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Privacy Policy

Last updated: 1 August 2026

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.

Contact:

info@axiombooking.com

2. The Nature of Our Services

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

Depending on how our Services are used:

  • 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)

When you use our booking system, we may process:

  • 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

Payments are processed by Stripe.

  • 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

We automatically collect:

  • 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

We use personal data to:

  • 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 UK 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
  • SMS delivery
  • Spam and abuse prevention

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

We do not sell personal data.

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

Some of your personal data may be transferred outside the UK 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 UK Extension to the EU-U.S. Data Privacy Framework or UK-approved Standard Contractual Clauses, depending on that provider's current arrangements.

8. Data Retention

We retain data only as long as necessary to:

  • 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.

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.

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

You have the right to:

  • 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.

Contact:

info@axiombooking.com

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:

Email: 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 Information Commissioner's Office (ICO), the UK's independent supervisory authority for data protection. You can contact the ICO or find further guidance here:

Information Commissioner's Office (ICO)

14. Changes to This Policy

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