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Privacy Policy

Effective Date: June 1st, 2025
Last Updated: June 1st, 2025

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This Privacy Policy explains how VELA Conferencing (“VELA,” “we,” “our,” or “us”) handles information in connection with the VELA Conferencing platform, website, software, support services, and related products or services.

 

VELA is designed for organizations that require private, secure, and customer-controlled communication. The VELA Conferencing platform is deployed in an environment owned, hosted, operated, or controlled by the customer, whether on-premises, in a private cloud, or in another customer-designated infrastructure environment. VELA does not own, host, control, monitor, or access customer meeting data, user content, recordings, messages, files, calendars, directory information, or other customer-controlled data unless the customer separately authorizes limited access for support, maintenance, implementation, or troubleshooting.

1. Scope of This Policy

This Privacy Policy applies to information VELA may collect through:

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  • The VELA website;

  • Sales, marketing, and business communications;

  • Product demonstrations;

  • Customer onboarding and implementation;

  • Support requests submitted to VELA;

  • Administrative or licensing interactions with VELA;

  • Any other direct interaction between you and VELA.

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This Privacy Policy does not govern information that is collected, stored, transmitted, processed, or managed entirely within a customer-controlled deployment of VELA Conferencing. In those cases, the customer is responsible for its own privacy notices, data protection practices, access controls, retention policies, legal compliance, and user administration.

2. Customer Ownership and Control of Data

VELA Conferencing is structured so that customer data remains under the customer’s ownership and control.

 

Customer data may include, without limitation:

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  • Meeting audio and video;

  • Meeting titles, agendas, and descriptions;

  • Meeting recordings;

  • Transcripts or captions, if enabled;

  • Chat messages;

  • Shared files;

  • Screen-sharing content;

  • Calendar information;

  • User names, roles, and contact information;

  • Authentication and directory information;

  • Logs, audit records, and administrative activity;

  • Any other content or information created, uploaded, transmitted, or stored by the customer or its users within the VELA environment.​

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VELA does not claim ownership of customer data. The customer retains all rights, title, and interest in and to its data.

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VELA has no routine access to customer data hosted in a customer-controlled deployment. VELA does not sell, rent, mine, analyze, disclose, or use customer data for advertising, profiling, artificial intelligence model training, or unrelated commercial purposes.

3. Information VELA May Collect Directly

Although VELA does not control customer-hosted platform data, we may collect limited information directly from customers, prospects, website visitors, and business contacts.

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This may include:

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  • Name;

  • Business email address;

  • Phone number;

  • Company or organization name;

  • Job title;

  • Country or region;

  • Inquiry details;

  • Sales or support communications;

  • Demo requests;

  • Contract, billing, and procurement information;

  • Technical support information voluntarily provided by the customer;

  • Basic website analytics, where enabled;

  • Information required to manage licensing, commercial relationships, or customer support.

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We collect this information only when it is provided to us, generated through direct interactions with us, or collected through standard website or business communication tools.

4. Information VELA Does Not Access by Default

Unless expressly authorized by the customer for a specific purpose, VELA does not access:

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  • Live meetings;

  • Private meeting rooms;

  • Meeting recordings;

  • Meeting transcripts;

  • User messages;

  • Shared files;

  • Customer directories;

  • Customer authentication systems;

  • Customer databases;

  • Customer audit logs;

  • Customer encryption keys;

  • Customer infrastructure;

  • Customer user activity inside the deployment.

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Where support access is needed, access must be approved by the customer and should be limited to the scope, duration, and purpose required to resolve the issue.

5. How VELA Uses Information

VELA may use directly collected business, website, sales, support, and administrative information to:

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  • Respond to inquiries;

  • Provide demonstrations;

  • Manage customer relationships;

  • Provide proposals, agreements, invoices, and procurement documentation;

  • Deliver implementation, training, maintenance, and support services;

  • Improve VELA’s website, documentation, support processes, and product experience;

  • Communicate product updates, security notices, or administrative information;

  • Comply with legal, regulatory, accounting, and contractual obligations;

  • Protect VELA’s rights, systems, personnel, customers, and business operations.

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VELA does not use customer-hosted meeting data or customer-controlled platform content for product analytics, advertising, resale, third-party disclosure, or model training.

6. Customer Responsibilities

Because VELA Conferencing is hosted and controlled by the customer, the customer is responsible for:
 

  • Determining what personal data is collected and processed inside its VELA deployment;

  • Providing privacy notices to its users where required;

  • Obtaining any legally required consents;

  • Managing users, roles, permissions, and access controls;

  • Configuring authentication, directory integration, and administrative settings;

  • Managing recording, transcription, retention, and deletion policies;

  • Securing its own infrastructure, network, endpoints, and administrator accounts;

  • Responding to data subject rights requests where applicable;

  • Complying with applicable privacy, employment, communications, data protection, surveillance, and record-keeping laws.

