Privacy Policy

1. Information We Collect

Information you provide to us. We collect information you submit when you fill out a form, request a demo, send an email, participate in our referral program, or otherwise interact with us. This may include your name, business email address, company name, role, phone number, the role or use case you have in mind for a digital coworker, and any other information you choose to share. If you join the AINS Accelerator waitlist, you may also give the name or email address of the person who referred you.

Payment information. If you complete a transaction with Velanir, payment information is processed by our payment processor, Stripe, Inc. (“Stripe”). Velanir is the seller of Provider plans and packs and of every Client purchase, including Client Workspace subscriptions, Client usage packs and Client automatic top-ups. You provide your name, email address, billing address, and payment card or bank details directly to Stripe. We do not receive or store full payment card numbers. We use your billing address, through Stripe, to calculate the sales tax on your purchase; it is held by Stripe and not stored in Velanir’s own systems. We receive limited transaction information from Stripe, such as your name, email address, the amount, tax and status of the transaction, refunds and disputes, and the Stripe session and customer identifiers.

Provider payout information. If you set up payouts as a Provider, Stripe collects the information it needs to verify you and pay you, such as identity details, business details, bank account details and tax identification numbers, through Stripe-hosted onboarding. We receive from Stripe the status of your payout account, its identifiers, transfer and payout records, and the information we need to meet our tax reporting obligations.

Information collected automatically. When you visit the Site, we and our service providers may automatically collect certain technical information, including your IP address, device and browser type, operating system, referring and exit pages, the pages you view, the date and time of your visit, and other usage data.

Website analytics. On velanir.ai we use PostHog, Inc. (“PostHog”) to understand how visitors find and use the Site. PostHog records the pages you visit, the links and buttons you click, how far you scroll, and where on a page you click and move your pointer, including repeated clicks (heatmaps); the site that referred you and the campaign that brought you; and your browser, device, IP address and approximate location. PostHog recognizes your browser with an anonymous identifier kept in local storage on velanir.ai. If you create a Velanir account from the Site, that identifier is linked to your account. When you submit an application on the Site, PostHog also records that you applied, the campaign that brought you, the fixed options you selected, such as your agency’s status or the expert tracks you chose, and, for the AINS Accelerator, which program you applied to; your name, contact details and written answers are not sent to PostHog. Session recordings are not made on velanir.ai, what you type into forms is not recorded, and secrets such as invitation tokens are removed from recorded web addresses before anything is sent. PostHog processes this information in the United States.

Product analytics and session recordings. When you are signed in to the Velanir Platform at app.velanir.ai or portal.velanir.ai, we also use PostHog to understand how the product is used and to find and fix problems. PostHog receives your account identifier, name and email address; the pages you visit and the links and buttons you click; page performance and errors; and your browser, device, IP address and approximate location. PostHog also records your sessions: a reconstruction of what the product showed on your screen and how you used it, including text displayed on the page and what you type into ordinary form fields. Passwords, API keys and other credentials, billing addresses and payment card details are not recorded, and secrets such as invitation tokens are removed from recorded web addresses before anything is sent. Before you sign in, PostHog records one thing in the Velanir Platform: when you follow “Start today” or open the sign-up page, it records that you started signing up, tied to your velanir.ai identifier if you came from velanir.ai. That identifier is linked to your account when you finish signing up. Everything else in the Velanir Platform is recorded only after you sign in, and PostHog is not used in the Demo Portal. PostHog processes this information in the United States.

Advertising measurement. We advertise Velanir on Facebook and Instagram, Reddit, X and LinkedIn, and we use tools from Meta Platforms, Inc. (“Meta”), Reddit, Inc., X Corp. and LinkedIn Corporation to measure and improve those ads. On public pages of velanir.ai, the Meta Pixel, the Reddit Pixel, the X Pixel and the LinkedIn Insight Tag tell each of these companies which page you visited. They receive the page address, and can receive the page that referred you, along with your IP address and browser information, and the cookies and identifiers they use to recognize your browser, some of which they set on velanir.ai. Checkout and verification pages, and web addresses that carry an invitation, checkout or verification code, are excluded. If you apply to the AI Agency Accelerator or the AINS Accelerator, our servers tell Meta, Reddit and X that an application was submitted, with a SHA-256 hash of your email address, your IP address and browser user agent, the identifiers those companies have set in your browser or added to the ad link you followed to reach us, and an event identifier made from our internal identifier for the application, which lets each company discard duplicate reports; Reddit also receives the website that referred you, without the rest of its address. When you finish creating a Velanir account in the Velanir Platform at app.velanir.ai, PostHog sends Meta sign-up events through Meta’s Conversions API. They contain: that you completed registration, with your plan; for the Starter, Growth, Business or Scale plan, that you started its free trial, with your plan, its monthly price (for Scale, that of the term you chose) and the currency (US dollars); the time; the address of the setup page, app.velanir.ai/setup, without a query string; an event identifier made from a SHA-256 hash of your new workspace’s identifier, which lets Meta discard duplicate reports of the same sign-up; a SHA-256 hash of your email address; your IP address and browser user agent; and Meta’s browser identifiers (the _fbp and _fbc cookies) when your browser has them, for example because you visited velanir.ai. None of these events includes your name, your email address in readable form, your application answers, or any content from your workspace. Under its terms with us, Meta uses the hashed email address only to match the event to a Meta account and deletes it after matching. Meta, Reddit, X and LinkedIn may combine the rest of this information with information they collect on other websites and apps to measure our ads, to choose who sees them, and for their own purposes under their own terms and privacy policies. See “Advertising choices” in Section 6.

