Privacy Policy

Our Commitment to Privacy

At Velocity AI, we recognize that privacy is fundamental to maintaining trust with our clients and website visitors. This Privacy Policy explains how we collect, use, protect, and share personal data in connection with our AI integration services and website operations.

We comply with Singapore's Personal Data Protection Act 2012 (PDPA) and international data protection standards. This policy applies to all personal data we collect through our website, services, and business interactions.

Data We Collect

Information You Provide

We collect personal data you voluntarily provide when:

• Contact Forms: Name, email address, phone number, company name, and message content
• Service Inquiries: Business requirements, technical specifications, project details
• Client Engagements: Contract information, billing details, communication records
• Newsletter Subscriptions: Email address and communication preferences

Automatically Collected Information

We automatically collect certain information when you visit our website:

• Usage Data: Pages visited, time spent, navigation patterns, referring websites
• Device Information: Browser type, operating system, device identifiers, screen resolution
• Location Data: IP address, approximate geographic location based on IP
• Cookies: As described in our Cookie Policy, for analytics and website functionality

Information from Third Parties

We may receive data from:

• Business partners and referral sources
• Publicly available sources such as business directories
• Professional networking platforms with your consent
• Analytics and advertising service providers

How We Use Your Data

Service Delivery

• Responding to inquiries and providing requested information
• Delivering AI integration services and technical support
• Managing client relationships and service agreements
• Processing payments and maintaining financial records

Communication

• Sending service updates and technical notifications
• Providing customer support and addressing concerns
• Sharing relevant industry insights and thought leadership
• Marketing communications (with consent, easily unsubscribable)

Website Improvement

• Analyzing website usage to enhance user experience
• Identifying technical issues and improving performance
• Developing new features based on user behavior
• Conducting security monitoring and fraud prevention

Legal Compliance

• Meeting regulatory and legal obligations
• Responding to legal processes and government requests
• Protecting our rights and preventing misuse
• Maintaining records for tax and accounting purposes

Legal Basis for Processing

We process personal data based on the following legal grounds:

• Consent: When you provide explicit consent for specific purposes such as marketing communications or newsletter subscriptions. You may withdraw consent at any time.
• Contract Performance: When processing is necessary to fulfill service agreements or respond to service inquiries you have initiated.
• Legitimate Interest: For business operations such as improving our services, preventing fraud, and ensuring network security, provided your rights are not overridden.
• Legal Obligation: When we must process data to comply with legal requirements, such as tax regulations or responding to lawful requests from authorities.

Data Security Measures

We implement comprehensive security measures to protect personal data against unauthorized access, disclosure, alteration, or destruction:

• Encryption: Data transmitted to and from our website uses SSL/TLS encryption. Sensitive data at rest is encrypted using industry-standard protocols.
• Access Controls: Personal data access is restricted to authorized personnel only, with role-based permissions and multi-factor authentication.
• Security Monitoring: Continuous monitoring for security threats and suspicious activities with automated alerting systems.
• Regular Audits: Periodic security assessments and penetration testing to identify and address vulnerabilities.
• Employee Training: Regular training for staff on data protection practices and security protocols.
• Vendor Management: Third-party service providers undergo security assessments and are bound by confidentiality agreements.

Data Sharing and Disclosure

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

Service Providers

Third-party vendors performing services on our behalf:

• Cloud hosting and infrastructure providers
• Email and communication platforms
• Analytics and monitoring services
• Payment processing services
• Customer relationship management systems

Business Partners

With your consent, we may share limited information with:

• Technology partners supporting service delivery
• Professional advisors (legal, accounting, consulting)
• Business entities involved in corporate transactions

Legal Requirements

We may disclose data when required by law or to:

• Comply with legal processes or government requests
• Enforce our terms and conditions
• Protect our rights, property, or safety
• Prevent fraud or security threats

Data Retention

We retain personal data only as long as necessary for the purposes outlined in this policy or as required by law:

• Contact Form Submissions: 3 years from last contact
• Client Service Records: 5 years following service completion
• Financial Records: 7 years as required by tax regulations
• Marketing Communications: Until consent is withdrawn or 2 years of inactivity
• Website Analytics: 26 months maximum (Google Analytics standard)

After retention periods expire, we securely delete or anonymize data to prevent identification. Anonymized data may be retained for statistical and research purposes.

Your Privacy Rights

Under Singapore's PDPA and international data protection laws, you have the following rights:

Right to Access

Request copies of personal data we hold about you. We will provide this information within 30 days of verification.

Right to Correction

Request correction of inaccurate or incomplete personal data. We will update records promptly upon verification.

Right to Erasure

Request deletion of personal data where there is no compelling reason for continued processing, subject to legal retention requirements.

Right to Data Portability

Receive personal data in a structured, commonly used format for transmission to another data controller where technically feasible.

Right to Object

Object to data processing based on legitimate interests. We will cease processing unless we demonstrate compelling legitimate grounds.

Right to Withdraw Consent

Withdraw previously given consent at any time. This will not affect the lawfulness of processing based on consent before withdrawal.

Right to Lodge Complaints

File complaints with the Personal Data Protection Commission (PDPC) in Singapore regarding our data handling practices.

International Data Transfers

Our primary operations are in Singapore. However, some service providers may process data outside Singapore. When transferring data internationally, we ensure:

• Transfers only to countries with adequate data protection standards
• Use of standard contractual clauses approved by relevant authorities
• Implementation of additional safeguards where necessary
• Compliance with cross-border data transfer requirements under PDPA

Children's Privacy

Our services are intended for businesses and professional audiences. We do not knowingly collect personal data from individuals under 18 years of age. If we become aware that we have collected data from a minor without appropriate consent, we will take steps to delete such information promptly.

Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our practices, technology, legal requirements, or business operations. When we make material changes, we will:

• Update the "Last Updated" date at the top of this policy
• Notify active clients via email when changes significantly affect their data
• Provide notice on our website for a reasonable period
• Obtain new consent where required by law

We encourage you to review this policy regularly to stay informed about how we protect your privacy.