Privacy Policy

This Privacy Policy explains how StockLens AI collects, uses, stores and shares personal data.

StockLens AI is operated by Visible Digital Group Ltd, a company registered in England and Wales under company number 16642418, with registered office at 35 Marsh Parade, Newcastle, England, ST5 1BT.

In this Privacy Policy, “StockLens AI”, “we”, “us” and “our” mean Visible Digital Group Ltd trading as StockLens AI.

This Privacy Policy applies to:

• Visitors to our website
• Trial users
• Customers
• Account owners
• Team members invited to customer accounts
• Referral users
• Partner programme applicants
• Suppliers and business contacts
• People who contact us through forms, email, chat or support channels

It also explains how we process personal data that may be contained in customer uploads, such as invoices, sales reports, venue documents or images.

1. Who We Are

Controller name: Visible Digital Group Ltd trading as StockLens AI
Company number: 16642418
Registered office: 35 Marsh Parade, Newcastle, England, ST5 1BT
Website: https://stocklensai.co.uk
Contact email: support@stocklensai.co.uk

For certain personal data, we act as a data controller. This means we decide why and how that personal data is processed.

For certain customer-uploaded data processed within the StockLens AI platform, we may act as a processor on behalf of our business customers. This means we process that data according to the customer’s instructions to provide the service.

2. Personal Data We Collect

We may collect and process the following types of personal data.

Account and user data

• Name
• Email address
• Phone number
• Job title or role
• Password or authentication details
• Business name
• Venue name
• Account permissions
• User role
• Login details
• Account activity

Business and venue data

• Company or trading name
• Venue names
• Venue addresses
• Number of venues
• Hospitality business type
• Billing details
• Subscription plan
• Team members
• Operational preferences

Billing and payment data

• Billing name
• Billing email
• Billing address
• Subscription plan
• Payment status
• Invoice history
• VAT or tax information where applicable
• Payment processor customer ID
• Limited payment metadata

We do not store full card numbers on our own systems. Card payments are handled by our payment processor.

Platform usage data

• Pages visited
• Features used
• Device type
• Browser type
• IP address
• Approximate location
• Login times
• Session data
• Error logs
• Audit logs
• Actions taken inside the platform
• Uploaded file metadata

Customer support and enquiry data

• Name
• Email address
• Phone number
• Message content
• Support history
• Screenshots or files you provide
• Call or meeting notes
• Communication preferences

Referral and partner data

• Name
• Email address
• Business name
• Referral code
• Referred customer details
• Partner application information
• Commission or reward information
• Payment details for approved partners, where applicable

Uploaded content and operational data

Customers and users may upload or enter data including:

• Product lists
• Stock take data
• Photos or videos of shelves, bottles or storage areas
• Supplier invoices
• Sales reports
• EPOS reports
• Recipes
• Waste logs
• Notes
• CSV or spreadsheet files
• PDFs
• Images
• Exported reports

This content may sometimes contain personal data, such as names, email addresses, supplier contacts, staff names, customer details, payment references, invoice contacts or other information included in uploaded files.

Users should avoid uploading unnecessary personal data or sensitive personal data.

3. How We Collect Personal Data

We collect personal data when:

• You visit our website.
• You complete a contact form.
• You request a free trial.
• You create an account.
• You subscribe to a paid plan.
• You invite users.
• You upload files.
• You use live scanning, photo upload, invoice import or sales import features.
• You use recipes, waste logs, reporting or dashboards.
• You contact support.
• You apply to become a partner.
• You take part in a referral programme.
• You interact with our emails, website or platform.
• Third-party providers send us information needed to provide the service.

4. How We Use Personal Data

We use personal data for the following purposes.

To provide StockLens AI

• Create and manage accounts.
• Authenticate users.
• Provide access to the platform.
• Manage venues, products, stock takes, invoices, sales imports, recipes, waste logs and reports.
• Process uploaded files.
• Generate platform outputs.
• Provide dashboards, exports and analytics.
• Save user preferences.
• Maintain audit logs.
• Provide customer support.

Lawful basis: Contract performance and legitimate interests.

