Privacy Policy

VeilForge Intelligence ("VeilForge", "we", "us") is an operational planning and intelligence platform for SIA-licensed Close Protection professionals and security agencies operating in the United Kingdom. VeilForge is provided by VeilForge Intelligence Ltd, a company registered in England and Wales (company number 17491260) with its registered office at 71-75 Shelton Street, Covent Garden, London, WC2H 9JQ, accessible at veilforge.co.uk.

Account information: name, email address, phone number (if you add one), role (e.g. Field Operator, Operator, Agency), organisation, login credentials, and the version of our Acceptable Use Rules you agreed to and when.

Operational data you or your organisation enter into the platform, which may include:

• Risk assessments, mission briefs, and advance work reports
• Details of protected persons ("principals"), including itineraries and profile information you choose to record
• Venue information, including addresses, access details, and site-specific security notes
• Location data, including What3Words references you enter for muster points, hard cover, and hospital routing
• Your device's precise location, but only at the moment you tap to pin or share a location. VeilForge does not track your location continuously or in the background.
• Photographs and documents uploaded as part of advance work, venue, team or qualification records
• Team member and contractor details, including vetting and certification records
• Schedules, debrief reports, and cost records
• Messages sent between users within the platform
• Questions and attachments you send to the in-app Help Centre, and any support requests you raise with us
• Threat alerts and related notes

Technical and usage data: your user ID, device information, push notification tokens (a device identifier used to deliver alerts to the mobile app), IP address, and audit logs of actions taken within the platform (who did what, and when), which we keep for accountability and security purposes.

Payment information: subscription and billing details are handled directly by our payment processor, Stripe, on our website. No payments are taken inside the mobile apps, and we do not store your card details ourselves.

We do not use third-party analytics or advertising tools, and we do not track you across other companies' apps or websites.

Email updates: if you choose to receive VeilForge updates (for example by ticking the box on our website or our conference entry form), we keep your name, email address and, if you give them, your company and role, and send you product news and offers. We only do this with your consent, which is never a condition of using VeilForge or entering a prize draw. Every email has an unsubscribe link, and you can also ask us to remove you at any time.

These emails are sent through MailerLite. MailerLite records whether an email was delivered, opened or a link in it was clicked, so we can see which updates are useful. You can stop this at any time by unsubscribing.

Conference prize draw: if you enter one of our prize draws, we use your entry details (name, email, optional company, role, the draw you chose and any answer you give to our optional question) to run the draw and contact the winners. If you did not opt in to email updates, we delete your entry within 30 days of the draw. We keep the winners' details for one year as a record of the draw. Paper entry sheets are typed up the same day and then shredded. Full terms are at veilforge.co.uk/draw.

We use the data described above to:

• Provide the core functionality of the platform (risk assessments, briefings, scheduling, messaging, etc.)
• Operate the mobile app's push notification features
• Maintain an audit trail for security and accountability
• Communicate with you about your account or subscription
• Improve and maintain the platform

We do not sell your data, and we do not use the operational data you enter (risk assessments, principal details, venue information, etc.) for advertising or marketing purposes.

We process your data on the basis of:

• Contract: to provide the service you've signed up for
• Legitimate interests: for security, audit logging, and service improvement
• Consent: where you've explicitly opted in, such as to notification preferences or marketing emails. You can withdraw consent at any time.

VeilForge is built on Base44, a third-party application platform. This means data may be processed and stored on servers operated by Base44 and its infrastructure providers, which may be located outside the United Kingdom, including in the United States. Where data is transferred outside the UK, we rely on appropriate safeguards as required by UK data protection law.

• Base44: our application hosting and backend platform, including the AI models behind our research and Help Centre features. Content is sent to these models only when you use an AI feature.
• Stripe: payment processing
• OneSignal: push notification delivery to the mobile app
• Resend: delivery of account and service emails sent by the platform
• MailerLite: marketing emails, only for people who have opted in
• Zoho Mail: our business email, used when you write to us
• Google Maps / What3Words: location and mapping features
• data.police.uk: publicly available UK crime statistics, used for informational purposes (this is public data; no personal data is sent to this source)

We do not share your operational data with these providers beyond what is technically necessary for them to provide their service to us.

We retain data for as long as your account is active, plus a limited period afterward as required for legitimate business or legal purposes. VeilForge operates an automated data retention process that removes eligible data after a set period; ask your organisation administrator or contact us for specifics relevant to your account.

Under UK GDPR, you have the right to:

• Access the personal data we hold about you
• Request correction of inaccurate data
• Request deletion of your data, subject to our legitimate retention needs (e.g. audit records)
• Object to or restrict certain processing
• Data portability, where technically feasible
• Complain to the Information Commissioner's Office (ICO) if you believe your data has been mishandled

To exercise these rights, contact legal@veilforge.co.uk.

You can request deletion of your VeilForge account from inside the app: open your profile and choose Delete My Account. You can also email legal@veilforge.co.uk from the email address associated with your account, with the subject line "Account Deletion Request".

We will delete your account and personal data within 30 days of a verified request. Certain records, such as audit logs required for security and accountability purposes, or data your organisation's administrator is required to retain, may be kept for a limited additional period as permitted by law, even after your personal account is deleted.

We take reasonable technical and organisational measures to protect your data, including access controls tied to user roles and enforced on our servers, private storage for uploaded photos and documents (viewable only through links that expire after one hour), audit logging, and secure hosting infrastructure. No system is completely secure, and we cannot guarantee absolute security.

VeilForge is a professional tool intended for use by adults working in the security industry. It is not directed at, and should not be used by, children.

We may update this policy as VeilForge develops. We'll update the "last updated" date above when we do. Material changes will be communicated to registered users.

For any questions about this policy or how your data is handled, contact:

legal@veilforge.co.uk