1. Who We Are
Velonyx Systems LLC ("we," "us," "our") builds and operates AI front-desk systems for businesses — an AI assistant that answers customer questions by website chat, text message, phone, and social media messaging, and books appointments. This privacy policy explains how we collect, use, and protect your personal information when you visit velonyxsystems.com, talk to our AI assistant (by chat, text, phone, or on our playground), use a client portal, or engage our services.
Two roles. When you interact with Velonyx directly (our website, our own AI assistant, our sales process), we are the business responsible for your data. When you interact with the AI front desk of one of our clients (a business that uses our platform), that business is responsible for your data and we process it only on their behalf and under their instructions — contact that business for privacy requests about those conversations.
Contact: admin@velonyxsystems.com | (877) 317-8643
2. Information We Collect
We collect the following types of information:
Information you provide directly:
- Name, email address, and phone number (via booking forms, our website chat, or by texting or calling us)
- Business name and description (via consultation requests)
- Conversation content: the messages you exchange with our AI assistant by website chat, SMS, or social media messaging, and phone calls with our AI assistant, which are transcribed to text so the assistant can respond. Transcripts and message history are stored so we can follow up, book your appointment, and let a human on our team review the conversation.
- Appointment details you book (date, time, what it’s about)
- Files you upload to a client portal (logos, photos, videos, documents)
- Payment information (processed securely by Stripe — we never store your card details)
Information collected automatically:
- Device type, browser, and operating system
- Pages visited and time spent on our site
- IP address and general location (city/country)
- Referring website (how you found us)
With your consent (see Cookies below), we use Google Analytics (GA4) to understand how visitors use our site, and the Meta (Facebook) Pixel to measure whether our advertising works and to show our ads to people who visited our site.
3. How We Use Your Information
- To answer your questions and respond to your requests through our AI assistant and our team
- To qualify your inquiry, book appointments, and send booking confirmations, reminders, and follow-ups via email and SMS
- To let a human on our team review and, when needed, take over a conversation the AI is handling
- To process payments through Stripe
- To manage your project through a client portal
- To improve our website, our AI assistant, and our services based on usage patterns and conversation outcomes
You are talking to an AI. Our website chat, text-message line, phone line, and playground are answered by an AI assistant. It tells you so, and you can ask for a person at any time.
We do not sell your personal information. With your cookie consent, we share website-usage and conversion data with Google and Meta for analytics and advertising measurement, as described in Cookies below.
4. SMS Messaging
If you opt in to SMS messages through our booking form, our website chat, or by texting us directly, we may send you text messages related to your inquiry or project — including appointment confirmations, appointment reminders, replies to your questions, and follow-up messages.
We do not sell, rent, or share mobile phone numbers or SMS consent with third parties or affiliates for marketing purposes. Mobile information is shared only with the service providers required to deliver the messages you asked for, such as our SMS carrier listed under Third-Party Services below, and those providers may not use it for any other purpose.
Message frequency varies. Message and data rates may apply. Reply STOP to any message to opt out at any time, or reply HELP for assistance. Consent to receive text messages is not a condition of any purchase.
For complete details, see our SMS Terms & Consent page.
5. How We Protect Your Information
- Encryption: All data transmitted between your browser and our servers is encrypted using SSL/TLS (HTTPS).
- Secure storage: Conversation data, leads, and bookings are stored in encrypted-at-rest databases (Supabase) with row-level access controls; client files are stored in Amazon Web Services (AWS) S3 with server-side encryption. Access is restricted to authorized personnel only.
- Authentication: Portal accounts require a password and are limited to an allowlist of authorized owners.
- Payment security: All payment processing is handled by Stripe, which is PCI-DSS Level 1 compliant. We never see or store your credit card information.
6. Third-Party Services
We use the following third-party services to operate our business:
These providers process data only to deliver the service to us and are not permitted to use it for their own purposes.