To process AI scans, images and uploaded files

• Identify visible products.
• Estimate quantities or fill levels.
• Read invoice lines.
• Extract sales report data.
• Match products.
• Generate stock take suggestions.
• Highlight variance.
• Produce reports.

Lawful basis: Contract performance where processing is necessary to provide the service. Where we process customer-uploaded personal data on behalf of a customer, we usually act as processor.

To manage subscriptions and billing

• Process subscriptions.
• Manage invoices.
• Handle payment status.
• Prevent fraud.
• Provide billing support.
• Manage plan limits.
• Send payment-related notices.

Lawful basis: Contract performance, legal obligation and legitimate interests.

To communicate with you

• Respond to enquiries.
• Send account updates.
• Send service notifications.
• Provide support.
• Send onboarding emails.
• Notify you about changes to the platform, pricing, plans or policies.

Lawful basis: Contract performance and legitimate interests.

To improve and secure the platform

• Diagnose technical issues.
• Monitor platform performance.
• Improve features and user experience.
• Detect misuse.
• Prevent fraud.
• Protect accounts and data.
• Maintain logs and security records.

Lawful basis: Legitimate interests and legal obligation where applicable.

To send marketing communications

We may use contact details to send marketing communications about StockLens AI, including product updates, hospitality stock control content, offers or partner information.

We will only do this where permitted by law. You can unsubscribe from marketing emails at any time.

Lawful basis: Consent where required, or legitimate interests for certain business-to-business communications where permitted.

To manage referrals and partner programmes

• Track referrals.
• Attribute referral codes.
• Process partner applications.
• Calculate rewards or commissions.
• Communicate with partners and referred customers.
• Prevent referral abuse or fraud.

Lawful basis: Contract performance and legitimate interests.

To comply with legal obligations

• Keep accounting and tax records.
• Respond to lawful requests.
• Comply with court orders or regulators.
• Resolve disputes.
• Enforce our terms.
• Maintain business records.

Lawful basis: Legal obligation and legitimate interests.

5. Customer Data and Processor Role

StockLens AI is a business software platform.

When a customer uploads operational data into the platform, the customer is usually responsible for deciding what data is uploaded, why it is uploaded and who can access it.

For personal data contained in customer-uploaded files or records, the customer may be the controller and StockLens AI may be the processor.

This may include personal data contained in:

• Supplier invoices
• Sales reports
• EPOS exports
• Staff-related records
• Notes
• Uploaded documents
• Support screenshots
• Venue files

Where we act as processor, we process that personal data only to provide, maintain, secure and support StockLens AI, unless otherwise required by law.

Customers are responsible for ensuring they have a lawful basis to upload and process personal data through StockLens AI.

6. AI and Automated Processing

StockLens AI may use AI, OCR, machine learning, computer vision or automated processing to analyse uploaded data.

This may include:

• Product identification
• Bottle or shelf image analysis
• Fill level estimates
• Invoice line extraction
• Sales report extraction
• Product matching
• Duplicate detection
• Variance calculations
• Recipe usage calculations
• Operational reporting

AI outputs may be inaccurate or incomplete. Users should review and approve outputs before relying on them.

We do not use AI outputs to make legally binding or similarly significant decisions about individuals without human review.

7. Special Category Data

StockLens AI is not designed to process special category data, such as health data, biometric data, religious beliefs, political opinions, trade union membership, racial or ethnic origin, sexual orientation or similar sensitive information.

You should not upload special category data into the platform.

If you accidentally upload sensitive data, you should delete it promptly or contact us for assistance.

8. Children’s Data

StockLens AI is intended for business users and is not directed at children.

You must not knowingly provide personal data relating to children through the platform unless you have a lawful basis and it is strictly necessary for your use of the service.

9. Who We Share Personal Data With

We may share personal data with trusted third parties where necessary to provide and operate StockLens AI.

These may include:

• Hosting providers
• Database providers
• Authentication providers
• Payment processors
• Email providers
• AI and OCR providers
• Analytics providers
• Customer support tools
• Professional advisers
• Accountants
• Legal advisers
• Regulators or authorities where required by law
• Business transfer parties if we sell, merge or restructure our business

Current or likely service providers may include:

• Stripe for payment processing
• Supabase for database, authentication or storage
• OpenAI and/or Google Gemini for AI processing, where enabled
• Email delivery providers such as Resend or similar
• Analytics or performance tools, where enabled

We do not sell personal data.

