>_ privacy
Privacy notice
VI-Labs collects as little personal data as it can: enough to run your account and your service’s subscription, and nothing about pupils. Pupil work in the tools stays on your device.
Last updated 8 November 2026
Who we are
VI-Labs is run by Daniel Downes, a sole trader, at 23a Oaks Lane, Bradshaw, Bolton BL2 3BR. We are the controller of the personal data described here, registered with the Information Commissioner’s Office as ZC295265. Contact us about anything in this notice at dan@vi-labs.co.uk.
What we collect, and why
| Part of VI-Labs | What we hold | Why, and our lawful basis |
|---|---|---|
| Your account | Name, email address, sign-in details, the services you belong to and your role in each | To let you sign in and use what your service subscribes to (contract) |
| Your service’s subscription | Service name; the admin’s email; for invoices, the finance team’s email and any PO number; subscription and payment status | To take payment and keep access in step with it (contract); to keep financial records (legal obligation) |
| Your team | Colleagues’ email addresses when you invite them | To send the invitation (legitimate interests of your service) |
| Community Lab | Display name, role, area, an optional short bio, what you post, what you mark as helpful, reports you make, and when you last opened each conversation | To run a professional community for members of subscribed services; other members see your posts and profile, except that a post made without your name shows no name to them and only the Lab’s hosts can link it to you (legitimate interests) |
| VI Simulation | Playlists you save; while you present, the live session’s settings | To save your sessions and show them to your audience (contract) |
| Vision in 5 for schools | Names of the schools you add and the three-word codes you give them | To let your service give schools access and see reports (contract) |
| Website hosting | Technical logs, including IP address and browser, kept briefly by our host | Security and fixing faults (legitimate interests) |
Card details go straight to Stripe; we never see or store them.
What we do not collect
- Pupil data. Assessments, reports, cards, plans and figures made in the tools are kept in the browser on the device you use, not sent to VI-Labs. Pick n Mix holds a pupil’s first name only while the page is open. A report’s QR code opens the VI-Labs simulation with the pupil’s vision settings, never their name.
- School staff on Vision in 5. Staff need no account and give no name or email. We count lessons, time spent and anonymous answers to show a service its impact, and nothing we receive links one answer to another.
- Simulation audiences. People who join a live simulation by link or QR code need no account, and nothing is stored about them. The camera image is processed on the device and never uploaded.
- Lantern. Lantern is a separate, free app for parents; everything in it stays on the parent’s phone.
- Tracking. We use no analytics, advertising or social-media trackers, and nothing is sent to AI services.
Who processes data for us
| Provider | What they do | Where |
|---|---|---|
| Clerk | Accounts, sign-in, services and invitation emails | USA |
| Stripe | Payments, invoices, receipts and the billing portal; Stripe is also a controller of some payment data | USA and EU |
| Supabase | Database for the Community Lab, simulation playlists and Vision in 5 | EU (Ireland) |
| Vercel | Hosting the website | USA and worldwide edge network |
Where data leaves the UK, it is protected by the UK–US data bridge or the UK’s approved contract clauses. We never sell personal data or share it for marketing.
How long we keep it
- Account and team details: while your account exists; deleted within 30 days of closing it.
- Community posts: until you or a host remove them, or your account is closed. When you close your account, your replies, profile and “This helped” marks are removed at once. A conversation you started that colleagues replied to stays for their replies, with its title; your opening words are removed and it shows as started by a former member, without your name.
- What you write in a report: until a host closes the report.
- When you last opened each Community Lab conversation (used only to show you what is new, and seen by nobody): until the conversation is removed or your account is closed.
- The Community Lab hosts’ record of what they did and when (never the words they removed): two years.
- Billing records: at least five years after the 31 January Self Assessment deadline for the tax year they belong to, as HMRC requires.
- Hosting logs: for a short period set by Vercel.
Your rights
You can ask to see, correct or delete your personal data, to restrict or object to how we use it, or to have it in a portable form. Email dan@vi-labs.co.uk and we will reply within one month.
If you are unhappy with how we handle your data, you can complain to the Information Commissioner’s Office (0303 123 1113).
Children
VI-Labs is for professionals and adults. Pupils do not have accounts, and the tools are designed so that information about them stays with the professional using them.
Changes
We will post any change here with its date, and email account holders about significant ones. Services can find more detail for their own records in the data-protection summary.