Privacy Notice
1. Who We Are
vPresales is operated by Tom Coultas, based in the United Kingdom. If you have any questions about how your data is handled, contact: tom@vpresales.uk
2. What Data We Collect
When you use vPresales during the beta period, we collect the following:
Account information
- Your name and email address, provided when you register
- A hashed (encrypted) version of your password — the original password is never stored
Usage data
- Projects you create, including project name, client name, and status
- Messages you send in the AI chat feature and the responses returned
- Solution briefs you complete within projects
- Notes you add to projects
- Feedback ratings (thumbs up/down) and feature suggestions you submit
- The date and time you last used the platform
We do not collect payment information, precise location data, or any data from your device beyond what is necessary to run the application.
3. How We Use Your Data
Your data is used solely to operate vPresales and improve it during the beta period:
- To create and manage your account
- To provide the AI-assisted features (product intelligence, BoM builder, vendor migration, project chat)
- To understand how the platform is being used and where it can be improved
- To contact you about your beta access or important changes to the service
Your data is not sold to third parties. It is not used for advertising. It is not shared with anyone outside of the services required to run the platform.
4. Legal Basis for Processing (UK GDPR)
We process your data on the basis of legitimate interests — specifically, the interest in operating and improving a beta software product. By registering for beta access, you have been individually invited and are aware of the nature of the product.
Where we send you communications about your account or the service, this is on the basis of contract performance.
5. Third-Party Services
vPresales relies on the following third-party services to operate. Your data passes through these services as part of normal platform operation:
- Anthropic (Claude API) — AI chat responses are generated by Anthropic's Claude model. The content of your questions and the AI's responses are sent to Anthropic's API to generate answers. Anthropic's privacy policy
- Voyage AI — document search uses Voyage AI's embedding service. Indexed document text is sent to Voyage AI. Voyage AI's privacy policy
- DigitalOcean — the platform is hosted on a DigitalOcean server in the United Kingdom (London region). Your data is stored on this server. DigitalOcean's privacy policy
No other third parties have access to your data.
6. Data Retention
During the beta period, your data is retained for as long as your account is active. When the beta period ends, we will contact you to confirm whether you wish to continue using the platform or have your data deleted.
You can delete your account at any time directly from the platform via Account Settings. Deleting your account will permanently and immediately remove your personal data, including your name, email address, and all associated projects, messages, and notes. There is no waiting period — deletion is instant and cannot be undone.
7. Your Rights
Under UK GDPR, you have the following rights:
- Right to access — you can request a copy of the data we hold about you
- Right to deletion — you can delete your account and all associated data at any time via Account Settings within the platform. No request to us is required.
- Right to correction — you can request that inaccurate data be corrected
- Right to object — you can object to how we process your data
To exercise your right to deletion, use Account Settings within the platform. For all other rights (access, correction, objection), contact Tom Coultas at tom@vpresales.uk and we will respond within 30 days.
You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) if you believe your data has been handled incorrectly.
8. Security
vPresales implements a range of security measures to protect your data, including HTTPS encryption in transit, hashed password storage, session security controls, and server-level firewall protection. The platform has undergone a full code-level security audit. A third-party penetration test is planned before commercial launch.
No system is completely immune to security risks. If you become aware of any security concern, please contact us immediately at tom@vpresales.uk.
9. Changes to This Notice
This is a beta privacy notice and will be replaced by a full privacy policy before vPresales launches commercially. We will notify all beta participants by email before any material changes take effect.