Feedback Portal Privacy Policy

We take your privacy seriously. This policy explains what personal information we collect through the Feedback Portal, how we use it, and your rights under UK GDPR.

1. Who We Are

The organisation administering this portal is the "data controller": you can find their details in the footer of this website.

VerseOne Group Ltd (Griffin House, West Street, Woking, Surrey, UK) is the “data processor” responsible for how your information is used.

2. What We Collect

When you submit feedback, we will only collect:

  • your name and email address (if you choose to provide them);
  • details of your feedback, concern, or suggestion;
  • any supporting information you share (such as documents or images);
  • for ease and efficiency of processing, some information may be shared with an isolated Artificial Intelligence (AI) Large Language Model (LLM). This is completely isolated and controlled only by the data processor, and will not be shared outside of the UK or used to train AI in any way.

3. Legal Basis for Processing

We process your personal information because:

  • it is in our legitimate interests to review and respond to feedback about our services;
  • we may need to do so to meet a legal obligation (e.g., where the law requires us to investigate certain complaints);
  • if you give optional information (such as email address or other contact details), we process it with your consent so we can respond to you.

4. How We Use Your Information

We use your information to:

  • respond to your feedback or enquiry;
  • investigate and resolve issues;
  • improve our services;
  • keep a record for quality assurance, training, and legal purposes.

We will never use your information for marketing (unless you have given us explicit permission).

5. Who We Share It With

We may share your information with:

  • relevant teams within our organisation who can address your feedback;
  • approved service providers who help us run the portal (under strict confidentiality agreements);
  • regulators or law enforcement if we are required to do so by law.

We will never sell your information.

6. Data Transfers Outside the UK

If we transfer your information outside the UK, we will ensure appropriate safeguards are in place, such as UK-approved standard contractual clauses.

7. How Long We Keep It

We will keep your feedback and related personal information for up to 2 years after the case is closed, unless the law requires us to keep it for longer.

8. Security

We take steps to protect your information from loss, misuse, or unauthorised access. However, no system is 100% secure.

9. Your Rights

You have the right to:

  • ask for a copy of the personal information we hold about you;
  • ask us to correct any inaccurate information;
  • ask us to delete your information (unless we are required to keep it);
  • object to or limit the way we process your information;
  • withdraw consent where it was given.

To exercise these rights, contact compliance@verseone.com

10. Complaints

If you are unhappy with how we have handled your data, you can complain to the Information Commissioner's Office (ICO) or by calling 0303 123 1113.

11. Changes to This Policy

We may update this Privacy Policy from time to time. The latest version will always be on this page.