Privacy
Privacy policy
Your information, handled with care. Last updated 30 September 2026. This page explains the information used by the Veltra Media marketing website: its audit and enquiry forms, strategy-call booking, the chat assistant and the AI voice assistant.
Who is responsible for your information
Veltra Media is responsible for the personal information described on this page, which makes us its “controller” under UK data protection law. You can reach us about anything on this page at hello@veltramedia.com or on WhatsApp at +44 7466 539736.
What you share with us
The form asks for your name, email, phone number, and consent to a response. Your business name and the service you need are optional. Please do not include customer records, patient information, medical records or sensitive personal details.
How we use it
We use an enquiry to assess your needs, reply, and arrange a call or produce your free audit. Submitting it does not subscribe you to marketing, or consent to automated marketing calls or texts. If online delivery is unavailable, we show an error and do not claim your enquiry has been received.
Service providers and booking
Website hosting providers may process normal security and access logs. When you book a call, the time you choose and the details you enter are added to our Google Calendar, and a calendar invitation is sent to you (with a video link, where enabled). Google's privacy terms apply to that invitation. Confirmation and notification emails are sent over our own configured mail provider.
Enquiries and bookings are stored in our private lead database, hosted by Supabase in the United States, so we can follow them up. Only Veltra Media staff can sign in to view them. Successfully submitted enquiries and bookings are also forwarded to our configured business intake provider for follow-up, where one is configured. Email and WhatsApp links open the relevant external service, whose own privacy terms apply. The website does not embed a booking tracker or load these services automatically.
Online payments
When you buy a service online, you give us your name, email address and, optionally, your business name, and you pay on a checkout page run by Stripe. Stripe collects your card or bank details directly; we never receive or store them. Stripe tells us the outcome, the amount, and the name, email address and phone number you gave at checkout, and we keep that record of your purchase in our Supabase database so we can deliver the service, answer questions and meet our accounting obligations. Stripe processes your payment as an independent controller under its own privacy policy, and may process data in the United States.
Website chat assistant
The chat assistant on this website is an AI that answers from the content of our website. What you type is sent to Google's Gemini API to generate replies; under Google's terms for its free service tier, Google may use those messages to improve its products, and they may be reviewed by people. When Google's service is busy, messages are instead sent to Groq, Inc. in the United States to generate the reply. Please do not share sensitive personal information in the chat. If you give your contact details in the chat and agree to be contacted, they are saved to our lead database, with the conversation, in the same way as a form enquiry.
AI voice assistant
The Talk to AI button starts a voice call in your browser with an AI assistant provided by ElevenLabs. Your browser asks for permission to use your microphone, and the microphone is used only while a call is in progress. The assistant tells you it is an AI when the call starts, and calls end automatically after five minutes.
What you say is sent to ElevenLabs, which may process it in the United States, so the assistant can understand and answer you. ElevenLabs keeps a record of each call, which can include the audio and a transcript, in our ElevenLabs account under that account's retention settings. Please do not share sensitive personal information on the call.
If you give your details and agree to a call back, the assistant saves your name, phone number, email address if you give one, business name, the service you need and a short summary to our lead database, in the same way as a form enquiry. The main phone number on this site is separate and always reaches a person, not the AI.
Browser storage and analytics
This site stores your privacy choice in your browser. Form entries are not saved to browser storage. See the cookie policy for detail.
If you allow analytics in the privacy banner, we use Vercel Web Analytics to understand aggregate traffic, such as which pages are visited. It does not use cookies and does not identify individual visitors, and it is not loaded unless you allow it. You can change your choice at any time with the Cookie preferences link at the bottom of every page. Where Google Search Console is connected, it is used to understand search performance. Neither is used to build advertising profiles. No advertising pixels or third-party advertising trackers are installed. Your host may retain operational access logs.
Our legal reasons for using your information
UK data protection law requires a lawful basis for each use of personal information. Ours are:
- Replying to an enquiry, a chat, an AI call or a booking — taking steps you have asked for before a possible contract, and our legitimate interest in responding to people who contact us.
- Delivering work for clients — performing our contract with you.
- Analytics — your consent, given in the privacy banner. You can withdraw it at any time with the Cookie preferences link, and it does not affect anything before you withdrew it.
- Security and access logs — our legitimate interest in keeping the website safe and working.
- Invoices and business records — our legal obligations, such as tax record-keeping.
We do not make decisions about you by automated means alone that have legal or similarly significant effects. The chat and voice assistants answer questions and pass details to our team; people make every decision.
Transfers outside the UK
Some of our providers are based in, or process data in, the United States: Supabase (our lead database and purchase records), Stripe (online payments), Google (calendar and the Gemini chat model), Groq (the backup chat model), ElevenLabs (the voice assistant) and Vercel (website hosting and analytics). Where information leaves the UK, the transfer relies on the UK–US data bridge for providers certified under it, or on the standard contractual clauses and UK International Data Transfer Addendum in that provider's data processing terms.
How long we keep it
We keep enquiry, chat and call details for as long as we need them to handle your request and any follow-up, and we delete leads we are no longer in touch with. Client records are kept for as long as the law requires, which for tax records is usually six years. Information held by the providers above follows their configured retention settings.
Your rights
You have the right to ask for a copy of your information, and to ask us to correct it, delete it, restrict how we use it or move it to another provider. You can also object to how we use it, and withdraw any consent you have given. To make a request, use our contact page, email hello@veltramedia.com or reply to an existing conversation. We respond within one month.
If you are unhappy with how we have handled your information, please tell us first so we can put it right. You also have the right to complain to the Information Commissioner's Office (ICO), the UK data protection regulator, at ico.org.uk/make-a-complaint or on 0303 123 1113.
Client systems have a separate scope
This marketing website is not a customer or patient portal. Data handling for any system we build for your business is agreed separately, including vendor suitability, access, and any necessary contracts before customer or patient information is connected.
Contact
Questions about this policy can be sent to hello@veltramedia.com or sent on WhatsApp to +44 7466 539736.