10. International Transfers

Some of our service providers may process personal data outside the United Kingdom.

Where personal data is transferred internationally, we will take steps designed to protect it in accordance with applicable data protection laws.

This may include using adequacy decisions, standard contractual clauses, international data transfer agreements or other approved safeguards where required.

11. How Long We Keep Personal Data

We keep personal data only for as long as reasonably necessary for the purposes described in this Privacy Policy.

Typical retention periods include:

• Account data: for as long as the account remains active and for a reasonable period afterwards.
• Billing records: retained as required for tax, accounting and legal purposes.
• Customer Data: retained while the account is active, unless deleted earlier by the customer or subject to technical/legal retention requirements.
• Support records: retained for a reasonable period to manage support history and disputes.
• Marketing data: retained until you unsubscribe or object, unless we need to keep a suppression record.
• Security logs: retained for a limited period unless needed for investigation or legal purposes.
• Referral and partner records: retained for as long as needed to manage rewards, commissions, disputes and legal obligations.

When data is no longer needed, we will delete, anonymise or securely archive it where appropriate.

Backups may retain data for a limited period before being overwritten.

12. Your Data Protection Rights

Depending on the circumstances, you may have the right to:

• Access your personal data.
• Correct inaccurate personal data.
• Request deletion of your personal data.
• Restrict processing.
• Object to processing.
• Request data portability.
• Withdraw consent where processing is based on consent.
• Complain to the Information Commissioner’s Office.

These rights are not absolute and may depend on the lawful basis for processing and the context.

To exercise your rights, contact us at support@stocklensai.co.uk.

We may need to verify your identity before responding.

If your request relates to personal data controlled by one of our customers, we may refer your request to that customer.

13. Marketing Communications

You can unsubscribe from marketing emails at any time by clicking the unsubscribe link in the email or contacting us.

Even if you unsubscribe from marketing, we may still send service messages, billing notices, security alerts and account-related communications.

14. Cookies and Similar Technologies

Our website and platform may use cookies, local storage, pixels, tags or similar technologies.

These may be used for:

• Essential site and platform functionality
• Login and authentication
• Security
• User preferences
• Analytics
• Performance monitoring
• Marketing attribution
• Referral tracking

Essential cookies are necessary for the website or platform to work.

Analytics and marketing cookies will only be used where permitted by law and, where required, after you have given consent.

You can manage cookies through your browser settings and, where available, our cookie consent tool.

15. Security

We use reasonable technical and organisational measures designed to protect personal data.

These may include:

• Access controls
• Authentication
• Role-based permissions
• Encrypted connections
• Secure hosting
• Audit logs
• File access restrictions
• Monitoring and logging
• Staff and contractor access controls
• Backups and recovery processes

No system is completely secure. Users should use strong passwords, protect devices, restrict account access and remove users who no longer need access.

16. Data Breaches

If we become aware of a personal data breach affecting personal data for which we are controller, we will assess the risk and take appropriate action.

Where required by law, we will notify affected individuals and/or the Information Commissioner’s Office.

Where we act as processor for a customer, we will notify the customer where required so they can meet their own obligations.

17. Third-Party Links

Our website or platform may contain links to third-party websites, tools or services.

We are not responsible for the privacy practices, content or security of third-party websites or services.

You should review their privacy policies before providing personal data.

18. Changes to This Privacy Policy

We may update this Privacy Policy from time to time.

When we make material changes, we may notify users by email, in-app notice or website update.

The latest version will be published on our website.

Continued use of StockLens AI after an update means you acknowledge the updated Privacy Policy.

19. Complaints

You can contact us first if you have concerns about how we handle personal data.

You also have the right to complain to the Information Commissioner’s Office, the UK data protection regulator.

ICO website: https://ico.org.uk

20. Contact Us

For privacy questions or data protection requests, contact:

Visible Digital Group Ltd trading as StockLens AI
Company number: 16642418
Registered office: 35 Marsh Parade, Newcastle, England, ST5 1BT
Email: support@stocklensai.co.uk
Website: https://stocklensai.co.uk