top of page

Privacy Policy

VelocityPilot Privacy Policy

Last Updated: May 30, 2025

VelocityPilot Pty Ltd ("VelocityPilot," "we," "us," or "our") is committed to protecting your privacy. This Privacy Policy describes how we collect, use, disclose, and safeguard your personal information when you use our AI email automation platform and related services (collectively, the "Service"). By accessing or using the Service, you agree to the terms of this Privacy Policy.

​

1. Information We Collect

1.1 Account Information. When you register for an account, we collect your name, email address, password (hashed), company name, and billing details.

1.2 User Content. We process the content of your emails (subject lines, body text, attachments) to provide classification, drafting, and AI-generated suggestions. This content is considered your User Content.

1.3 Usage Data. We automatically collect information about how you interact with the Service, including logins, feature usage, IP addresses, browser type, and pages visited.

1.4 Cookies and Tracking. We and our third‑party partners use cookies, web beacons, and similar technologies to collect usage and analytics data. You can manage cookie preferences through your browser settings.

​

2. How We Use Your Information

  • Service Delivery. To authenticate your account, synchronize email data via API integrations, and generate AI-driven email classifications and drafts.

  • Improvements. To analyze trends, perform research, and enhance our algorithms and user experience.

  • Communication. To send account-related notifications, product updates, security alerts, and marketing materials (with your consent).

  • Billing. To process payments, invoices, and refunds.

​

3. Legal Basis for Processing (GDPR)

If you are located in the European Economic Area (EEA), our legal bases for processing your personal data include:

  • Contractual Necessity. Processing is necessary to perform our service agreement with you.

  • Legitimate Interests. Improving and securing our Service, fraud prevention, and analytics.

  • Consent. For optional features such as marketing communications and cookies not strictly necessary for the Service.

​

4. Sharing Your Information

We do not sell your personal information. We may share data with:

  • Service Providers. Third-party vendors who support our operations (e.g., hosting, payment processors, analytics).

  • API Integrations. Email providers (e.g., Gmail, Microsoft 365) to read, classify, and draft emails on your behalf.

  • Legal Requirements. When required by law or to protect our rights, you, or others.
     

5. Data Security

We implement industry-standard administrative, technical, and physical safeguards to protect your data, including encryption in transit (TLS) and at rest, access controls, and regular security audits.

​

6. Data Retention

  • Account Data. Retained for as long as your account is active or as needed to comply with legal obligations.

  • User Content. Stored until you delete it or terminate your account, plus a retention period defined in our Data Deletion Policy.

  • Usage Data. Retained for analytics and troubleshooting for up to 24 months.

​

7. Your Rights and Choices

  • Access & Portability. You can request a copy of your personal data in a machine-readable format.

  • Rectification & Deletion. You may update or delete your personal information and User Content at any time.

  • Objection & Restriction. You can object to or request restriction of certain processing activities.

  • Withdrawal of Consent. For optional processing (e.g., marketing), withdraw consent at any time.

To exercise these rights, please contact us at privacy@velocitypilot.com.

​

8. International Transfers

Your data may be processed and stored in servers located in Australia and other jurisdictions. We will take appropriate safeguards, such as standard contractual clauses, to ensure adequate privacy protection.

​

9. Third-Party Links & Services

Our Service may contain links to third-party websites or use third-party services. This Privacy Policy does not cover those external practices; we encourage you to review their privacy policies.

​

10. Children’s Privacy

The Service is not directed to individuals under 18. We do not knowingly collect personal data from minors.

​

11. Changes to This Policy

We may update this Privacy Policy periodically. We will notify you by posting the new "Last Updated" date. Continued use of the Service after changes constitutes acceptance of the revised policy.

​

12. Contact Us

If you have questions or concerns about this policy, please contact:

VelocityPilot Pty Ltd Email: privacy@velocitypilot.com Address: Level 3, 123 Swanston Street, Melbourne, VIC 3000, Australia

bottom of page