- Anthropic — the AI model that powers our assistant; your conversation messages and call transcripts are sent to Anthropic to generate replies (Anthropic Privacy Policy)
- Twilio — SMS messaging and phone calls (Twilio Privacy Policy)
- Deepgram and ElevenLabs — speech-to-text and text-to-speech for phone calls with our AI assistant (Deepgram Privacy, ElevenLabs Privacy)
- Meta Platforms — Instagram, Facebook Messenger, and WhatsApp messaging when you contact us on those channels; and the Meta Pixel for advertising measurement, with your cookie consent (Meta Privacy Policy)
- Google — Google Analytics (with consent) and Google Calendar for appointment booking (Google Privacy Policy)
- Supabase — database hosting for conversations, leads, and bookings (Supabase Privacy Policy)
- Vercel — application hosting (Vercel Privacy Policy)
- Resend — transactional email delivery (Resend Privacy Policy)
- Stripe — Payment processing (Stripe Privacy Policy)
- Amazon Web Services (AWS) — Cloud infrastructure and file storage (AWS Privacy Policy)
7. Cookies
Our website uses cookies for:
- Essential: session storage to keep you logged in to a portal and to remember your cookie choice.
- Analytics (optional): Google Analytics cookies that measure pages visited, session duration, and device type.
- Advertising measurement (optional): the Meta Pixel, which sets cookies to measure conversions from our ads and to show our ads to people who have visited our site.
Analytics and advertising cookies are off until you click “Accept” on our cookie banner; choosing “Reject non-essential” keeps them off. To change your choice later, use the opt-out button in Section 8, or clear this site’s data in your browser (or the velonyx_cookie_consent item in local storage) and you will be asked again. You can also block cookies in your browser settings at any time.
8. Your Privacy Choices — Do Not Sell or Share My Personal Information
We do not sell your personal information for money. However, when advertising cookies are on, the Meta Pixel sends information about your visit (pages viewed, device, and a cookie ID) to Meta so we can measure our ads and show our ads to people who visited our site. California law (CCPA/CPRA) treats that kind of cross-context advertising as “sharing,” and you have the right to opt out of it. Residents of other U.S. states with similar laws, and visitors anywhere, may use the same controls.
- What the button does: turns off Google Analytics and the Meta Pixel on this browser, expires the cookies they set, and remembers your choice. It is browser-specific — repeat it on other devices or after clearing site data.
- Global Privacy Control: if your browser or extension sends the Global Privacy Control signal, we treat it as a valid opt-out automatically — advertising and analytics stay off and you will not see the cookie banner.
- By email: you can also opt out, or ask us to delete or correct your information, by emailing admin@velonyxsystems.com. We do not require an account to make a request and we will not discriminate against you for exercising your rights.
- Authorized agents: an agent may submit a request on your behalf with your written permission; we may verify the request with you directly.
We have not sold or shared personal information of consumers under 16, and we do not knowingly collect it.
9. Your Rights
You have the right to:
- Access the personal information we hold about you
- Correct any inaccurate information
- Delete your personal data (subject to legal retention requirements)
- Opt out of SMS messages at any time by replying STOP
- Request a copy of your data in a portable format
To exercise any of these rights, contact us at admin@velonyxsystems.com.
10. Data Retention
We retain your personal information for as long as necessary to provide our services and fulfill the purposes described in this policy. Conversation transcripts, leads, and bookings are kept while the relationship is active and for a reasonable period afterward for follow-up and record-keeping; playground (demo) conversations are cleared daily. Client project files are retained for 1 year after project completion, after which they are moved to archival storage. You may request deletion of your data at any time by emailing admin@velonyxsystems.com, and we will delete it unless we are required to keep it (for example, SMS consent and opt-out records, which we retain as legally required evidence).
11. Children's Privacy
Our services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children.
12. Changes to This Policy
We may update this privacy policy from time to time. When we do, we will update the "Last updated" date at the top of this page. We encourage you to review this page periodically.
13. Contact Us
If you have any questions about this privacy policy or our data practices, contact us at:
Velonyx Systems LLC
Email: admin@velonyxsystems.com
Phone: (877) 317-8643
Web: velonyxsystems.com