Privacy Policy

1. Data We Collect

Account Information

When you register for the Service, we collect:

• Email address (required)
• Name (optional, or provided via Google OAuth)
• Profile picture (if provided via Google OAuth)
• Password hash (for email/password accounts; we never store plaintext passwords)

Module Inputs and Outputs

As you use the Service, we store:

• Your responses to module questions and form inputs
• AI-generated outputs created from your inputs
• Documents, strategies, and plans generated within the platform
• Backlog items, action plans, and progress tracking data

Usage Data

We automatically collect:

• IP address (for security and abuse prevention)
• Pages visited and features used within the platform
• Session duration and interaction patterns
• Browser type and device information
• AI token usage for rate limiting and billing

Free checks and tools you use without an account

Some parts of the Service, such as the Expectations Check, can be used without creating an account. When you use one of these we collect only what that tool asks for. For the Expectations Check that is your first name, your email address, and your answers to its questions. We use them to write your result, to show it to you on the page and to send it to you once by email, and for nothing else. No account is created, no follow-up sequence is started, and nobody telephones you. Your answers are scored on our own server and are not sent to any AI provider. We keep the email address and the result for 12 months so that we can answer a query about the result you received, and then delete them.

Applications for access

Access to Velocity OS™ is by application. When you apply we store what the form asks for: your name, your email address, your business name, your website if you give one, what you want help with, and who referred you or which customer invited you, if you say. That last answer may name another person. We also store when you ticked the boxes on the form, where your application came from, its status, and the dates it was decided and, if approved, claimed. We use these details to review your application. If it is approved, we also use them for the following:

• sending you the link to set up your sign-in
• running your free period
• asking you to book a call

Application details are not sent to any AI provider. They are seen by the owner of Velocity OS™, who reviews every application. An approved application is kept with your account and follows its retention below.

2. How We Use Your Data

• Service delivery: To provide and operate the platform features you use
• AI processing: Your inputs are sent to Anthropic's Claude API to generate outputs. Anthropic processes this data under their data processing terms and does not use it for model training.
• Account management: To manage your subscription, authenticate you, and communicate about your account
• Security: To detect and prevent fraud, abuse, and unauthorised access
• Improvement: To understand usage patterns and improve the Service (using aggregated, anonymised data only)

3. Third-Party Processors

We share your data with the following third-party processors as necessary to provide the Service:

• Anthropic (Claude API): Processes your text inputs to generate AI outputs. Data is processed in accordance with Anthropic's commercial terms and is not used for model training.
• Google OAuth: If you sign in with Google, authentication data is exchanged with Google in accordance with Google's privacy policy.
• hCaptcha: Used on registration, login and application-for-access forms to prevent automated abuse. hCaptcha processes minimal data as described in their privacy policy.
• Google Workspace (Gmail): Used to send transactional email from the Service, including the single result email from the Expectations Check. Google processes the message as our processor under Google's Workspace terms.
• Calendly: Used on our marketing and advisory pages (including highvelocityx.com, which links to this policy) to schedule calls, and for the call booking link Velocity OS™ sends to approved applicants in the product and by email. When you book, Calendly processes your name, email address and chosen time under its own terms.

We do not sell your data to third parties. We do not share your data with advertisers.

4. Data Retention

• Active accounts: Your data is retained for as long as your account is active.
• Deleted accounts: Upon account deletion, your data is removed within 30 days. Backup copies may persist for up to 90 days before being permanently purged.
• Inactive accounts: Accounts inactive for more than 12 months may be flagged for deletion with 30 days prior notice.
• Legal obligations: We may retain certain data longer if required by law (for example, billing records for tax compliance).
• Applications for access: Declined, spam and unclaimed applications are deleted after 6 months.

5. Your Rights

Depending on your jurisdiction, you may have the following rights regarding your personal data:

• Access: Request a copy of the personal data we hold about you.
• Export: Download your data in a portable format through the platform's export feature (SEC-004).
• Correction: Request correction of inaccurate personal data.
• Deletion: Request deletion of your account and associated data.
• Restriction: Request that we restrict processing of your data in certain circumstances.
• Objection: Object to processing of your data for specific purposes.
• Portability: Request transfer of your data to another service provider.

To exercise any of these rights, contact us at [email protected]. We will respond within one month.

6. How to Make a Complaint About Our Handling of Your Personal Data

If you consider that we have infringed data protection law in the way we have handled your personal data, you have a right to complain to us and we are required to facilitate that. You may raise a complaint by email to [email protected] with the word "complaint" in the subject line, or by any other means that reaches us; you do not need to use a particular form.

We will acknowledge your complaint within 3 working days of receiving it and will respond to it in full within 14 days. Where a full response will take longer than that, we will tell you why and when you can expect it. In every case we will acknowledge within 30 days and respond without undue delay, as the law requires.

The same route handles complaints about the service generally, so you never have to work out which kind of complaint you are making before you make it.

If you are not satisfied with our response, or if we have not responded, you have the right to complain to the Information Commissioner's Office at ico.org.uk. You may also do so without first complaining to us, although the ICO will usually expect you to have given us the opportunity to respond.

7. Cookies and Tracking

The Service uses minimal cookies necessary for operation:

• Session cookie: To maintain your authenticated session. Essential for the Service to function.
• Theme preference: To remember your light/dark mode choice.

We do not set advertising cookies, tracking pixels, or third-party analytics that profile individual users without your consent. If we introduce any such technology on a page, it will not run until you agree to it through a consent notice on that page, and this policy will be updated to name it before it is used. We do not participate in cross-site tracking.

8. International Transfers

Your data may be processed in locations outside your country of residence, including:

• The United Kingdom (where our servers are based)
• The United States (where Anthropic processes AI requests)

Where data is transferred internationally, we ensure appropriate safeguards are in place, including standard contractual clauses where required by applicable data protection law.

9. Children's Privacy

The Service is not intended for use by individuals under 18 years of age. We do not knowingly collect personal data from children. If we become aware that a child has provided us with personal data, we will delete it promptly.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify registered users of material changes via email or in-app notification at least 14 days before they take effect.

11. Contact and Data Protection

For privacy-related enquiries or to exercise your data rights:

• Email: [email protected]
• Data protection contact: [email protected]
• Company: DEFINEXTEND LTD, trading as High-Velocity X
• Registered in England and Wales
• ICO Registration: DEFINEXTEND LTD is registered with the Information Commissioner's Office (ICO), registration ZC115379

If you are not satisfied with our response, you have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.