Last Updated: 8 September 2025
Introduction
Get Velp Limited (“we”, “us”, or “our”) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, and safeguard your personal data when you use our website headsum.com and the Headsum mobile application (together, the “Service”).
Get Velp Limited is a company registered in England and Wales (Company No. 15905887), with registered office at 30–32 Gildredge Road, Eastbourne, East Sussex, BN21 4SH, United Kingdom.
We comply with the UK General Data Protection Regulation (UK GDPR), the EU GDPR, and related laws.
Information We Collect
We collect the following categories of information:
Account & Contact Information: When you register or sign up, we collect your name, company, business address, email, and phone number.
Payment Information: Payments are handled via Apple Pay. We do not store your full payment card details. Apple Pay may collect limited billing details for transaction processing.
Meeting Data (Processing Only): Our Service connects to third-party platforms (e.g., Zoom, Microsoft Teams, Google Meet). We do not provide video conferencing services. If you enable Headsum during a meeting, we may temporarily process audio, video, or chat content to generate real-time prompts, summaries, or insights. We do not permanently store meeting recordings or transcripts on our servers. If you want to keep a record, you must save it locally on your device.
AI Processing: To provide real-time insights, we use third-party AI providers (Gladia for speech-to-text, OpenAI for text analysis). Audio/text data may be securely transmitted to them for processing, but we do not permit long-term storage.
Analytics & Cookies: We use Google Analytics and basic cookies to understand usage of our website/app. This may include IP address (anonymised where possible), device/browser details, and navigation behaviour.
Communications: If you contact us (e.g. support or feedback), we collect and retain your messages and contact details to respond.
Sensitive Data: We do not intend to process sensitive data (e.g., health information, political beliefs, trade secrets). You should not share confidential or sensitive information when using Headsum.
How We Use Your Information
We process your data to:
Provide the Service (real-time meeting prompts, summaries, guidance).
Manage your account and deliver essential communications.
Process payments via Apple Pay.
Send marketing communications (if you opt in).
Analyse aggregated usage trends (via Google Analytics).
Improve AI features using anonymised data only.
Comply with legal obligations (e.g., accounting, fraud prevention).
Legal Bases (UK/EU GDPR)
We rely on the following legal bases:
Contract – to deliver the Service you signed up for.
Consent – for marketing emails and analytics cookies.
Legitimate Interests – product improvement and fraud prevention.
Legal Obligation – compliance with tax/accounting rules.
How We Share Your Information
We do not sell your data. We share only with trusted sub-processors:
Apple Pay – for secure payment processing.
Gladia – for speech-to-text transcription (temporary processing).
OpenAI – for text analysis and AI-generated insights.
Google Analytics – for usage statistics.
Hosting & infrastructure providers – for running our website and app.
Each provider is bound by contractual safeguards and must not use your data for their own purposes.
Data Retention
Account data – kept while your account is active. Deleted upon request or account closure.
Meeting content – not stored by us. Only processed in real time. If you want a copy, you must store it locally.
Payment data – limited transaction records kept as required by law (e.g., 6 years in the UK for tax).
Marketing preferences – kept until you unsubscribe.
Anonymised usage data – may be retained indefinitely for service improvement.
Cookies & Tracking
We use:
Essential cookies – required for login/session.
Analytics cookies (Google Analytics) – only with consent.
You can disable cookies in your browser or withdraw consent at any time.
Marketing Communications
We send newsletters and product updates only if you opt in. You can unsubscribe at any time by clicking the link in the email or contacting us.
International Data Transfers
Your data may be processed outside the UK/EU (e.g., by OpenAI, Gladia, Google, Apple). We rely on Standard Contractual Clauses (SCCs) or equivalent safeguards to protect such transfers.
Your Rights
You have the right to:
Access your data.
Request correction or deletion.
Restrict or object to processing.
Port your data to another provider.
Withdraw consent (e.g. unsubscribe or disable cookies).
Lodge a complaint with the ICO (UK) or your EU supervisory authority.
Security
We use encryption, strict access controls, and monitoring to protect your data. While no system is 100% secure, we take appropriate measures to minimise risks.
Children’s Data
Our Service is not directed at children under 16. We do not knowingly collect their data.
Changes
We may update this Privacy Policy. Changes will be posted on our website with a new “Last Updated” date.
Contact
Get Velp Limited
30–32 Gildredge Road
Eastbourne, East Sussex, BN21 4SH
United Kingdom
Email: compliance@headsum.com