Privacy Policy
1. Who We Are
Data Controller: Velaria Limited
Company number: 15388767, registered in England and Wales
Registered office: 71–75 Shelton Street, Covent Garden, London WC2H 9JQ, United Kingdom
Trading website: velaria.co.uk
Privacy enquiries: privacy@velaria.co.uk
General contact: hello@velaria.co.uk | WhatsApp: +44 7480 657262
2. What Data We Collect and Why
We collect personal data only where there is a lawful basis to do so. The table below sets out the categories of data, the purposes for which we process them, and the legal basis under UK GDPR.
| Category | Examples | Purpose | Legal Basis (UK GDPR Art. 6) |
|---|---|---|---|
| Identity & contact data | Name, email address, phone number, WhatsApp | Respond to enquiries; send flight quotations or web project proposals | Art. 6(1)(b) – Necessary for pre-contractual steps |
| Flight-related data | Departure/arrival airports, travel dates, number of passengers, aircraft preference | Source and coordinate private aviation charter on your behalf | Art. 6(1)(b) – Performance of contract |
| Project data | Company name, project description, type of web service required | Prepare and deliver web design/development proposals | Art. 6(1)(b) – Pre-contractual/contract performance |
| Marketing data | Email address (if you opt in) | Send service updates, offers and newsletters | Art. 6(1)(a) – Consent (freely given, specific, opt-in) |
| Analytics data | IP address (anonymised), browser type, pages visited, session duration | Understand how visitors use our website and improve user experience (via Google Analytics 4) | Art. 6(1)(a) – Consent (via cookie banner) |
| Technical/log data | IP address, HTTP request logs, error logs | Server security and website integrity | Art. 6(1)(f) – Legitimate interests (IT security) |
We do not collect special category data (health, race, religion, etc.) unless you voluntarily provide it in connection with a flight request (e.g. special assistance needs), in which case we rely on Art. 9(2)(a) – explicit consent.
3. Cookies and Tracking Technologies
We use cookies and similar technologies on our website. Please see our separate Cookie Policy for full details. You can manage your cookie preferences at any time via the cookie banner or by contacting us.
Summary of cookies used
| Cookie / Service | Type | Purpose | Retention |
|---|---|---|---|
| velaria_cookie_consent | Essential (first-party) | Stores your cookie consent choice | 12 months |
| Google Analytics 4 (_ga, _ga_*) | Analytics (third-party) | Anonymised website usage statistics | Up to 24 months |
| Google Fonts | Functional (third-party) | Load web fonts; may log IP via Google CDN | Session / CDN cache |
4. How We Use Your Data
We use your personal data strictly for the purposes set out in Section 2. We do not:
- sell your data to third parties;
- use your data for automated decision-making or profiling with legal or similarly significant effects;
- share your data for any purpose other than those described in this policy.
5. Sharing Your Data
We may share your personal data with the following categories of recipients, only to the extent necessary:
Aviation services
When you request a flight quotation or confirm a charter booking, we will share the necessary data (name, contact details, travel details) with our aviation partner Air-Dynamic SA (Via Aeroporto, 6982 Agno, Switzerland) and/or other licensed aircraft operators (AOC holders) to fulfil your booking. These operators act as independent data controllers for their own processing; their own terms and privacy notices apply.
Technology service providers
- Google LLC (Google Analytics 4, Google Fonts) – subject to Google's Data Processing Agreement. Data may be processed in the USA under EU-US Data Privacy Framework adequacy arrangements (UK Extension).
- Netsons S.r.l. – web hosting provider (EU-based); processes server log data as a data processor under our instructions.
Legal and regulatory
We may disclose personal data to law enforcement, regulators (including the UK Information Commissioner's Office) or courts where required by law, or to protect the rights, property or safety of Velaria Limited, our clients, or others.
6. International Transfers
Google Analytics data may be transferred to and processed in the United States. Such transfers are protected by the UK Extension to the EU-US Data Privacy Framework (UK adequacy decision, October 2023). Air-Dynamic SA is based in Switzerland, a country recognised by the UK as providing an adequate level of data protection.
We do not transfer your personal data to any country without adequate safeguards.
7. Retention Periods
| Data type | Retention period | Reason |
|---|---|---|
| Enquiry / quotation data (no booking) | 12 months from last contact | Follow-up and business administration |
| Contract / booking records | 6 years from contract date | UK legal requirement (Limitation Act 1980; tax records) |
| Accounting records | 6 years | Companies Act 2006 / HMRC requirement |
| Marketing consent records | Until consent withdrawn + 2 years | Proof of consent (PECR) |
| Analytics data (GA4) | Up to 24 months (configured in GA4) | Website improvement |
| Server logs | 90 days | Security / incident investigation |
8. Your Rights
Under UK GDPR, you have the following rights:
- Right of access – request a copy of the personal data we hold about you.
- Right to rectification – ask us to correct inaccurate or incomplete data.
- Right to erasure – request deletion of your data where there is no overriding legal basis to retain it.
- Right to restrict processing – ask us to limit how we use your data in certain circumstances.
- Right to data portability – receive your data in a structured, machine-readable format (applies to data processed by consent or contract).
- Right to object – object to processing based on legitimate interests or for direct marketing at any time.
- Right to withdraw consent – where processing is based on consent, you may withdraw it at any time without affecting the lawfulness of prior processing.
- Rights related to automated decision-making – we do not carry out automated decision-making; this right is included for completeness.
To exercise any of these rights, please email privacy@velaria.co.uk. We will respond within one calendar month. We may need to verify your identity before processing your request.
9. Right to Lodge a Complaint
If you are unhappy with how we handle your personal data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO):
- Website: ico.org.uk/make-a-complaint
- Telephone: 0303 123 1113
- Post: ICO, Wycliffe House, Water Lane, Wilmslow, SK9 5AF
We would, however, appreciate the opportunity to resolve any concern directly before you contact the ICO.
10. Security
We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, alteration or disclosure. These include HTTPS encryption across our website, restricted internal access to client data, and secure email communication.
No method of transmission over the internet is completely secure. We cannot guarantee absolute security, but we continuously review and improve our measures.
11. Children
Our services are directed at businesses and adult consumers. We do not knowingly collect personal data from individuals under the age of 18. If you believe a minor has provided us with personal data, please contact us at privacy@velaria.co.uk and we will delete it promptly.
12. Links to Third-Party Websites
Our website may contain links to third-party websites (e.g. Air-Dynamic SA). We are not responsible for the privacy practices of those sites and recommend you review their respective privacy policies.
13. Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in law, technology or our business practices. The "Last updated" date at the top of this page will always reflect the most recent version. For material changes, we will take reasonable steps to notify you (e.g. a notice on our homepage).
14. Applicable Law
This Privacy Policy is governed by the laws of England and Wales. Any disputes shall be subject to the exclusive jurisdiction of the courts of England and Wales.