. We may extend that by two months for complex requests, and we'll tell you if we do.
If you connect a Google account to Vellier
Inside the Vellier app, a business can choose to connect its Google account. Nothing is connected unless someone in the business signs in with Google and agrees on Google's own screen. Depending on what the business switches on, Vellier asks Google for:
- Your name and email address (sign in with Google), so you can sign in without a separate password.
- Google Calendar events, to add your Vellier appointments and jobs to your calendar and to check when you're free before offering a booking time.
- Google Contacts, to save your clients from Vellier into your Google Contacts so they show up on your phone.
- Google Business Profile, to show your Google reviews in Vellier, let you reply to them, and post updates to your profile.
- Gmail, read-only (only if the business switches it on), to read the one label it chooses (for example "Receipts") and file supplier receipts and bills into its costs. Vellier doesn't read any other email, and it never sends, changes or deletes email.
How we use and protect Google data
- We only use this data to provide the features above to the business that connected the account.
- We don't sell it, use it for advertising, or use it to build or train general AI models.
- Nobody at Vellier reads it, unless the business asks us to for support, it's needed for security or to investigate abuse, or the law requires it.
- We only share it with the service providers who run Vellier for us (hosting and storage), under contract, and only to run these features.
- Access keys from Google are stored encrypted. The data is kept for as long as the business uses the feature.
- You can disconnect at any time in Vellier's settings or at myaccount.google.com/permissions. When you disconnect, we stop collecting and delete the stored access keys. Receipts or contacts already saved into the business's records stay part of those records until the business deletes them or closes its account.
Vellier's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.
Complaints
If you're unhappy with how we've used your information, please tell us first using our privacy complaint form or by email. We'll acknowledge your complaint within 30 days and tell you the outcome.
You also have the right to complain to the Information Commissioner's Office (ICO), the UK's data protection regulator: ico.org.uk/make-a-complaint, or call 0303 123 1113.
Children
This website and Vellier are for businesses. We don't knowingly collect information from anyone under 18.
Changes to this policy
We'll post any changes on this page and change the date at the top. If a change affects how we use details you've already given us, we'll email you first.