Privacy Policy

Who we are

Vial Loop is a trading name of Pinetree Deployments LTD. References to “Vial Loop”, “we”, “us” and “our” in this document mean Pinetree Deployments LTD.

Company number: 17428882. Registered office: Suite A, 82 James Carter Road, Mildenhall, IP28 7DE. Registered with the Information Commissioner’s Office, registration ZC235487. That entry on the ICO register carries the registration certificate.

What this policy covers

This policy covers the Vial Loop website, BETA registration, the United States waiting list, and the communications around them. When the Vial Loop platform opens an account for you, the platform agreement you receive at that point covers your account data in detail; this policy summarises the approach so nothing arrives as a surprise.

Information Vial Loop collects

• BETA registration details: your name, business name, email address, which UK nation the business is based in, business type, your Companies House number where the business is incorporated, your website or a social profile (one of the two is required), an estimated monthly sales volume range, how you take payments today, the plan you are leaning toward, whether you already have a business bank account (the answer you choose from a short list, never account details), how orders ship today, anything you choose to write about the problem you want solved, and the consent you gave to be contacted about BETA access.
• The Companies House check: when a company number is given, Vial Loop looks it up on the public Companies House register at submission and keeps the registered name and whether the company is active alongside your registration, so a mismatch with the business name you typed is visible to the reviewer rather than hidden.
• United States waiting list details: your name, business name, email address, state, business type, your website or a social profile, an estimated monthly sales volume range in dollars, how you take payments today, optionally the plan you are leaning toward, whether you already have a business bank account (the answer you choose from a short list, never account details), how orders ship today, anything you choose to write, and the consent you gave to be contacted when the United States opens.
• Contact messages: your name, optional business name, email address and message.
• Account details, when the platform opens one for you: sign in identity, organisation membership and role.
• Business information you provide during onboarding.
• Usage analytics, only if you allow analytics through the cookie banner. Nothing is tracked before that choice.
• Cookies and similar storage, described in the Cookie Policy.
• Support communications, kept so a conversation has its history.
• Payment related metadata processed for merchants using the platform: order references, amounts, currencies, statuses and settlement metadata. Vial Loop processes this to run your order and reconciliation workflows.

What Vial Loop never collects

• Bank login details, passwords, PINs or one time codes. Never, from anybody.
• Card numbers or bank credentials through this website.
• Your customers’ medical information.

If anything claiming to be Vial Loop asks for any of these, it is not Vial Loop. Please report it through the contact form.

How information is used

• Reviewing BETA registrations and administering the Founding 100 programme.
• Operating the platform for merchants with accounts.
• Replying to messages and providing support.
• Sending BETA and product updates where you agreed to receive them.
• Meeting legal and accounting obligations.

The lawful bases relied on (consent, contract, legitimate interests and legal obligation) will be mapped to each purpose in the reviewed version of this policy.

Third party service providers

Vial Loop uses service providers for hosting, email delivery, analytics (only when enabled and only with consent) and, for merchants, payment infrastructure. BETA registrations and United States waiting list entries are also mirrored into a Google Workspace spreadsheet that the Vial Loop team reviews applications in, and company numbers are checked against the public Companies House register. Providers act under contract and process only what their role needs. The named providers current at launch will be listed here before this policy leaves draft.

Data retention

BETA registrations are kept while the BETA programme runs and while a place or waiting list position could still be offered, then deleted or anonymised. Contact messages are kept as long as the conversation and any obligations arising from it. Account and transaction records follow the retention periods in the platform agreement and UK accounting law. Exact periods will be stated here at review.

Your rights

You can ask for access to your information, correction, deletion, restriction of processing, portability, and you can object to processing based on legitimate interests. You can withdraw consent at any time where consent is the basis, and you can complain to the Information Commissioner’s Office. None of these requests costs anything.

Security

Information travels encrypted and access is limited to people who need it for their role. No system is beyond failure, so Vial Loop keeps what it collects small, which is the security measure that never fails.

International processing

Where a service provider processes data outside the UK, transfers rely on recognised safeguards. The reviewed version of this policy will document the mechanisms per provider.

Contact

Contact: hello@vialloop.co.uk. You can also use the contact form on this site.

Changes

This policy will change at legal review and as the product grows. The date at the top is always the truth about when it last did.