PRIVACY POLICY

Version 10.26.1.40
Last updated: 22 October 2026

1. Who we are

1.1 VentureDocs is a trading name of VentureDocs Investment Management Limited, a company registered in England and Wales with company number 09170695, whose registered office is at 1 Canada Square, 37th Floor, Canary Wharf, London E14 5AA (“we”, “us”, “our”).

1.2 We are the controller of the personal data described in this policy. We are registered with the Information Commissioner’s Office under registration number [ICO number].

1.3 You can contact us about this policy or your personal data by email at help@venturedocs.co.uk or by using the contact form on our website.

1.4 This policy should be read with our Terms of Business.

2. Personal data we collect

2.1 Account and order information: your name, email address, billing address, business name, account login details, and details of credits purchased and redeemed.

2.2 Payment information: payments are processed by our payment providers. We do not see or store your full card details.

2.3 Interview data: when you complete an interview with our AI interview agent, we collect a voice recording of the interview and a written transcript of it. We also extract structured business information from the transcript (for example, details of your business, team, market and fundraising plans) to generate your documents.

2.4 Form data: information you enter in our forms, including financial information about your business.

2.5 Documents: the documents we generate for you, which contain information you provided.

2.6 Communications: messages you send us through our contact form, by email or through our support system.

2.7 Website usage data: information about how you use our website, such as pages visited, device and browser type, and approximate location, collected through cookies and similar technologies where you have consented (see section 10).

2.8 We do not use voice recordings to identify you or to create a voiceprint, and we do not intend to collect special category data (such as health, ethnicity or political opinions). Please do not include such information in your interview or forms.

3. Information about other people

3.1 Your interview or forms may include information about other people, such as co-founders, employees, investors or customers. If you provide information about other people, you must make sure you are entitled to do so, and that they are aware their information will be used to prepare your documents.

4. How we use your personal data and our lawful bases

4.1 We use your personal data for the following purposes:

(a) To create and manage your account, process your orders and credits, conduct your interview and generate and deliver your documents. Lawful basis: performance of our contract with you.

(b) To respond to enquiries, complaints and support requests. Lawful basis: performance of our contract, or our legitimate interests in responding to people who contact us.

(c) To keep records for tax, accounting and legal purposes. Lawful basis: compliance with our legal obligations.

(d) To keep our website and services secure, prevent fraud and misuse, and enforce our Terms of Business. Lawful basis: our legitimate interests in protecting our business and our customers.

(e) To understand how our website is used and improve it. Lawful basis: your consent, given through our cookie settings.

(f) To send you marketing emails, if we start to do so. Lawful basis: your consent, or for existing customers, our legitimate interests in telling you about similar services, with the option to unsubscribe at any time.

5. Artificial intelligence and automated processing

5.1 Our interviews are conducted by an artificial intelligence voice agent, not a person. Your documents are generated by artificial intelligence from the information you provide.

5.2 We do not make any decisions about you based solely on automated processing that produce legal effects concerning you or similarly significantly affect you.

5.3 We configure our services so that our AI providers do not use your interview data to train their models, where those providers offer that option.

6. Who we share your personal data with

6.1 We share personal data with service providers who process it on our behalf to run our services, including providers of:
(a) website hosting (IONOS);
(b) e-commerce and website functionality (WooCommerce and related WordPress plugins);
(c) payment processing (Stripe and PayPal);
(d) AI voice interviews (ElevenLabs);
(e) AI document generation (Anthropic);
(f) cloud computing and data storage (Cloudflare);
(g) workflow automation (Make);
(h) email delivery (Resend);
(i) website analytics and statistics (Google Analytics and Jetpack by Automattic), where you have consented;
(j) website security and spam protection (Automattic).

6.2 These providers may only use your personal data on our instructions and must keep it secure.

6.3 We may also share personal data with professional advisers, with regulators, law enforcement or courts where required by law, and with a buyer or successor if our business is sold or restructured.

6.4 We do not sell your personal data.

7. International transfers

7.1 Some of our service providers are based outside the UK, including in the United States, or process data there. Where personal data is transferred outside the UK, we make sure appropriate safeguards are in place, such as a UK adequacy regulation (including the UK Extension to the EU-US Data Privacy Framework), the UK International Data Transfer Agreement, or the UK Addendum to the EU Standard Contractual Clauses.

7.2 You can contact us for more information about the safeguards we use.

8. How long we keep your personal data

8.1 We keep personal data only for as long as we need it:
(a) Interview voice recordings: deleted within 30 days of the interview.
(b) Interview transcripts: 12 months from the date of the interview.
(c) Structured business information extracted from your interviews, and your generated documents: for as long as you have an account with us, so that you can use them for future documents, then deleted within 30 days of your account being closed or on your request.
(d) Account information: for as long as you have an account with us and 12 months after it is closed.
(e) Order, payment and tax records: 6 years from the end of the financial year to which they relate.
(f) Communications and complaints: 3 years from our last contact with you.

8.2 Deleted data may remain in secure backups for up to a further 30 days before it is permanently removed.

9. Your rights

9.1 Under UK data protection law you have the right to:
(a) access the personal data we hold about you;
(b) have inaccurate personal data corrected;
(c) have your personal data erased in certain circumstances;
(d) restrict how we use your personal data in certain circumstances;
(e) object to our use of your personal data where we rely on legitimate interests;
(f) receive your personal data in a portable format, or have it transferred to another organisation, in certain circumstances;
(g) withdraw your consent at any time, where we rely on consent. This does not affect anything we did before you withdrew it.

9.2 To exercise any of these rights, contact us at help@venturedocs.co.uk. We will respond within one month, which may be extended in some cases where the law allows. We may need to confirm your identity first.

9.3 If you are unhappy with how we have handled your personal data, please contact us first so we can try to resolve it. You also have the right to complain to the Information Commissioner’s Office (ico.org.uk, telephone 0303 123 1113).

10. Cookies

10.1 Our website uses cookies and similar technologies. Some are strictly necessary to make the website work, for example to keep you logged in and to run your basket and checkout. These do not require your consent.

10.2 We use analytics and statistics cookies only if you consent to them through our cookie banner. You can change your choice at any time through the cookie settings link on our website.

10.3 Our cookie banner lists the cookies we use, what they do and how long they last.

11. Security

11.1 We use appropriate technical and organisational measures to protect personal data, including encrypted connections, access controls and secure, time-limited download links for documents. No system is completely secure, so we cannot guarantee the security of information sent to us over the internet.

12. Children

12.1 Our services are intended for people aged 18 or over. We do not knowingly collect personal data directly from anyone under 18. If you believe we have done so, please contact us and we will delete it.

13. Changes to this policy

13.1 We may update this policy from time to time. The current version will always be on our website, with its effective date. Where changes are significant, we will tell you by email or through our website.