Who we are
Veronix Group Ltd (“Veronix”, “we”) is the controller of the personal data described here. We are registered in England and Wales, company number 17122305, and registered with the Information Commissioner’s Office (ICO), reference ZC194569.
Registered office: 71–75 Shelton Street, Covent Garden, London WC2H 9JQ, United Kingdom.
Questions about this statement or your data: privacy@veronix.ai.
What this covers
This statement covers veronix.ai and the ways you can contact us through it: the Initialize project enquiry, the Scout briefing request, job applications, and the emails and correspondence that follow.
Cookies and similar technologies are explained on the Cookies page.
What we collect, and why
The table shows each way we collect personal data, what we collect, why we use it, and the legal basis under UK GDPR. “Legitimate interests” means a business interest that does not override your rights.
Activity
Browsing this site
- What we collect
Standard server data: IP address, browser, pages requested, time. Handled by Cloudflare, which hosts and delivers the site.
- Why
Deliver and secure the site
- Legal basis
- Legitimate interests
Activity
Initialize (project enquiry)
- What we collect
Name, work email, phone number (so we can call or message you about your enquiry), company, role, country, type of enquiry, any website or social profile links you add, and the details you write.
- Why
Reply to you and assess the enquiry
- Legal basis
- Legitimate interests (responding to business enquiries)
Activity
Scout (free briefing)
- What we collect
Company, website, sector, work email, your name, location, social profile links you add, and any notes.
- Why
Prepare and send your briefing
- Legal basis
- Legitimate interests (preparing a free briefing for a business that asked for one)
Activity
Applying for a role
- What we collect
Position, work type, name, email, country, availability, an optional note, links to your work, and your CV (PDF, DOC or DOCX, up to 5 MB).
- Why
Consider your application
- Legal basis
- Legitimate interests; steps you ask us to take before a contract
Activity
Confirmation and internal emails
- What we collect
The details you submitted and a reference number.
- Why
Confirm receipt and route your request to the team
- Legal basis
- Legitimate interests
Activity
Anonymised statistics
- What we collect
Counts and trends from submissions, for example how many businesses use a particular tool. Nothing that identifies a person or a company is kept in them.
- Why
Understand our market and improve our services
- Legal basis
- Legitimate interests (anonymised data is not personal data)
Activity
Spam and abuse prevention
- What we collect
IP address, browser details, and signals from the Cloudflare Turnstile check. Request counts are kept briefly in server memory; email addresses are used there only as a one-way hash.
- Why
Stop automated abuse of the forms
- Legal basis
- Legitimate interests
Activity
Analytics (optional)
- What we collect
Pages viewed, approximate location, device and browser type, and cookie identifiers, through Google Analytics 4. We also count when a form is successfully submitted, and when you click or copy our email address or click our map link. We count these actions only; the contents of your form are never sent to Google Analytics.
- Why
Understand how the site is used
- Legal basis
- Your consent
Activity
Remembering your cookie choice
- What we collect
Your accept or reject choice, saved in your browser.
- Why
Honour your choice on later visits
- Legal basis
- Legitimate interests (strictly necessary, so exempt from cookie consent)
| Activity | What we collect | Why | Legal basis |
|---|---|---|---|
| Browsing this site | Standard server data: IP address, browser, pages requested, time. Handled by Cloudflare, which hosts and delivers the site. | Deliver and secure the site | Legitimate interests |
| Initialize (project enquiry) | Name, work email, phone number (so we can call or message you about your enquiry), company, role, country, type of enquiry, any website or social profile links you add, and the details you write. | Reply to you and assess the enquiry | Legitimate interests (responding to business enquiries) |
| Scout (free briefing) | Company, website, sector, work email, your name, location, social profile links you add, and any notes. | Prepare and send your briefing | Legitimate interests (preparing a free briefing for a business that asked for one) |
| Applying for a role | Position, work type, name, email, country, availability, an optional note, links to your work, and your CV (PDF, DOC or DOCX, up to 5 MB). | Consider your application | Legitimate interests; steps you ask us to take before a contract |
| Confirmation and internal emails | The details you submitted and a reference number. | Confirm receipt and route your request to the team | Legitimate interests |
| Anonymised statistics | Counts and trends from submissions, for example how many businesses use a particular tool. Nothing that identifies a person or a company is kept in them. | Understand our market and improve our services | Legitimate interests (anonymised data is not personal data) |
| Spam and abuse prevention | IP address, browser details, and signals from the Cloudflare Turnstile check. Request counts are kept briefly in server memory; email addresses are used there only as a one-way hash. | Stop automated abuse of the forms | Legitimate interests |
| Analytics (optional) | Pages viewed, approximate location, device and browser type, and cookie identifiers, through Google Analytics 4. We also count when a form is successfully submitted, and when you click or copy our email address or click our map link. We count these actions only; the contents of your form are never sent to Google Analytics. | Understand how the site is used | Your consent |
| Remembering your cookie choice | Your accept or reject choice, saved in your browser. | Honour your choice on later visits | Legitimate interests (strictly necessary, so exempt from cookie consent) |
You do not have to give us this information, but we cannot answer an enquiry, prepare a briefing or consider an application without the details the forms ask for.
