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Privacy Policy

Last Updated: October 6th, 2026

Introduction

This privacy notice describes how Verion (Verion Limited) collects, stores, uses, and shares personal data when you use the Verion platform. It applies to client staff, contractors, and anyone else who has an account or whose information is uploaded to the platform.

Verion Limited is the controller for account and platform data. Where a client uploads information about its contractors or staff, the client decides why that information is collected and Verion processes it on the client's instructions.

Summary of Key Points

• We collect account details, documents you upload, and records created while you use the platform, such as courses, fleet checks, payments, and support messages.
• We use that information to run the platform, meet legal duties, and keep accounts secure.
• Clients can see the information that belongs to their own organisation. We also use suppliers who host files, send messages, and support accounting connections.
• We use essential cookies to keep you signed in. We do not use advertising cookies.
• We keep information only for as long as the account needs it, or for as long as the law requires.

What Information Do We Collect?

We collect the following information:

• Account details – your name, email address, mobile number, role, organisation, login password, and, where you switch it on, two-factor authentication details. We also store the date your password was last changed.
• Contractor and compliance documents – identity and right-to-work documents, driving licence details, signed documents, and other files a client asks a contractor to provide.
• Training records – courses assigned to you and your results.
• Fleet and work records – vehicle details, checks, damage reports, and receipts uploaded to the platform.
• Payment records – invoices, payment plans, and related payment information held for a client.
• Support messages – the content of tickets and correspondence you send us.
• Technical data – sign-in session details needed to keep the platform secure and to remember that you are signed in.

How Do We Process Your Information?

We use your information to provide the platform, including onboarding, compliance, training, fleet, and payments. We also use it to reply to support requests, send service messages, and protect accounts. That includes asking you to change your password and to use two-factor authentication where it is switched on.

What Legal Bases Do We Rely On?

We process your personal data in compliance with UK GDPR and the Data Protection Act 2018. The legal bases we rely on include:

• Consent – When you have given us explicit permission (e.g., for marketing communications).
• Contractual necessity – When processing is required to fulfill a contract (e.g., user accounts, software functionality).
• Legal obligation – When required by law (e.g., tax records, employment laws).
• Legitimate interests – When processing is necessary for business operations, fraud prevention, or service improvements, provided it does not override your rights.

If you have any questions about the legal bases we rely on, you may contact us at [email protected].

When and With Whom Do We Share Your Personal Information?

We share personal information only where it is needed to run the platform or where the law requires it:

• Your organisation – client staff can see the contractors, documents, training, fleet, and payment records that belong to that client.
• Service providers – suppliers who host the platform, store files, send email or text messages, or provide an accounting connection such as Xero, under contract with us.
• Authorities – HM Revenue & Customs and other authorities where a client uses a filing feature, or where we are legally required to disclose information.

Do We Use Cookies and Other Tracking Technologies?

We use essential cookies so the platform can work. These cookies keep you signed in, remember security checks during a visit, and, during signup, remember a country selection. We do not use advertising cookies.

You can block cookies in your browser. If you block essential cookies, you will not be able to stay signed in.

How Long Do We Keep Your Information?

We only retain your data for as long as necessary for business and legal purposes:

• User Accounts – Retained while you use our services.
• Marketing Data – Retained until you opt out.
• Financial Transactions – Retained for six years (to comply with UK tax laws).
• Support Tickets & Correspondence – Retained for three years after case closure.
• Job Applications – Retained for six months, unless legally required for longer.

After the retention period, your data will be securely deleted or anonymised. If an account closes, we keep information only for the periods above, including records the law requires us to keep.

How Do We Keep Your Information Safe?

We protect personal data with access controls, so each user only sees the organisations and records their role allows. Passwords are stored in a form that cannot be read back. Connections to the platform are encrypted. You can switch on two-factor authentication, and we may require you to change your password.

No online service can promise that unauthorised access will never happen. You must keep your login details private and tell us if you think your account has been misused.

Do We Collect Information from Minors?

The platform is for businesses and their workers. We do not knowingly collect data from anyone under 18. If you believe we hold information about a child, contact us and we will delete it.

Do We Transfer Your Data Internationally?

We primarily store personal data on UK-based servers. However, some files and backups may be stored on Wasabi’s EU-West servers located within the European Economic Area (EEA). When processing data outside the UK, we ensure compliance with UK data protection laws through:

• Adequacy Decisions – The UK government recognises the EEA as providing an adequate level of data protection.
• Standard Contractual Clauses (SCCs) – If data is transferred to non-EEA locations, we use legally approved mechanisms to protect your data.

We take appropriate measures to safeguard your data and ensure compliance with UK GDPR. If you have any concerns about international data transfers, you may contact us at [email protected].

What Are Your Privacy Rights?

Under UK GDPR, you have the following rights regarding your personal data:

• Right to Access – Request a copy of the personal data we hold about you.
• Right to Rectification – Request corrections to inaccurate or incomplete data.
• Right to Erasure ("Right to be Forgotten") – Request deletion of your personal data if there is no legal reason for us to keep it.
• Right to Restrict Processing – Request that we limit the use of your data under certain conditions.
• Right to Data Portability – Request a copy of your data in a structured, machine-readable format.
• Right to Object – Object to processing of your data for marketing or other legitimate interest reasons.
• Right to Withdraw Consent – If we rely on your consent to process data, you may withdraw it at any time.

To exercise these rights, please contact us at [email protected]. We will respond within one month, in accordance with UK GDPR.

How Can You Lodge a Complaint?

If you believe your data protection rights have been violated, you have the right to file a complaint with our Data Protection Officer or directly with the UK's Information Commissioner's Office (ICO).

Our Data Protection Information

Verion Limited
Company number: 16057358
Registered in: England and Wales
ICO registration reference: ZB82189

Information Commissioner's Office (ICO)

Information Commissioner's Office (ICO)
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Phone: 0303 123 1113
Website: https://ico.org.uk

How Can You Contact Us About This Notice?

If you have any questions, you can contact us:

Verion Limited
Plot 4b Summit Close, Kirkby-in-Ashfield, Nottingham, England, NG17 8GJ
Email: [email protected]
Phone: 0161 560 6239

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