Privacy Policy

1. Who we are

Velo is a chat-first workspace for founders (boards, docs, decisions, hours, and an AI assistant). The service is available at https://velo.ninja and via our mobile apps.

Privacy questions: privacy@velo.ninja.

2. What this policy covers

It covers personal data processed when you:

• Visit our marketing site or download the app
• Sign in with Google and create your workspace
• Use chat, boards, documents, decisions, hours, personas, reminders, or voice
• Optionally connect Google Calendar, Gmail, Drive, SmartBee, or other tools you choose
• Manage billing or use Settings privacy controls

A separate plain-language note about optional behavioral personalization lives at /privacy/personalization. That feature is off until you turn it on; this Privacy Policy still applies to everything else.

3. What we collect

Account & identity

• Google account identifiers (such as Google user id), email, name, and profile photo you authorize via Google sign-in
• The workspace you own (every Velo workspace has a single owner)
• Preferences you set (language, theme, week start, notification settings, and similar)

Workspace content you create

• Chat topics and messages (including tool actions and confirmation cards)
• Boards, tasks, tags, time entries, decisions, and documents (including uploaded files)
• People you or the assistant save, such as names, email addresses, phone numbers, and companies
• Personas, reminders, and other product content tied to your workspace
• Phone numbers and message text you save for WhatsApp reminders. Velo turns them into a WhatsApp link that your device opens; we do not send messages through WhatsApp ourselves

Workspace content may include personal data you choose to put there (names and contact details of people you work with, meeting notes, etc.). You control what you enter.

Calendar, Gmail, Drive & Contacts (only if you connect them)

• OAuth tokens that let Velo read and write Google Calendar, read and send Gmail, and read and create Google Drive files on your behalf, each requested separately and only when you choose Connect
• Calendar event details needed to show your week and to create, update, or cancel events you confirm in Velo
• Gmail messages Velo searches or reads to answer your questions, plus drafts and sent mail you ask it to compose
• Drive files Velo searches, reads, or creates at your request
• Connecting Gmail also lets Velo look up entries in your Google Contacts on demand (a name or number you ask about) and, when it stores someone it found while reading your inbox, enrich that entry with a phone number, company, or nickname from Contacts if one exists — this is not a separate connection or a copy of your address book, and it stops the moment you disconnect Gmail

We do not keep a full local mirror of your calendar, inbox, or Drive as a separate product database; Google remains the source of truth. See Google account, Calendar, Gmail, Drive & Contacts.

SmartBee invoicing (only if you connect it)

• Your SmartBee access token, stored encrypted, so Velo can create invoices in SmartBee when you ask
• The invoice details you ask for (such as client name, items, and amounts), which are sent to SmartBee

Voice & audio features

• Voice input: your audio is sent to OpenAI to be transcribed into text
• Spoken replies: the reply text is sent to ElevenLabs to generate audio
• We send audio or text to these providers only to provide the voice feature you are using

Payments

• If you buy credits or a subscription, our payment provider processes billing details. We receive payment status, plan/pack identifiers, and related customer/subscription ids — not your full card number

Technical & usage data

• Approximate logs needed to operate the service (e.g. request method/path, error diagnostics). We avoid logging request bodies that may contain secrets or sensitive content
• App version and similar client metadata where needed for support and release safety
• Push notification tokens for your devices, if you allow notifications

What we do not do

• We do not sell your personal data
• We do not buy marketing lists about you to profile your workspace
• We do not use Google user data for advertising

4. Google account, Calendar, Gmail, Drive & Contacts

Velo uses Google OAuth so you can sign in without a password we store. Sign-in uses limited identity scopes (typically OpenID, profile, and email) so we can create your session and show your account.

Calendar, Gmail, and Drive are each separate, optional grants. Connecting any of them is requested through an additional consent when you choose Connect (or grant the equivalent access on mobile) — connecting one does not connect the others. Each grant uses Google's own scope for that product: calendar so Velo can read and write events on your primary calendar; Gmail's readonly, compose, and send scopes so Velo can search and read your inbox and, only after you confirm, save a draft or send mail; Drive's readonly and file scopes so Velo can search and read your files and create new ones it opens itself. Google acts on these only when you ask in chat or by voice.

Contacts rides the Gmail grant. Connecting Gmail also requests Google's contacts.readonly scope in the same consent — there is no separate Contacts connection to grant or revoke. Google's own consent screen lists "See your contacts" as its own line because that is how Google presents an added scope, even though it is part of one Gmail grant. Velo uses it two ways: to look up a name or number you ask about on demand, and to fill in a phone number, company, or nickname when it saves someone it found while reading your inbox, if a match exists. Velo never imports or stores your full address book — each lookup is a live, on-demand call to Google, not a copy.