Please do not include sensitive details such as health, ethnicity or religion in a CV. We do not use them to assess an application, and we delete them where we reasonably can.
How Scout works
Scout is a free briefing on how businesses in your sector are using automation and AI. To prepare it we look at publicly available information about your company and its peers, such as websites and public business profiles. The social profile links you give us are used only to look at those public profiles.
We use the details in your request to prepare your briefing and to reply to you. A member of our team reviews each briefing before it is sent.
Briefings may mention people in their business roles, for example a name, job title or public statement taken from a company website or public business profile. We do not build a profile of any individual and we do not make decisions about people. If you are named in a briefing and want to object, email privacy@veronix.ai.
AI tools
We use Claude, from Anthropic, to help prepare Scout briefings. We use it on a business account covered by a data processing agreement, where Anthropic is not allowed to use what we put into it to train its models.
We may also use other AI tools to research publicly available information about a company. We do not put the details you submit into them.
We limit what we put into AI tools to what the work needs, mainly public business information. No decision with legal or similarly significant effect on you is made by automated means alone.
International transfers
Some of these providers handle data outside the UK, including in the United States. The table shows where, and the safeguard that protects the data when it leaves the UK.
Provider
Cloudflare
- Where data may be handled
Mainly the United States and the European Economic Area, through its global network
- Safeguard
Standard contractual clauses with the UK Addendum, in its data processing addendum. It also relies on its certifications under the EU–US Data Privacy Framework and the UK Extension.
Provider
- Where data may be handled
Any country where Google or its sub-processors have facilities, including the United States
- Safeguard
Complies with the EU–US Data Privacy Framework and the UK Extension. Standard contractual clauses are used where that does not apply.
Provider
Resend
- Where data may be handled
United States
- Safeguard
Standard contractual clauses with the UK Addendum, in its data processing addendum. It also complies with the EU–US Data Privacy Framework and the UK Extension.
Provider
Anthropic
- Where data may be handled
Stored in the United States; requests may be processed in the US, Europe, Asia and Australia
- Safeguard
Standard contractual clauses with the UK Addendum, in its data processing addendum.
Provider
Notion
- Where data may be handled
United States
- Safeguard
Certified under the EU–US Data Privacy Framework and the UK Extension. Standard contractual clauses with the UK Addendum also apply under Notion’s Data Processing Addendum.
Provider
Spaceship (Spacemail)
- Where data may be handled
United States
- Safeguard
Standard contractual clauses with the UK Addendum, incorporated into Spaceship’s Data Processing Addendum.
Provider
OpenFreeMap
- Where data may be handled
Hungary (European Economic Area)
- Safeguard
None needed. UK adequacy regulations cover the European Economic Area.
