Privacy Policy

WelcoMe is operated by Neatebox Ltd (trading as WelcoMe), a company registered in Scotland (company number SC409943) with its registered office at 5 South Charlotte Street, Edinburgh, EH2 4AN.

Neatebox Ltd is the data controller for personal data you share with us through this website, the WelcoMe Key, and the platform we provide to venues.

The data we hold depends on how you use WelcoMe.

Visitors to this website

When you browse wel-co.me we collect minimal technical information needed to serve the site and understand aggregate usage — for example, your IP address, browser type, pages viewed, and referring site. This is processed through standard analytics tooling. We also use our own first-party cookieless analytics to count page views and link clicks in aggregate form only. No cookies, identifiers or personal data are stored — only the page path and the referring website's domain.

People with a WelcoMe Key

A WelcoMe Key is a profile you create to share access preferences with venues you book. The information you put in your Key is yours. Typically that includes:

• Your name and contact email
• The access preferences you choose to share
• Optional details about how you'd like to be served (your service style)
• A record of which venues you've shared your Key with

You decide what goes in. You can update or remove anything at any time.

Venue staff and account holders

If you use the WelcoMe platform on behalf of a venue, we hold the account information needed to operate the service: name, work email, role, the venue you're associated with, and a record of training progress and platform activity.

We also hold business contact details for venues we work with or are in conversation with, used for the legitimate purpose of running our business.

We use the data we hold for the following purposes:

• To deliver the service. Pre-arrival briefings only reach the venues you choose to share your Key with, and only the staff who need them.
• To keep accounts working. Authentication, password resets, account settings, and secure access to your data.
• To communicate with you. Replies to enquiries, service updates, and — where you've opted in — occasional marketing.
• To improve WelcoMe. Aggregate, non-identifying usage data helps us understand which parts of the platform are working and where we can do better.
• To meet legal obligations. Tax, accounting, fraud prevention, and responses to lawful requests.

Our lawful bases under UK GDPR are typically consent (for marketing and for sharing your Key with venues), contract (to deliver the service you've signed up to), and legitimate interests (for running and improving the business in a way you'd reasonably expect).

Your information goes only to venues you choose to share it with. We don't sell your data, and we don't share it with marketing partners.

We use a small number of trusted service providers to operate WelcoMe — for hosting, authentication, transactional email, payment processing, and analytics. These providers process data on our behalf under written contracts and are not allowed to use it for their own purposes.

We hold your account and Key data for as long as your account is active. If you delete your account, we remove your personal data within a reasonable period, except where we're required to retain limited records (for example, financial records for tax purposes). Aggregate, non-identifying analytics may be retained for longer to help us improve the service.

We protect your information using industry-standard technical and organisational measures: encrypted connections, access controls, secure hosting, and routine review of our systems. No service can promise absolute security, but we take it seriously and will tell you promptly if we ever become aware of a breach affecting your data.

Under UK GDPR you have the right to:

• Access the personal data we hold about you
• Correct anything that's wrong
• Ask us to delete your data
• Restrict or object to certain processing
• Receive a copy of your data in a portable format
• Withdraw consent for anything you've consented to

To exercise any of these rights, email hello@wel-co.me. We aim to respond within one calendar month.

You also have the right to complain to the UK Information Commissioner's Office at ico.org.uk if you're unhappy with how we've handled your data — though we'd appreciate the chance to put things right first.

WelcoMe uses a small number of cookies to keep you signed in, remember your preferences, and understand how the site is used. You can control cookies through your browser settings. Blocking essential cookies may prevent parts of the service working as intended.

WelcoMe isn't intended for children under 13. If you're under 18 and want to use WelcoMe, please do so with the involvement of a parent or guardian. If you believe we hold data about a child without appropriate consent, get in touch and we'll remove it.

WelcoMe operates from the United Kingdom. Some of our service providers process data outside the UK — typically in the European Economic Area or the United States. Where data is transferred outside the UK, we rely on appropriate safeguards recognised under UK GDPR, such as the UK addendum to the EU Standard Contractual Clauses or adequacy decisions.

We update this page when our practices change. The date at the top tells you when it was last reviewed. Material changes that affect how we use your personal data will be communicated to you directly.

For any question about your data, your Key, or this policy:

hello@wel-co.me

Neatebox Ltd t/a WelcoMe · 5 South Charlotte Street, Edinburgh, EH2 4AN · SC409943