• Tokens for each connected product are stored encrypted and tied to your Velo user
• You can disconnect Calendar, Gmail, or Drive independently in the product; disconnecting Gmail also ends Contacts access, since it is not a separate grant. We then revoke/discard the relevant tokens as far as Google and our systems allow
• Deleting your Velo account removes all stored Google integration tokens along with your other account data

Velo’s use of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. In particular:

• We use Google user data only to provide and improve the user-facing features you use it for in Velo, such as answering your questions about your calendar, inbox, or files and carrying out actions you confirm
• We do not use Google user data to train, fine-tune, or improve generalized AI or machine-learning models, and the AI providers that process it on our behalf do not either (see AI processing)
• We do not transfer Google user data to others except to provide those features, for security, to comply with law, or as part of a merger or acquisition with your notice
• We do not use or transfer Google user data for advertising, and we do not sell it
• No person at Velo reads your Google user data unless you give us permission for a specific item (for example, a support request), it is necessary for security purposes such as investigating abuse, or it is required by law

5. How we use data

• Provide the product — authenticate you, load your workspace, sync live updates, run tools you invoke in chat
• AI assistance — send relevant context you already stored or just typed to model providers so the assistant can answer and act
• Calendar, Gmail, and Drive features — only with the matching grant, to display and manage events, search and compose email, and search and create files you request; Contacts lookup only with Gmail connected, to answer a question or fill in a detail you'd otherwise be asked for
• Connected tools — only when you connect them, to act in SmartBee or other tools at your request
• Billing — fulfill purchases, enforce plan limits, receipts/support
• Security & reliability — prevent abuse, debug outages, ship fixes
• Optional personalization — only if you opt in; see Personalization & your data
• Communications — transactional email (due-date reminders, account deletion confirmation, and similar)

6. AI processing

Chat and voice conversations send your messages, and the workspace context the assistant retrieves to answer, to third-party AI providers so Velo can reply and run tools. That context can include content from Google products you have connected. This processing is necessary to operate Velo’s AI features.

• Fireworks AI runs the language models that write the assistant’s replies and handle background text tasks (such as titling topics and sorting email). It also compares candidate public web results when Velo looks up a person or company, receiving the name, the details you gave or that Velo already holds about them from your connected accounts (such as their employer or email domain), and the search results, not your wider workspace. Fireworks does not store the prompts or replies it processes for us (zero data retention) and does not train models on them
• OpenAI handles image understanding, search indexing (embeddings), and voice transcription. OpenAI does not use API data to train its models
• ElevenLabs turns reply text into speech when you use spoken replies

When the assistant searches the web, the search query (not your workspace) is sent to Serper, which returns public Google search results. Velo writes those queries to avoid personal details where it can, but a query may contain a name or topic from your request, such as the name of a contact you asked Velo to look up. Serper passes each query to Google to fetch the results, and Google handles it under its own terms. Serper keeps a record of each request (time and usage) but not the query text, and does not use queries for any other purpose. When you add a person, client or company in chat, Velo looks them up this way by itself, using the name and the details on the record; it tells you the first time, and you can turn this off by asking or in Settings under “Look up new contacts”. When the assistant opens a web page or a link you shared, Velo’s servers request that page directly from the site; no workspace content is sent with the request.

• We do not sell your workspace content
• Neither Velo nor the AI providers above use your workspace or Google user data to train AI models

7. When we share data

We share personal data only as needed to run Velo:

• Google — authentication and, for whichever products you connect, Calendar, Gmail, Drive, and (as part of the Gmail grant) Contacts API access
• Infrastructure — Railway (application hosting and the Postgres database), Cloudflare R2 (uploaded file storage), and Firebase (web app hosting and push notifications)
• AI providers — Fireworks AI, OpenAI, and ElevenLabs, as described in AI processing
• Web search — Serper, which receives search queries only and passes them to Google to fetch results
• Email — Resend for transactional mail
• Payments — Lemon Squeezy (or the payment provider configured for your purchase) for checkout and subscription state
• Connected tools — SmartBee and other tools you choose to connect, only for actions you request
• Legal / safety — if required by law or to protect users, the service, or others from serious harm

These service providers are our sub-processors: they receive data only to deliver their service to Velo, not for their own purposes. How our AI providers handle it is described in AI processing. We update this list when we add or replace a sub-processor.

8. Retention

• Account & workspace data — kept while your account/org exists and you use the service
• Personalization signals (if enabled) — underlying records are kept up to about 12 months, then purged; see the personalization page
• Backups & logs — may persist for a limited operational period after deletion, then age out
• Account deletion — you can request deletion in Settings (Danger zone). We email a one-time confirmation link; after you confirm, we delete account data as described in-product (including your workspace)

9. Security

• Access to workspaces is authenticated and org-scoped
• Uploaded documents are encrypted at rest
• Google Calendar, Gmail, and Drive OAuth tokens and SmartBee access tokens are stored encrypted
• We use HTTPS for data in transit to our services

No method of transmission or storage is 100% secure. If you suspect unauthorized access, contact us immediately at privacy@velo.ninja.

10. Your rights & controls

Depending on where you live, you may have rights to access, correct, export, delete, or restrict certain processing. In Velo you can:

• Disconnect Google Calendar, Gmail, or Drive independently in Calendar / Integrations settings — disconnecting Gmail also ends Contacts access
• Export or delete personalization data and turn personalization on/off in Settings → Privacy
• Delete your account via Settings → Danger zone (email confirmation required)

To exercise a right we do not yet expose in-product, email privacy@velo.ninja. We may need to verify you control the account before acting.

11. International transfers

We process and store data in countries other than where you live, where our hosting and AI providers operate. Our main hosting and database are in the United States. AI processing runs in the United States and may also run in the European Union or the Asia-Pacific region, depending on the provider’s capacity. We do not send your data to China. Where a provider offers safeguards such as standard contractual clauses, we rely on them; transferring data is also necessary to provide the service you requested.

12. Children

Velo is aimed at professionals and businesses. It is not directed at children under 16, and we do not knowingly collect personal data from them. If you believe a child provided data, contact us and we will delete it.

13. Changes

We may update this policy as the product evolves. The “Last updated” date at the top will change. For material changes, we will provide a clearer notice in the product or by email when appropriate. Continued use after an update means you accept the revised policy for that onward use.