Terms of Service

3. Definitions

“Customer Data” means all data, content, information, records, files, communications, messages, audio, video, images, recordings, transcripts, captions, meeting details, calendar information, user information, logs, and other materials submitted to, stored in, transmitted through, generated by, or processed within Customer’s VELA Conferencing deployment.

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“Authorized Users” means Customer’s employees, contractors, representatives, guests, invitees, administrators, or other users authorized by Customer to access or use VELA Conferencing.

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“Software” means the VELA Conferencing software, applications, modules, components, updates, documentation, and related technology provided by VELA.

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“Documentation” means VELA’s user guides, administrative guides, technical documentation, implementation materials, and other written instructions made available by VELA.

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“Deployment Environment” means the infrastructure, servers, networks, cloud environment, endpoints, storage, databases, operating systems, and related systems used to host or operate VELA Conferencing for Customer.

4. License and Right to Use

Subject to these Terms and any applicable order form or agreement, VELA grants Customer a limited, non-exclusive, non-transferable, non-sublicensable right to install, access, and use VELA Conferencing during the applicable subscription or license term for Customer’s internal business purposes.

Customer may permit Authorized Users to use VELA Conferencing, provided that Customer is responsible for all access and use by its Authorized Users.

Customer may not use VELA Conferencing except as expressly permitted by these Terms, the applicable order, and the Documentation.

5. Customer Responsibilities

Customer is responsible for:

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• Providing, securing, and maintaining the Deployment Environment;

• Managing all Authorized Users;

• Configuring roles, permissions, access controls, and administrative settings;

• Managing authentication, identity providers, SSO, directory integrations, and user provisioning;

• Protecting administrator credentials and user accounts;

• Deciding whether to enable recordings, transcripts, captions, file sharing, calendar integrations, or other features;

• Providing legally required notices and obtaining legally required consents;

• Managing data retention, deletion, archival, export, and backup policies;

• Monitoring and securing its own networks, endpoints, systems, and infrastructure;

• Ensuring that use of VELA Conferencing complies with applicable laws, regulations, internal policies, and contractual obligations;

• Ensuring that Authorized Users comply with these Terms.

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Customer is responsible for all activity occurring through its deployment and user accounts, whether authorized or unauthorized, except to the extent caused by VELA’s breach of these Terms.

6. Customer Data Ownership

Customer retains all rights, title, and interest in and to Customer Data.

VELA does not claim ownership of Customer Data. Nothing in these Terms transfers ownership of Customer Data to VELA.

Customer grants VELA only the limited rights necessary to provide agreed services, such as implementation, support, maintenance, troubleshooting, or professional services, and only to the extent Customer provides or authorizes access to the relevant data or environment.

7. No Routine Access by VELA

VELA does not have routine access to Customer Data in Customer-hosted deployments.

Unless Customer expressly authorizes access, VELA cannot access:

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• Live meetings;

• Meeting recordings;

• Meeting transcripts or captions;

• Chat messages;

• Shared files;

• User directories;

• Calendar information;

• Customer databases;

• Customer audit logs;

• Encryption keys;

• Customer infrastructure;

• Customer administrator accounts;

• Customer user activity.

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If Customer requests support requiring access, Customer is responsible for authorizing, supervising, limiting, and revoking such access as appropriate.

8. Support, Maintenance, and Updates

VELA may provide support, maintenance, updates, patches, upgrades, implementation assistance, or professional services as described in the applicable agreement, order form, support policy, or statement of work.

Customer is responsible for applying updates, maintaining supported infrastructure, and following technical requirements unless VELA is separately contracted to provide managed services.

VELA may require diagnostic information, logs, configuration details, or limited access to provide support. Customer must not provide sensitive information to VELA unless necessary for support and authorized under Customer’s own policies and applicable law.

9. Acceptable Use

Customer and Authorized Users may not use VELA Conferencing to:

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• Violate applicable law or regulation;

• Infringe intellectual property, privacy, publicity, or other rights;

• Transmit unlawful, harmful, abusive, defamatory, harassing, or threatening content;

• Upload malware, viruses, or malicious code;

• Attempt to gain unauthorized access to systems, networks, accounts, or data;

• Interfere with the security, integrity, performance, or availability of VELA Conferencing;

• Reverse engineer, decompile, disassemble, or attempt to derive source code except where prohibited by law;

• Remove proprietary notices;

• Resell, sublicense, or provide VELA Conferencing to third parties except as expressly authorized;

• Use VELA Conferencing to develop a competing product or service;

• Circumvent licensing, access controls, usage limits, or security mechanisms.

10. Security

VELA will use commercially reasonable efforts to design and provide software consistent with its security-focused product purpose.

Customer acknowledges that security in a customer-hosted deployment depends on both VELA-provided software and Customer-controlled systems. Customer is responsible for securing its Deployment Environment, including servers, networks, endpoints, storage, administrator accounts, identity systems, backups, and operational procedures.

Customer is responsible for implementing appropriate technical and organizational safeguards based on its own risk profile, legal obligations, and internal policies.

11. Privacy and Compliance

Customer is responsible for determining whether and how privacy, data protection, employment, communications, surveillance, industry-specific, or recordkeeping laws apply to its use of VELA Conferencing.

Customer is responsible for providing required notices, obtaining required consents, responding to data subject requests, managing retention and deletion, and maintaining lawful processing grounds for Customer Data.

VELA’s handling of information it directly collects and controls is described in the VELA Conferencing Privacy Policy.

12. Third-Party Services and Integrations

VELA Conferencing may interoperate with third-party systems, such as identity providers, email systems, calendar providers, directory services, storage systems, or other customer-selected integrations.

Customer is responsible for selecting, configuring, securing, and maintaining third-party services used with VELA Conferencing. VELA is not responsible for third-party services, third-party outages, third-party security incidents, or changes made by third-party providers.

13. Fees and Payment

Fees, payment terms, taxes, billing cycles, renewal terms, and related commercial terms will be set out in the applicable order form, proposal, invoice, master agreement, or statement of work.

Unless otherwise stated in writing, fees are non-refundable except as required by law or expressly provided in the applicable agreement.