Privacy Policy

Velocix Solutions Limited (“Velocix”) is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, retain, process and disclose personal data relating to visitors to https://www.velocix.com, contacts at our customers, suppliers and other business partners, and visitors to our premises.

Personal data is information that relates to an identifiable living individual. Velocix acts in accordance with applicable data protection legislation, including the UK General Data Protection Regulation (“UK GDPR”) and the Data Protection Act 2018. Velocix is registered as a data controller with the Information Commissioner’s Office.

We process personal data primarily on the basis of our legitimate interests (for example, website performance analysis and security) and, where applicable, the consent you provide when submitting a form or accepting non-essential cookies.

How we collect your information
We may collect and process the following categories of information about you:

Information that you provide to us
This includes information you give us by filling in forms on our websites (or other forms we ask you to complete), providing a business card (or similar), attending one of our events, or corresponding with us by telephone, post, email or otherwise. It may include your name, postal address, email address and telephone number; information about your business relationship with Velocix; information about your professional role, background and interests; and information relating to an onsite event you wish to attend.

Information collected automatically by our websites and systems:

• When you visit our websites, we automatically collect certain information about you and your visit, including the Internet protocol (IP) address used to connect your device to the Internet, browser type and version, device type, operating system, and the pages you visit.
• Our websites may place “cookies” on your device – please see the Cookie Policy section below for details.
• If you exchange emails, telephone calls or other electronic communications with our staff, our information technology systems may record details of those communications, sometimes including their content.
• We may use third-party analytics tools (including services provided by Google – see here for details) to process standard internet log information and visitor behaviour data, such as viewing time on particular pages, navigation paths within our site, and approximate regional location.

Information from other sources:
If we have a business relationship with the organisation you represent, your colleagues or other business contacts may provide us with information about you, such as your contact details or your role in the relationship.

We sometimes obtain information from third-party data providers or publicly available sources for anti-money-laundering, background-checking and similar purposes, and to protect our business and comply with our legal and regulatory obligations.

Website behavioural data is generally processed in a way that does not identify any individual. We do not attempt to identify visitors to our website.

How we use your information

We use your personal data for the following purposes:

• Business operations: to operate, manage, develop and promote our business and, in particular, our relationship with you or the organisation you represent, and related transactions.
• Marketing: to send you marketing communications which we believe you will find relevant and interesting, and to better understand our audiences on social media platforms and search engines.
• Service improvement: to operate, administer and improve our websites, premises and other aspects of our operations, including measuring website performance, improving our communications and reviewing general trends.
• Security and fraud prevention: to protect the security of our premises and systems, to monitor website traffic against potential malicious activity, and to protect our business from fraud, money-laundering, breach of confidence, theft of proprietary materials and other financial or business crimes.
• Legal and regulatory compliance: to comply with our legal and regulatory obligations and to bring and defend legal claims.

Your rights

Under applicable data protection laws, including the UK GDPR, you have the following rights in 
respect of your personal data:

• Right of Access: You may request a copy of the personal data we hold about you, together with related supplementary information.
• Right to Rectification: You may request that we correct any personal data that is inaccurate or incomplete.
• Right to Erasure: You may request that we delete your personal data, in certain circumstances.
• Right to Restrict Processing: You may request that we restrict the processing of your personal data, in certain circumstances.
• Right to Object: You may object to our processing of your personal data (including for direct marketing purposes), in certain circumstances.
• Right to Data Portability: You may request that we transfer the personal data we hold about you to another organisation, or directly to you, in certain circumstances.

To exercise any of these rights please contact us using the details set out below.

Compliance Reviews

We may review information held in our systems, including your communications with us, for compliance, business-protection and litigation purposes.

These reviews will be conducted proportionately and with appropriate management approval, and may result in disclosure of your information to governmental agencies or litigation counterparties.

We process your personal data on the basis of our legitimate interests, and only where that processing does not override your rights and freedoms. In exceptional circumstances, we may be required by law to disclose or process your personal data. If you are uncertain why we need particular information, please contact us using the details below.

Disclosure, Data Sharing and International Transfers

We may share your personal data where reasonably necessary for the purposes described above. Where we engage service providers to process data on our behalf, they do so under strict contractual obligations that comply with applicable data protection law.

We may share your data with:

• other members of our group of companies;
• your colleagues within the organisation you represent;
• service providers who host or process your information on our behalf, under strict confidentiality and security obligations;
• event partners;
• any acquirer of our business or assets; or in exceptional circumstances, competent governmental agencies, regulators or litigation counterparties, or where required by law.

Some of these disclosures may involve transferring your data to countries that do not have equivalent data protection laws. Where this occurs, we will ensure appropriate safeguards are in place, such as standard contractual clauses, to protect your personal data.

Retention and deletion of your information
Where you provide your information via a website form, we will retain it in our CRM system for as long as you have a relationship with us, or until you unsubscribe. After the relationship ends, we may retain your data where necessary for our legitimate purposes, such as responding to queries or complaints.

We will delete the information that we hold about you when we no longer need it. We may also retain limited information about you after you have left the organisation you represented, so that we can maintain a continuous relationship with you should you contact us again on behalf of a different organisation. Further details of our record retention policies are available on request. Please contact us using the details below.

Complaints
If you have a concern about how we handle your personal data, we encourage you to contact us in the first instance so that we can investigate and seek to resolve the matter. You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) at https://ico.org.uk/.

Changes to privacy policy
Velocix reserves the right to amend this Privacy Policy at any time. Any changes will be posted on our website. We encourage you to review this Privacy Policy periodically. For significant changes, we may also notify you by email or by means of a prominent notice on our website. 

Cookie policy
When you first visit Velocix.com, we will notify you that we use cookies on the site. Upon entering the site, our analytics and marketing tools (including HubSpot and Google) may place cookies in your browser.

Cookies are small text files used to differentiate users, recognise returning visitors, record site interactions, and perform analytics. The information these cookies collect is used to improve the performance of our site, distinguish new and returning visitors, and provide a secure service. All data collected through cookies is aggregated and anonymous, unless you have submitted a website form.

To manage cookies, please review the settings in your browser. On some browsers, you can block the cookies we use on this site, though this could affect performance. You may also have the option to delete existing cookies that have been stored on your browser.