Privacy Policy

This Privacy Policy explains how Veridical Data Systems Ltd ("we", "us", or "our") collects, uses, and protects personal data when you use our website and SaaS booking platform (the "Services").

1. Who We Are

Veridical Data Systems Ltd (company number 17139455, registered office at 66 Paul Street, London, England, United Kingdom, EC2A 4NA), trading as "Axiom Booking", is the data controller responsible for your personal data.

2. The Nature of Our Services

Our platform provides booking and scheduling functionality for businesses and their customers.

• We act as a data controller for account and platform data
• We may act as a data processor when our customers use the platform to manage their own customer data

Where we act as a data processor on behalf of our business customers, our processing of that customer data is governed by our Data Processing Agreement, which is incorporated into our Terms & Conditions.

3. What Personal Data We Collect

A. Account Information

• Name
• Email address
• Account identifiers
• Organisation or business details (if applicable)

B. Authentication Data

We use Microsoft Entra ID, a secure third-party authentication provider, to manage login and identity verification.

• We do not store passwords
• Authentication credentials are handled securely by Microsoft Entra ID
• We may receive basic identity information (e.g. email, user ID)

C. Booking & Customer Data (Platform Data)

• Customer names
• Contact details (e.g. email, phone number)
• Appointment or booking details
• Notes or information entered into the system

If you are a business using our platform, you are responsible for ensuring you have a lawful basis to collect and use your customers' data.

D. Payment Information

• We do not store full payment card details
• We may receive:
  • Transaction IDs
  • Payment status
  • Limited billing information

Stripe also acts as an independent data controller for certain purposes, such as fraud prevention and regulatory compliance, and processes this data in accordance with its own privacy policy.

E. Usage & Technical Data

• IP address
• Device and browser information
• Platform activity and logs

We do not use third-party analytics or tracking services.

4. How We Use Personal Data

• Provide and operate the booking platform
• Create and manage user accounts
• Enable bookings and scheduling functionality
• Process payments and subscriptions
• Provide customer support
• Improve platform performance and usability
• Monitor for security, fraud, and misuse
• Comply with legal obligations

5. Legal Basis for Processing

We rely on the following legal bases under the General Data Protection Regulation (GDPR):

• Contract – to deliver our Services
• Legitimate interests – to operate, secure, and improve the platform
• Legal obligation – compliance with applicable laws

6. Sharing Your Data

We share data only where necessary with trusted service providers acting on our behalf. These fall into the following categories:

• Payment processing
• Identity, authentication, and secure login
• Hosting and infrastructure
• Email delivery
• Spam and abuse prevention

All third parties are required to process data securely and lawfully.

If you would like to know which specific providers we use in any of these categories, please contact us at info@axiombooking.com.

7. International Data Transfers

We store your personal data in data centres in the United Kingdom and the European Union. Transfers of personal data from the European Union to the United Kingdom are covered by the European Commission's adequacy decision for the UK, which recognises that UK law protects personal data to the standard the GDPR requires.

Some of your personal data may also be transferred outside the UK and the European Economic Area when we use third-party providers to support our Services - for example, providers of payment processing and spam prevention, which are based in the United States. Where this occurs, we rely on legally recognised safeguards, such as the EU-U.S. Data Privacy Framework and its UK Extension, or Standard Contractual Clauses, depending on that provider's current arrangements.

8. Data Retention

• Provide our Services
• Meet legal and regulatory requirements
• Resolve disputes

Financial and transaction records (such as invoices and payment records) are retained for a minimum of 6 years, in line with HMRC and Companies Act 2006 record-keeping requirements. Records of the VAT we charge to customers in the European Union are retained for 10 years, as the EU's VAT One Stop Shop requires.

When you close your account, it remains fully usable until the end of the billing period you have already paid for, and you can reopen it at any point before that date. After it, your account is deactivated and is no longer accessible through the Services.

We retain the underlying data after closure. Records we are required to keep, such as financial and transaction records, are retained for the periods described above. Other personal data is retained until you ask us to erase it; we action erasure requests individually, as described in section 10.

Files you upload to the document store are the exception, and are erased automatically. Sixty days after your account closes, every document file belonging to it, including earlier versions of a replaced document, is permanently deleted from our storage. This happens without a request from you, and once complete the files cannot be recovered. The records describing those documents, such as their titles, categories and history, are retained on the basis set out above.

9. Your Responsibilities as a User of Our Platform

If you use our platform to manage bookings or customer data, you remain responsible for ensuring that the personal data you enter:

• Is collected and processed lawfully
• Complies with data protection laws applicable to your business
• Includes any required privacy notices or consents for your customers

10. Your Data Protection Rights

• Access your data
• Correct inaccurate data
• Request deletion of your data
• Restrict or object to processing
• Data portability
• Withdraw consent

We will respond to requests within one month, as required by law. Where you request deletion, we will erase your data unless we are required or permitted to retain it - for example, to comply with a legal or regulatory obligation (such as financial record-keeping requirements), to establish or defend legal claims, or to prevent fraud.

11. Cookies

We use cookies in accordance with our Cookie Policy.

12. Data Security

We implement appropriate security measures, including:

• Secure authentication via a trusted identity provider
• Access controls and system monitoring
• Encryption where appropriate

13. Complaints

If you have concerns about how we collect, use, or protect your personal data, you have the right to raise a complaint with us first. You can contact us at info@axiombooking.com.

We will make every effort to address your concerns promptly and transparently.

If you are not satisfied with our response, you also have the right to lodge a complaint with the Data Protection Commission (DPC), Ireland's supervisory authority for data protection, or with the supervisory authority of the EU country where you live or work. You can contact the DPC or find further guidance here:

Data Protection Commission (DPC) (opens in a new tab)

14. Changes to This Policy

We may update this Privacy Policy from time to time. Updates will be reflected by the "Last updated" date.