Cookies and similar technologies. We and our service providers use cookies, local storage, and similar technologies to operate the Site, remember your preferences, secure the Site, measure performance, and understand how the Site is used. You can control cookies through your browser settings. If you disable cookies, some features of the Site may not work as intended. On velanir.ai, PostHog uses local storage, not cookies, to recognize your browser with an anonymous identifier. When you arrive at velanir.ai, or at the Velanir Platform at app.velanir.ai, from a link that carries campaign tags (utm_source, utm_medium, utm_campaign, utm_content, utm_term), Velanir sets a first-party cookie, ph_utms, that holds only those tags. It lasts 30 days and can be read by velanir.ai and its subdomains, so that if you create a Velanir account at app.velanir.ai, the campaign that brought you is recorded with your sign-up and your account in PostHog. When you arrive at velanir.ai from a link that carries a promotion code (code), Velanir sets a first-party cookie, velanir_promo_code, that holds only that code. It lasts 24 hours and can be read by velanir.ai and its subdomains, so that the code can be applied if you create a Velanir account at app.velanir.ai within that time. On public pages of velanir.ai, the Meta, Reddit, X and LinkedIn tools described under “Advertising measurement” use cookies, set on velanir.ai and on their own domains, to recognize your browser and measure our ads. In the Velanir Platform, PostHog uses first-party cookies and local storage to recognize your browser and connect your activity and session recordings to your account.

Information from third parties. We may receive information about you from third parties, including our payment processor, analytics providers, identity verification or anti-fraud providers, and people who refer you to us through our referral program. If someone refers you, they may provide your name, email address, company, and a brief description of why they think Velanir could help your team.

Google Sign-In. If you choose Continue with Google, we receive your name, primary email address, profile image, and basic profile information from Google so we can create, authenticate, and display your Velanir account. Google Sign-In does not give Velanir access to your Gmail, Google Calendar, Google Drive, or other Google Workspace data. We store the account identifiers and profile information needed to maintain your account and session, share them only with service providers that operate and secure the Velanir Platform, and retain or delete them as described in this Privacy Policy.

Zoom account connection. If you add the Velanir Zoom app, Zoom provides Velanir with the authorizing user's Zoom user ID, account ID, email address, display name, and OAuth access and refresh tokens. Velanir uses this information to identify the connected account and perform the actions you request, including listing and managing meetings, listing cloud recordings, and retrieving available meeting summaries and transcripts. OAuth credentials and connection data are encrypted at rest. When Velanir lists recordings or retrieves meeting notes, it does not download raw recording audio or video.

2. How We Use Information

We use the information we collect to operate, secure, and improve the Site and our services; respond to inquiries and provide customer support; schedule and conduct onboarding conversations; deliver, administer, and bill for our services; send transactional communications (such as receipts, follow-ups, and notices about the Site or these terms); send marketing communications where permitted, which you can opt out of at any time; measure and improve our advertising, as described in Section 1; administer our referral program; comply with legal obligations, enforce our agreements, and protect our rights, our users, and the public; and detect, prevent, and respond to fraud, abuse, and security incidents.

We do not use information collected through the Site to train artificial intelligence models for third parties.

3. How We Share Information

Service providers. We share information with vendors and service providers who help us operate the Site and our business, including hosting and infrastructure providers (Vercel), payment processing (Stripe), product analytics, session recording and error monitoring (PostHog), email and communication providers, analytics providers, and security and anti-fraud providers. These providers may only use information as needed to perform services for us and consistent with this Privacy Policy.

Advertising partners. We share the information described under “Advertising measurement” in Section 1 with Meta, Reddit, X and LinkedIn, through their tools on velanir.ai and from our servers, and with Meta through PostHog when you finish creating a Velanir account. These companies use it under their own terms and privacy policies, including to measure ads and to choose who sees them.

Providers and Clients. If you are a member of a Client Workspace, the Provider that operates it can see the workspace and its members, and we share with that Provider the status and amount of the workspace’s subscription payments and any refunds or disputes. We do not share your card details or billing address with the Provider. If you are a Provider, we show your Clients your business name as the Provider of their workspace.

Business customers and referrers. If you were referred to Velanir through our referral program, we may confirm with the referring person whether you onboarded so that we can administer the rewards described in our referral terms. We will not share the substance of our discussions with you with the referring person without your consent.

Legal and safety. We may disclose information when we believe in good faith that disclosure is necessary to comply with applicable law, regulation, legal process, or governmental request; to enforce our agreements and policies; to protect the rights, property, or safety of Velanir, our users, or others; or to detect, investigate, prevent, or respond to fraud, security, or technical issues.

