Privacy policy
Last reviewed
How Sentinel Vero collects, uses and protects personal information through our website and Vero.
On this page
This policy explains how Sentinel Vero Ltd ("we", "us") collects, uses and protects personal information through our website and our Vero platform, and the rights you have over it.
Who we are #
Sentinel Vero Ltd operates Vero. We are registered in England and Wales, company number 17492624. The Vero technology is built and maintained by our partner, Calon AI Solutions Ltd (company number 15984397), which acts as our processor.
For any privacy question, email hello@sentinelvero.com. Our founder, Mahbubul Alom, is ISO certified in data processing.
Two roles we play #
When we decide how your information is used, we are the controller. This covers visitors to our website, people who contact us or book a demo, the people at our customers who hold Vero accounts, and people in our referral scheme. This policy covers all of these.
When our customers use Vero to manage their own work, we are the processor. A fire and security company using Vero decides what information about its customers, sites and engineers goes into the platform. That company is the controller for that information and its own privacy notice applies. We process it only on its instructions, under our UK Data Protection Addendum. If your information is held in Vero by a company you deal with, contact that company first.
Information we collect #
When you visit our website. Technical information such as your IP address, browser type, pages visited and time on site. We only collect analytics information if you agree to analytics cookies. See our Cookie policy.
When you contact us or book a demo. Your name, work email, phone number, company name, job title and anything you choose to tell us in your message.
When you use a Vero account. Your name, work email, role, the company you work for, sign in activity, and the settings you choose. If you contact support, we keep a record of the conversation.
When you take part in our referral scheme. Your name and contact details, the details of the business you refer, and the information we need to pay your reward.
When you receive our emails. Whether an email was opened and which links were clicked, where your email settings allow it.
We do not ask for, and ask you not to send us, special category information such as health data through our website or support channels.
How we use it and why we are allowed to #
| What we do | Legal basis |
|---|---|
| Reply to enquiries and arrange demos | Our legitimate interest in responding to people who contact us |
| Provide Vero accounts, support and service messages | Performance of our contract with your employer, and our legitimate interest in running the service well |
| Keep Vero and our website secure, and prevent misuse | Our legitimate interest in protecting our systems and customers |
| Understand how our website is used | Your consent, given through our cookie banner |
| Send marketing emails to business contacts | Our legitimate interest in promoting Vero to businesses, or your consent where the law requires it. You can opt out at any time |
| Run the referral scheme and pay rewards | Performance of the referral terms |
| Keep financial and tax records | Legal obligation |
| Deal with legal claims | Our legitimate interest in defending our business |
Where we rely on legitimate interests, we have considered your interests and rights and concluded they are not overridden. You can ask us for details of that assessment.
We do not make decisions about you based solely on automated processing that have a legal or similarly significant effect on you.
Who we share it with #
- Our subprocessors, who provide hosting, email, support tools and other services we use to run Vero. The current list is on our subprocessors page.
- Professional advisers such as our accountants, lawyers and insurers, where they need it to advise us.
- Authorities such as HMRC, the police or a regulator, where the law requires it.
- A buyer or investor, if we sell or restructure all or part of our business, under confidentiality terms.
We do not sell personal information.
Transfers outside the UK #
Some of our subprocessors process information outside the UK. Where they do, we rely on a UK adequacy decision, or on the UK International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses, together with any extra protections needed. The subprocessors page shows where each one processes data.
How long we keep it #
| Information | How long |
|---|---|
| Enquiries and demo requests that do not lead to a contract | 2 years from our last contact |
| Vero account information | For as long as your employer's contract continues, then 90 days |
| Contract, invoicing and tax records | 6 years after the end of the financial year they relate to |
| Support conversations | 3 years from the conversation |
| Marketing records | Until you opt out, after which we keep only what we need to respect your opt out |
| Website analytics | 14 months |
How we protect it #
We use technical and organisational measures appropriate to the risk, including encryption in transit, role based access and regular review of who can access what. The detail is in Data security at Vero.
Your rights #
Under UK data protection law you can ask us to:
- Give you a copy of the personal information we hold about you
- Correct information that is wrong or incomplete
- Delete your information, where there is no good reason for us to keep it
- Restrict how we use your information while a concern is resolved
- Stop using your information where we rely on legitimate interests, including for direct marketing
- Give you your information in a portable format, where the law allows
- Withdraw your consent at any time, where we rely on consent
To use any of these rights, email hello@sentinelvero.com. We will reply within one month. We may need to confirm your identity first. There is normally no charge.
Complaints #
If you are unhappy with how we have handled your information, please tell us first so we can put it right. You also have the right to complain to the Information Commissioner's Office at ico.org.uk/make-a-complaint or on 0303 123 1113.
Children #
Our website and Vero are for businesses. They are not intended for anyone under 18 and we do not knowingly collect information about children.
Changes to this policy #
We will update this policy when our practices change. The date at the top shows when it was last reviewed. If a change materially affects how we use information we already hold, we will tell affected account holders by email before it takes effect.
Questions about this policy? Email hello@sentinelvero.com