1. Who this policy covers
This policy applies to the Velnox website and its buyer, supplier and administrator workspaces. “Velnox”, “we” and “us” refer to Velnox LLP. It describes information handled through this website. If a separate written agreement applies to a particular service, that agreement may add to this policy.
2. Information we collect
- Account information: name, work email, phone number, account role, password hash, email verification and sign-in security records. We do not store your password in readable form.
- Supplier information: company name, country, business address, GST and PAN details where provided or required, website, company description, categories, products and verification documents.
- RFQ information: the request title, category, product, quantity, specifications, delivery location, deadline, attachments and, for guest requests, the contact name, email and phone number you submit.
- Quotation information: prices, quantities, GST rate, delivery estimate, payment terms, validity, remarks and files submitted by a supplier.
- Messages and service records: contact form messages, notifications, audit events and security records. Audit records may include the IP address associated with an action.
- Session and technical information: a necessary session cookie used to keep you signed in and protect requests. The current application does not use advertising cookies or third-party analytics cookies.
3. How we use information
We use information to operate accounts, verify email addresses, secure sign-in, review supplier applications, publish and manage RFQs, match requests with suppliers, receive and compare quotations, share selected quotation information, answer enquiries, send service emails, maintain audit records and meet applicable legal obligations.
4. What is public and what stays private
The public RFQ board shows only active RFQ references, categories, open status and listing date. Full request titles, product details, quantity, delivery location, requirements, specifications and attachments are limited to the buyer, Velnox administrators and approved suppliers whose categories match while the request is open. Do not include personal contact details or trade secrets in an RFQ unless needed for the sourcing process.
Approved supplier directory profiles publicly display the company name, country, company description, website, supplied categories and products. Personal contact details, supplier GST/PAN registration numbers and supplier verification documents are not part of the public directory.
Suppliers can view and download only their own quotations. Administrators can review all quotations for an RFQ. A buyer sees quotation information only after an administrator selects a quotation and chooses which available fields and documents to share. Information shared with a buyer may include supplier identity, the quotation’s GST rate, delivery, payment terms, remarks and quotation documents, according to the administrator’s choices. A supplier’s profile GST/PAN registration numbers are not currently included in the buyer quote view.
5. When information is shared
We share the information needed to run the service with our authorized administrators and, where relevant, the buyer or suppliers matched to an RFQ. We use hosting, email delivery and other infrastructure providers selected by Velnox or its administrators; those providers may process information to provide their services. We may disclose information when required by law, to respond to lawful requests, to protect users or the service, or to establish or defend legal claims. We do not sell personal information.
Because suppliers and infrastructure providers may be in different countries, information may be processed outside the country where you are located, subject to applicable law and the safeguards available from the relevant providers.
6. Retention
We keep information for as long as needed to provide the service, administer RFQs and quotations, maintain security and audit records, resolve disputes and comply with legal requirements. RFQs, quotations, uploaded files and audit records are not automatically erased when an account becomes inactive. The current website has no self-service account deletion feature. You can ask us to correct or delete information using the Contact page; we will review the request and any legal, contractual, security or record-keeping need to retain it.
7. Security and uploaded files
We use access controls, password hashing, email verification codes, prepared database statements and restricted document downloads. No online service can guarantee absolute security. Uploaded documents are checked for allowed file type and size and access is restricted, but the current service does not perform malware scanning. Do not upload files you are not authorized to share or files that may harm another person’s device.
8. Your choices and requests
You can update supplier profile details in your workspace and can contact us to request access to, correction of, or deletion of information associated with you. Some information may need to be retained or may appear publicly when it forms part of an active RFQ or an approved supplier profile. Where applicable law gives you additional rights, you may exercise them through the Contact page. We may need to verify your identity before acting on a request.
9. Children
Velnox is intended for business users acting in a professional capacity and is not designed for children. Do not create an account or submit information on behalf of a child.
10. Changes and contact
We may update this policy as the service or applicable requirements change. The effective date above shows when this version applies. For privacy questions or requests, use the Contact page and mention “Privacy request”.