Privacy
Draft. To be reviewed by a solicitor before the first invitation goes out.
Who we are
Marque Vellum is operated by Glass Table Ltd, a company registered in England and Wales (company number 15108818, registered office 453 Walton Summit Centre, Bamber Bridge, Preston PR5 8AU). Glass Table Ltd is the data controller. Write to us at privacy@marquevellum.com.
What we hold
When you ask for an invitation: name, email address, the cars you describe, who introduced you, your country, any note, and a hashed internet address. We email you a link to confirm your email address, and a request that is not confirmed is deleted after 7 days. If approved, we email you an invitation; if not, you will not hear from us again.
As a member: email address, display name, password (as a hash), country, time zone (captured when you accept your invitation and changeable on the Account page), status, joining date. Your cars: make, model, year, colour, country, UK region, registration, chassis number and notes. Your photos and videos. For-sale listings: price and description. Your messages.
What we never hold
Telephone numbers. We do not ask for one and reject them when typed into the site. No analytics, advertising or tracking.
Who can see what
Your cars are private unless you set them to The Circle. Only Circle members see Circle cars and listings. Your registration and chassis numbers, email address and your own country are never shown to other members (the country where a shared car is kept is shown with the car). There is no member list or search. Administrators see applications, members' email addresses and status, sign-in and audit records, live listings and reported content. They cannot browse your conversations. The server operator can read the database and photos.
Photos and video
We remove location and camera data from photos on upload, and clean video metadata on a best-effort basis. We cannot change what the picture shows, such as a number plate or a house.
Messages
Messages are stored as plain text on our server and are not end-to-end encrypted. Administrators see only a message that a member reports.
Sign-in, security and cookies
We record when and how you sign in, your internet address, a device label, failed attempts, lockouts and blocked text. Our audit log has internet addresses and browser details blanked after 90 days. We set three cookies: session, trusted device and sign-in in progress. All are strictly necessary, so there is no cookie banner. [NEED FROM ME: solicitor to confirm no cookie consent is needed.]
Why we may use it
Application, account, cars, photos, listings, messages and the emails we send: providing the membership you asked for (UK GDPR Article 6(1)(b)). Security records, audit log, reports and backups: our legitimate interest in a safe club that can recover from failure (Article 6(1)(f)). Nothing relies on consent. No marketing, no automated decisions.
Who processes it for us
Resend, in the United States, sends our emails (confirmation links, invitations, sign-in codes, reset links). It receives your email address and the code or link, never message text. [NEED FROM ME: Resend transfer safeguard: UK-US data bridge if Resend is on the Data Privacy Framework list, otherwise IDTA or Addendum.] Hetzner hosts the database, media and backups in Germany (Nuremberg).
How long we keep it
- Sessions, codes and reset links: on expiry. Invitations: 30 days after use or expiry. Login attempts: 30 days. Rate records: 2 days. Trusted devices: 90 days unused.
- Unconfirmed requests: deleted after 7 days. Approved applications: deleted with the account. Rejected applications are deleted 90 days after the decision.
- Audit log: deleted after 24 months.
- Account and content: until deleted by you or us.
- Backups: the database is copied nightly on the server, 14 copies kept. Everything (database and photos) is also copied nightly, encrypted, to a Hetzner Storage Box in Falkenstein, Germany, 30 daily copies kept. Deleted data can therefore persist in a backup for up to 30 days.
Your rights
Under UK GDPR (and EU GDPR if you live in the EU) you can ask for access, correction, erasure, a portable copy and restriction, and object where we rely on legitimate interests.
- Access and portability: download your data from the Account page, once a day. It leaves out messages you received, your application record and administrator notes; email us for those.
- Correction: change your display name, country, cars and photos yourself. Your email address cannot be changed in the app; email us and we will change it.
- Erasure: delete your account from the Account page. We delete your membership data, cars, photos, videos, listings and the text of your messages. A blank account record remains without your email or name. Your application record is deleted too. Backups keep a copy for up to 14 days.
- Restriction and objection: email us.
We answer within one month, or up to three if complex, and will say if so.
Complaints
Complain to the Information Commissioner's Office (ico.org.uk); EU residents may also go to their own supervisory authority.
Members outside the UK and EU
Where the law of your country gives you further rights, tell us and we will honour them. [NEED FROM ME: solicitor to confirm whether California, Canada, Australia, Switzerland or Brazil privacy law applies to an invitation-only club of this size.] [NEED FROM ME: solicitor to decide whether Glass Table Ltd needs an EU representative under Article 27 EU GDPR.]
Age
Members must be 18 or over. We do not knowingly hold children's data.
Changes
If we change this notice, we will email members first.