Privacy Notice — Vela

    Effective: September 8, 2026

    Our approach

    A short summary of how we think about privacy. The full Privacy Notice below governs.

    • Vela only sees what you bring it into. Vela participates in the scheduling conversations you include it on (by email, SMS, or WhatsApp) and the calendars you connect. We do not retrieve messages or content you have not shared with Vela.
    • We only collect what we need to schedule. When Vela connects to your calendar or messaging channels, we request the information needed to coordinate your meetings and provide the Service.
    • Your data stays yours. We do not sell personal information, and our AI providers are contractually prohibited from training their models on your content.
    • Questions? privacy@tryvela.ai

    Privacy Notice

    This Privacy Notice describes how Apex Flux Inc. ("Vela," "we," "us," or "our") collects, uses, discloses, and retains personal information in connection with our websites and our scheduling services (collectively, the "Service").

    Customer Data. This Privacy Notice does not apply to personal information we process on behalf of our business customers under a written agreement with them ("Customer Data"), such as information about meeting participants, candidates, and other contacts involved in a customer's scheduling workflows. Our customers' own privacy policies govern that data, and our processing of it is governed by our contracts with those customers. Questions or requests relating to Customer Data should be directed to the relevant customer, and we support our customers in responding to them.

    Google API Services. If you connect your Google account, Vela accesses Google user data (such as Google Calendar and Gmail data) via the Google API Services to provide the Service. Vela's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. Google user data is used only to provide or improve user-facing features of the Service, is not used for advertising, and is not used to develop, improve, or train generalized AI or machine learning models. Google user data is read by humans only: (a) with your affirmative agreement to view specific data; (b) as necessary for security purposes, such as investigating abuse; (c) as necessary to comply with applicable law; or (d) for internal operations where the data has been aggregated and anonymized.

    1. Information we collect

    Information you provide

    This may include account information (such as name, email address, phone number, company, and time zone), scheduling preferences, information you submit when you contact us for support, and billing details. Payments are handled by third-party payment processors; we do not store full payment card numbers.

    Calendar data

    When you connect a calendar (such as Google or Microsoft), we access calendar information needed to provide the Service, such as availability, event titles, times, attendees, and related details. You can revoke access at any time through your account or provider settings.

    Messaging data

    When Vela is included on an email thread, SMS conversation, or WhatsApp conversation, we process the content of those messages to provide the scheduling Service. Removing Vela from a conversation stops future processing of that conversation.

    Information collected automatically

    Such as IP address, device and browser information, usage and interaction data, log data, and information collected through cookies and similar technologies. You can manage cookies through your browser settings, though parts of the Service may not function properly without them.

    Information from other participants

    If someone else uses Vela to schedule with you, we may receive information about you (such as your name, contact details, and availability) from that user and the relevant conversation.

    2. How we use information

    We use personal information to:

    • Provide, operate, maintain, and improve the Service, including coordinating, booking, and rescheduling meetings on your behalf
    • Communicate with you, including service updates, support responses, and, where permitted, marketing you can opt out of at any time
    • Protect the Service, including securing accounts, preventing fraud and abuse, and debugging
    • Comply with legal obligations and enforce our agreements
    • Carry out other purposes described to you at the time of collection or with your consent

    AI features

    We use third-party AI model providers to power features of the Service. Under our contractual terms with these providers, your data cannot be used to train their models.

    3. Messaging channels

    • SMS: reply STOP to opt out and HELP for help. Message and data rates may apply.
    • WhatsApp: use the in-thread controls to opt out or mute; we honor your settings.
    • Email: write to stop or reply to let us know.

    You are responsible for having permission to include participants in conversations you ask Vela to coordinate and for complying with applicable messaging laws.

    4. How we disclose information

    We do not sell personal information. We may disclose personal information to:

    • Service providers that support the Service on our behalf, such as hosting, AI model providers, communications delivery, analytics, payments, and customer support, under contracts that limit their use of the information
    • Participants and parties you direct. For example, when Vela coordinates a meeting, relevant details (such as your availability or proposed times) are shared with the other participants in that conversation
    • Legal and safety recipients, where we believe in good faith that disclosure is required or appropriate to comply with law or legal process, or to protect the rights, property, or safety of you, us, or others
    • Successors in connection with a merger, acquisition, financing, reorganization, or sale of assets, in which case your information remains subject to appropriate protections

    Text messaging originator opt-in data and consent will not be shared with any third parties.

    5. Your choices and rights

    Depending on where you live, you may have rights to access, correct, delete, or receive a copy of your personal information, to restrict or object to certain processing, and to withdraw consent. To exercise these rights, contact us at privacy@tryvela.ai. We will verify your request and respond as required by applicable law, and we will not discriminate against you for exercising your rights.

    California

    California residents may have the rights described above under the CCPA/CPRA. We do not sell personal information or share it for cross-context behavioral advertising. You may designate an authorized agent to submit requests on your behalf.

    EEA, UK, and Switzerland

    Where the GDPR or UK GDPR applies, we process personal information on the legal bases of contract performance, legitimate interests, consent, and legal obligation, as applicable to the uses described above. You have the right to lodge a complaint with your local supervisory authority, though we would appreciate the chance to address your concerns first.

    6. International transfers

    We are based in the United States and may process personal information in the United States and other countries. Where required by applicable law, we implement appropriate safeguards for international transfers, which may include Standard Contractual Clauses.

    7. Retention

    We retain personal information for as long as needed to provide the Service and fulfill the purposes described in this Privacy Notice, including maintaining your account, coordinating your scheduling, resolving disputes, enforcing agreements, and complying with legal obligations. In determining retention periods, we consider the nature and sensitivity of the information, the purposes for which we process it, and applicable legal requirements. We may retain aggregated or de-identified information that does not reasonably identify you.

    8. Security

    We maintain administrative, technical, and organizational safeguards designed to protect personal information, including encryption in transit and at rest. For more on our security program, visit our Trust Center.

    9. Children

    The Service is not directed to children under 18 (or such other age as required by local law), and we do not knowingly collect personal information from them. If you believe a child has provided us personal information, contact us at privacy@tryvela.ai.

    10. Changes to this Notice

    We may update this Privacy Notice from time to time. If we do, we will post the updated version on our website and, for material changes, provide additional notice where required.

    11. Contact

    Apex Flux Inc. is the controller of personal information processed under this Privacy Notice. Contact us at privacy@tryvela.ai or through the Contact options on our website.