| Provider | Where data may be handled | Safeguard |
|---|---|---|
| Cloudflare | Mainly the United States and the European Economic Area, through its global network | Standard contractual clauses with the UK Addendum, in its data processing addendum. It also relies on its certifications under the EU–US Data Privacy Framework and the UK Extension. |
| Any country where Google or its sub-processors have facilities, including the United States | Complies with the EU–US Data Privacy Framework and the UK Extension. Standard contractual clauses are used where that does not apply. | |
| Resend | United States | Standard contractual clauses with the UK Addendum, in its data processing addendum. It also complies with the EU–US Data Privacy Framework and the UK Extension. |
| Anthropic | Stored in the United States; requests may be processed in the US, Europe, Asia and Australia | Standard contractual clauses with the UK Addendum, in its data processing addendum. |
| Notion | United States | Certified under the EU–US Data Privacy Framework and the UK Extension. Standard contractual clauses with the UK Addendum also apply under Notion’s Data Processing Addendum. |
| Spaceship (Spacemail) | United States | Standard contractual clauses with the UK Addendum, incorporated into Spaceship’s Data Processing Addendum. |
| OpenFreeMap | Hungary (European Economic Area) | None needed. UK adequacy regulations cover the European Economic Area. |
Email privacy@veronix.ai if you would like a copy of the safeguards that apply, or more detail on how any provider protects your data.
How long we keep data
Data
Project enquiries and the correspondence that follows
- How long
12 months after our last contact, then deleted
Data
Scout requests and briefings
- How long
12 months after the request, then deleted
Data
Job applications and CVs
- How long
6 months after we reply or close the role, then deleted. Sooner if you ask.
Data
Our internal record of each submission (Notion)
- How long
Deleted on the same date as the submission it relates to
Data
Server logs at our host (Cloudflare)
- How long
Not kept by default. Raw access logs are normally discarded within hours, and error logs are kept for about a week.
Data
Delivery logs at our email sender (Resend)
- How long
A short period set by the provider, currently about 30 days
Data
AI tool conversations for a Scout briefing
- How long
Deleted once the briefing is complete. The provider may keep deleted content for a limited period under its own terms, and for longer if it is flagged for misuse.
Data
Analytics data (only if you accept)
- How long
Event-level data for 14 months, then deleted automatically. Aggregated reports that do not identify you may be kept longer.
Data
Spam and abuse counters
- How long
Held in server memory for up to 24 hours, then discarded
Data
Your cookie choice
- How long
12 months, then we ask again. Stored in your browser.
| Data | How long |
|---|---|
| Project enquiries and the correspondence that follows | 12 months after our last contact, then deleted |
| Scout requests and briefings | 12 months after the request, then deleted |
| Job applications and CVs | 6 months after we reply or close the role, then deleted. Sooner if you ask. |
| Our internal record of each submission (Notion) | Deleted on the same date as the submission it relates to |
| Server logs at our host (Cloudflare) | Not kept by default. Raw access logs are normally discarded within hours, and error logs are kept for about a week. |
| Delivery logs at our email sender (Resend) | A short period set by the provider, currently about 30 days |
| AI tool conversations for a Scout briefing | Deleted once the briefing is complete. The provider may keep deleted content for a limited period under its own terms, and for longer if it is flagged for misuse. |
| Analytics data (only if you accept) | Event-level data for 14 months, then deleted automatically. Aggregated reports that do not identify you may be kept longer. |
| Spam and abuse counters | Held in server memory for up to 24 hours, then discarded |
| Your cookie choice | 12 months, then we ask again. Stored in your browser. |
Copies in our email inboxes follow the same periods. We may keep data longer where the law requires it, or where we need it to deal with a claim.
Your rights
Under UK GDPR you have the right to:
- Be told what we hold about you and get a copy
- Have inaccurate data corrected
- Have your data deleted, in some circumstances
- Restrict or object to how we use it
- Receive data you gave us in a portable format
- Withdraw consent at any time, where we rely on it (for example analytics)
To use any of these rights, email privacy@veronix.ai. We reply within one month, which can be extended by up to two further months for complex requests. You can object at any time to processing that relies on our legitimate interests.
If you are unhappy with how we handle your data, you can complain to the Information Commissioner’s Office at ico.org.uk/make-a-complaint or on 0303 123 1113. We would like the chance to put things right first.
Security
We use encryption in transit (HTTPS), limit access to the people who need it, and protect our forms against automated abuse. No system is perfectly secure, and we review our controls as the platform changes.
Children
This site is for business use and is not aimed at anyone under 18. We do not knowingly collect data from children.
Changes to this statement
We update this statement when our tools, providers or the law change. The version and date at the top show the latest revision.
Contact
Data protection and privacy: privacy@veronix.ai. General enquiries: hello@veronix.ai.
Veronix Group Ltd, 71–75 Shelton Street, Covent Garden, London WC2H 9JQ, United Kingdom.
Related: Terms of Use and Cookies on this site.