Who we are, how to contact us, and updates

defineXTEND Ltd, trading as High-Velocity Startups and as High-Velocity X ("defineXTEND", "we", "us", "our"), is a company registered in England and Wales (company number 08031789), with its registered office at International House, 12 Constance Street, London, England, E16 2DQ. Our website addresses are www.highvelocitystartups.com and www.highvelocityx.com.

This Privacy Policy applies across all of our operations, including our websites, our advisory and consulting services, the Velocity OS application, and our High-Velocity X hosting service. Where a specific product or service has its own additional notices or addenda, those will be made available separately and will sit alongside (not replace) this Policy.

To contact us for privacy notice and policy purposes, if you have any questions relating to your personal information or rights, please email [email protected].

This notice may be updated from time to time, and we will take reasonable steps to inform you about changes. Last updated: [DATE].

How we collect data

Aside from the data required to display our website, we collect your contact details to communicate about our services and process payments.

We also collect any information you choose to share for advisory purposes, which may include "special category" data under UK GDPR (e.g. health, beliefs, biometric). Such data is processed in accordance with data protection law.

All other data is processed under our legitimate interests in conducting business with you.

We collect individuals' phone numbers to contact you via WhatsApp for marketing and service updates. By providing your number, you consent to these communications.

If you have consented to marketing, we may process your details for that purpose too.

We do not use any automatically-collected technical data (IP, browser, device) for analytics or advertising.

Our websites use the GoHighLevel platform, which may collect technical visit data, but we do not use it for analytics or advertising. See GoHighLevel's privacy policy for details.

High-Velocity X hosting subscribers

If you subscribe to our High-Velocity X hosting offering via a Stripe payment link, we additionally collect and process:

• Your name, email address, and billing information (collected and processed by Stripe on our behalf);
• Records of your subscription status, payments, and your acceptance of our Terms and Conditions and this Privacy Policy; and
• Activity and configuration data within your hosted sub-account on the GoHighLevel platform, which we may access for the purposes of providing technical support, maintenance, and troubleshooting.

You may upload or input personal data of your own end users, customers, or contacts into your sub-account. In respect of such data, you are the data controller and we act as data processor. A data processing addendum is available on request.

AI-assisted features

When you use any AI-powered functionality in our app, we send only the text or files you explicitly submit to OpenAI, LLC for processing. No metadata or profiling data is shared. You remain in control of any personal or special-category data you include.

Airtable storage

We store your name, email address, phone number, and your acceptance of our Terms and Conditions and Privacy Policy in Airtable, Inc. No financial data is stored. Airtable is GDPR-compliant.

n8n execution logs

Our workflow engine (n8n GmbH) records execution logs that may include portions of the data you submit. n8n does not persistently store data beyond each workflow run unless explicitly configured.

Google Drive deliverables

Reports or other documents generated for you may be saved to our Google Drive (Google LLC) so you can download them. We will not share any Drive files with collaborators unless you expressly instruct us.

Who we share your data with

We retain personal data while there is a legitimate business need. We share data with the providers listed below, each of which is bound by a written data-processing agreement and, where applicable, Standard Contractual Clauses or the UK International Data Transfer Addendum for international transfers:

We may also share data with authorities if required by law or with your consent.

International transfers of data

Some processors are located outside the UK. Where this occurs, we rely on UK adequacy regulations, Standard Contractual Clauses with the UK International Data Transfer Addendum (IDTA), or equivalent safeguards. Copies of these safeguards are available upon request.

Retention of your data

We store personal information only as long as there is a legitimate business need. Inactive accounts (12+ months) have their history purged (account remains).

Specifically:

• Airtable records, AI logs and workflow execution data: retained while your account is active; 12-month archival planned.
• Google Drive files: kept until you request deletion or close your account.
• Hosting subscription records (Stripe billing data and acceptance records): retained for the duration of your subscription and for 6 years thereafter, in line with statutory record-keeping requirements.
• Data within your hosted sub-account on GoHighLevel: retained for the duration of your subscription. On termination, we will provide you with a reasonable opportunity to export your data prior to cessation of access, subject to the capabilities of the underlying platform.

Security

• Data in transit is encrypted via TLS.
• At-rest encryption: Airtable and Google Drive use AES-256.
• n8n workflows run on secured infrastructure with access controls and audit logs.

What rights you have over your data

You may contact [email protected] to access, correct, update, delete, restrict, object, or port your data; withdraw consent; or opt out of marketing. You may also complain to the Information Commissioner's Office (www.ico.org.uk).

Cookies

Our website does not serve cookies by default. Embedded videos are configured not to use cookies. If we introduce cookies in the future, they will be strictly necessary only.