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VELA may provide software, documentation, technical guidance, or support, but the customer remains responsible for its own deployment, configuration, use, and compliance obligations.

7. Hosting and Infrastructure

VELA Conferencing may be deployed on-premises, in a customer private cloud, or in another environment selected and controlled by the customer.

 

VELA does not host customer meeting data unless a separate written agreement expressly provides otherwise. If a separate hosting arrangement exists, the applicable agreement, data processing terms, security commitments, and service documentation will govern that hosted environment.

8. Support and Authorized Access

From time to time, a customer may request technical support, troubleshooting, training, or implementation assistance. In those cases, the customer may voluntarily provide logs, screenshots, configuration details, diagnostic information, or limited access to the customer environment.

 

Any such access is subject to customer authorization and should be limited to the specific support purpose. VELA personnel are expected to access only the information necessary to provide the requested service.

 

VELA may retain support communications, tickets, and related business records for legitimate business, legal, security, and operational purposes.

9. Cookies and Website Analytics

VELA’s public website may use cookies or similar technologies to support website functionality, understand website performance, improve user experience, and manage marketing or analytics activities.

 

You may control cookies through your browser settings. Disabling cookies may affect certain website features.

 

This section applies to VELA’s public website and business-facing digital properties. It does not apply to customer-hosted VELA Conferencing deployments unless the customer independently enables cookies, analytics, or tracking technologies within its own environment.

10. Sharing of Information

VELA may share directly collected business, support, website, or administrative information with:

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  • Service providers that help operate our business, such as email, CRM, hosting, analytics, support, billing, or professional service providers;

  • Legal, accounting, security, or compliance advisors;

  • Authorized resellers, implementation partners, or affiliates, where applicable;

  • Government authorities, regulators, courts, or other parties where required by law;

  • Parties involved in a business transaction, such as a merger, acquisition, financing, restructuring, or sale of assets.

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VELA does not share customer-hosted meeting data, platform content, files, recordings, transcripts, or user communications because VELA does not control or access that data by default.

11. Data Security

VELA uses reasonable administrative, technical, and organizational measures to protect information that it directly collects and controls.

 

For customer-hosted deployments, security is a shared responsibility. VELA is responsible for the security of the software components it provides, while the customer is responsible for the security of its infrastructure, hosting environment, access controls, endpoints, networks, administrator accounts, and operational procedures.

 

No system can be guaranteed to be completely secure. Customers should implement appropriate security controls, monitoring, backups, patching, user management, and administrative safeguards based on their risk profile and legal obligations.

12. Data Retention

VELA retains directly collected business, support, sales, website, and administrative information for as long as necessary to fulfill the purposes described in this Privacy Policy, comply with legal obligations, resolve disputes, enforce agreements, and maintain business records.

 

Retention of customer-hosted platform data is controlled by the customer. VELA does not determine retention periods for customer meeting data, messages, recordings, files, logs, or user information stored in the customer’s deployment.

13. International Data Transfers

VELA may process business, sales, support, website, and administrative information in countries where VELA, its affiliates, service providers, or partners operate.

 

Customer-hosted platform data remains in the infrastructure selected and controlled by the customer, unless the customer chooses to transfer, export, replicate, back up, or otherwise process that data in another location.

14. Your Privacy Rights

Depending on your location, you may have rights regarding personal information that VELA directly collects and controls. These may include the right to request access, correction, deletion, restriction, portability, or objection to certain processing.

 

To exercise rights regarding information stored inside a customer-controlled VELA deployment, you should contact the organization that provided you access to VELA Conferencing. VELA does not control customer-hosted user accounts or customer-hosted content.

 

To exercise rights regarding information VELA directly controls, contact us using the details below.

15. Children’s Privacy

VELA Conferencing is intended for organizational and business use. VELA does not knowingly collect personal information directly from children through its website or business services.

 

Customers are responsible for determining whether their use of VELA Conferencing involves minors and for complying with applicable laws, notices, consents, and safeguards.

16. Changes to This Privacy Policy

VELA may update this Privacy Policy from time to time. The updated version will be posted with a revised “Last Updated” date. If changes are material, VELA may provide additional notice where appropriate.

17. Contact Us

For questions about this Privacy Policy or VELA’s handling of information, please contact:

info@vela.business

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