Privacy Policy

1. Who we are and our role

Veloce Cloud and AI Technologies Limited provides V-Tickd, accounting workflow software, and V-Cloud Sign, document signing software. We are the controller for personal information used to manage our enquiries, customer relationships and business operations.

When a practice provides client information for processing through our products on its instructions, the practice normally acts as controller and Veloce acts as processor. The applicable service agreement and data processing terms govern that processing. This notice does not replace those terms or the practice's own privacy notice.

2. Information we receive

Enquiries include your name, email address, company, selected service and message. Early-access applications may also include your role, team size, approximate client volumes, accounting software, workflow interests and operational challenges. We receive these details from you or someone contacting us for your organisation.

Depending on enabled product workflows, customer information can include user and client contact details, requests, uploaded records, accounting evidence, workflow activity, documents and signing records. The practice decides which client information to provide. Use the relevant product workflow for client records, rather than our public contact form.

Hosting and application services may process technical information such as IP addresses, request details, browser information and error records to deliver and operate the service.

3. Purposes and lawful bases

We use enquiries and applications to respond, assess product fit, arrange demonstrations or onboarding and communicate about your request. We rely on legitimate interests in responding to business enquiries and managing business relationships, or steps requested before entering a contract where you are personally the prospective contracting party.

Service administration is necessary to perform a contract where it is with you. Where the customer is an organisation, we rely on legitimate interests in administering its account and supporting its staff. We also rely on legitimate interests to investigate problems, prevent misuse and protect services, balancing those interests against individual rights.

We process information where necessary to meet legal obligations, including applicable accounting and lawful disclosure requirements. Where consent is required for an optional activity, we ask separately and you can withdraw it. An enquiry or early-access application is not consent to unrelated marketing.

Required form fields allow us to identify and respond to your request. Optional information can be omitted. Without necessary details we may be unable to respond or assess an application. Applications are reviewed for suitability and do not guarantee acceptance.

4. Sharing and international processing

Public enquiries and early-access submissions are emailed to our contact mailbox using Amazon Web Services Simple Email Service. AWS also supplies website infrastructure. People handling enquiries, onboarding or support may access information as needed for those tasks.

Other disclosures may be necessary to service providers, professional advisers, authorities where legally required, or parties involved in a business transfer subject to appropriate safeguards. Product-specific processing arrangements and subprocessors should be reviewed with us under the applicable service agreement.

An integration you authorise may exchange information with the connected provider, whose own privacy notice also applies. Do not assume all website or product information stays exclusively in the UK. Where a restricted international transfer applies, an appropriate lawful transfer mechanism and safeguards are required. Contact us for the arrangements relevant to your service.

5. How long information is kept

Enquiries and correspondence are retained for the time needed to handle the request, follow up where appropriate and maintain relevant business records. Retention depends on the relationship, information type, applicable legal obligations and any dispute or legal hold, rather than one fixed period for all records.

Customer-uploaded records and signing information are subject to the applicable product agreement and practice instructions, including agreed return and deletion arrangements. Discuss your retention and export requirements with us before placing records subject to specific obligations into a product.

6. Your rights and complaints

Depending on the circumstances, you may have rights to access, correct or erase information, restrict processing, object to processing based on legitimate interests, and receive or transfer certain information. Rights are subject to applicable conditions and exceptions. Withdrawing consent does not affect processing lawfully carried out before withdrawal.

Contact contact@veloce-tech.com to make a request. We may need to verify your identity and clarify its scope. We normally respond within one month; if a lawful extension applies, we will explain why. Where a practice controls your information, contact that practice first. We support its response in accordance with our role.

You can raise concerns with us and complain to the UK Information Commissioner's Office at https://ico.org.uk/make-a-complaint/. You do not have to contact us before approaching the ICO.

7. Security and updates

Our Security & Trust page explains the safeguards described for our services. No internet service can promise absolute security. Accounting professionals remain responsible for reviewing records, outputs and professional decisions.

We update this notice when services or information-handling practices change and provide additional notice where required. The date above identifies the current version. Product-specific notices and agreed processing terms may provide further detail.