Corporate transactions. If we are involved in a merger, acquisition, financing, reorganization, bankruptcy, or sale of all or a portion of our assets, information you provide may be transferred or shared as part of that transaction, subject to confidentiality protections customary for such transactions.

With your direction or consent. We may share information for other purposes you direct or consent to.

4. Data Retention

We retain personal information for as long as needed to provide the Site and our services, to comply with our legal, accounting, and reporting obligations, to resolve disputes, and to enforce our agreements. Retention periods vary based on the type of information and the context in which it was collected. When we no longer need personal information, we delete or de-identify it, or take reasonable steps to do so. PostHog session recordings are deleted after 30 days. Other PostHog analytics data may be kept for up to 7 years; you can ask us to delete yours at support@velanir.ai. The Velanir Platform sign-up that PostHog reports to Meta stays in PostHog with your other PostHog analytics data. Meta, Reddit, X and LinkedIn keep the information they receive for advertising measurement under their own terms. Financial records, including invoices, payment, payout and tax records, are kept for 7 years after an account or Organization is closed, with access restricted to billing staff.

Zoom connection data is retained while the integration remains connected and as otherwise required to provide the service or comply with law. When a user disconnects the integration in Velanir or removes the app in Zoom, Velanir revokes the active authorization where available and deletes the stored connection after the disconnect or Zoom deauthorization request is successfully processed. Users may also request deletion by contacting support@velanir.ai.

5. Security

We maintain administrative, technical, and physical safeguards designed to protect personal information against loss, theft, and unauthorized access, disclosure, alteration, or destruction. No method of transmission over the internet or method of electronic storage is fully secure, however, so we cannot guarantee the absolute security of any information.

6. Your Choices and Rights

Marketing communications. You can opt out of marketing emails by using the unsubscribe link in any marketing message or by contacting us at the address below. You will continue to receive transactional or service-related communications.

Cookies. You can manage cookies through your browser settings, and most browsers allow you to block or delete cookies. Disabling cookies may affect the functionality of the Site.

Advertising choices. Third parties, including Meta, Reddit, X and LinkedIn, use cookies, pixels, web beacons and similar technologies to collect or receive information from velanir.ai and elsewhere on the internet, and use that information to provide measurement services and to target and deliver ads. You can opt out of the use of this information for interest-based ad targeting by the companies that take part in the Digital Advertising Alliance’s choice program, which works in the browser you use it in. If you use Facebook or Instagram, Meta’s ad preferences in its Accounts Center let you choose whether Meta uses activity information from ad partners, such as us, to show you ads; Reddit, X and LinkedIn offer similar settings in your accounts with them. Blocking or deleting these companies’ cookies in your browser also limits what they collect on velanir.ai, and the Site keeps working without them. Opt out through the Digital Advertising Alliance.

Advertising choices in Europe. If you are in the European Economic Area, the United Kingdom or Switzerland, you can also opt out of interest-based advertising from participating companies through the European Interactive Digital Advertising Alliance. Opt out at youronlinechoices.eu.

Access, correction, and deletion. Depending on where you live and applicable law, you may have the right to access, correct, delete, or receive a copy of the personal information we hold about you, to object to or restrict certain processing, to withdraw consent where we rely on it, and to lodge a complaint with a data protection authority. To exercise these rights, contact us at support@velanir.ai. We may need to verify your identity before responding. We will not discriminate against you for exercising a privacy right.

California residents. California residents may have rights regarding their personal information under California law. To make a request, contact us at support@velanir.ai.

EEA, UK, and Swiss residents. If you are located in the European Economic Area, the United Kingdom, or Switzerland, we process personal information on the legal bases of performance of a contract, compliance with our legal obligations, and our legitimate interests in operating and improving the Site and our services. You have the rights described above and can contact us with any concerns.

7. International Data Transfers

Velanir is headquartered in the United States, and our service providers may process personal information in the United States and other countries. If you access the Site from outside the United States, you understand that your information may be transferred to, stored in, and processed in countries whose data protection laws may differ from those in your country. Where required, we use appropriate safeguards for international transfers, such as standard contractual clauses.

8. Children's Privacy

The Site is intended for business audiences and is not directed to children under sixteen (16). We do not knowingly collect personal information from children. If you believe a child has provided personal information to us, please contact us and we will take appropriate steps to delete it.

9. Third-Party Sites and Services

The Site may contain links to third-party websites, applications, or services that we do not own or control, such as our LinkedIn and X profiles. This Privacy Policy does not apply to those third parties, and we are not responsible for their privacy practices. We encourage you to review the privacy notices of any third-party site or service you visit.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. If we make material changes, we will post the updated Privacy Policy on the Site and update the effective date below. Where required by law, we will provide additional notice or obtain your consent. Your continued use of the Site after an update means you accept the updated Privacy Policy.

11. Contact Us

If you have questions about this Privacy Policy or our privacy practices, please contact us at support@velanir.ai. You can also write to us at: Botero Labs, Inc., Attn: Privacy.