Legal

Privacy Policy

Last Updated: November 28, 2025

1. Introduction

Velkos Ltd (“we”, “us”, “our”) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, and safeguard your information when you use HotBot, our AI-powered communication and conversation-coaching application (“Service”). By using the Service, you consent to the practices described in this Privacy Policy.

2. Information We Collect

2.1 Personal Information

We collect the following personal information when you create an account or use the Service:

  • Email address and name
  • Account credentials
  • Payment information (processed securely by third-party providers)

We do not store your payment card information on our servers.

2.2 Conversation Data

When you use HotBot, you may enter text or other content (“Conversation Data”). This information is collected only to:

  • Process your AI requests
  • Generate responses and coaching insights
  • Sync your conversations across devices
  • Allow you to revisit your history within the app

We do NOT use your Conversation Data to train, fine-tune, or improve AI models. Your conversations are never included in training datasets.

2.3 Usage Data

We may collect technical information automatically, such as:

  • Device type
  • Operating system
  • App version
  • Crash logs
  • Basic analytics (session duration, feature usage)

This data is used solely to maintain and improve the Service.

3. How We Use Your Information

We use collected data to:

  • Provide and operate the Service
  • Sync your account and conversations across devices
  • Process AI requests in real time
  • Personalize your user experience
  • Communicate with you
  • Process payments securely
  • Diagnose and resolve technical issues

We do not sell your data or share it with advertisers.

4. Data Storage & Security

We use Google Cloud Platform (GCP) infrastructure with industry-standard security measures:

  • All data is encrypted in transit (TLS 1.2+) and at rest (AES-256)
  • Authentication is handled via Firebase Authentication
  • Conversation history and metadata are stored securely in Cloud SQL (PostgreSQL)
  • Access is restricted to authorized personnel only

5. Subprocessors & Third-Party Services

We rely on trusted vendors to operate HotBot:

  • Google Cloud Platform (GCP) – Hosting and infrastructure
  • Firebase Authentication – Identity management
  • Stripe – Payment processing (if applicable)

These providers may process data in the EU, EEA, UK, or United States. Their privacy policies can be found on their respective sites.

6. International Data Transfers

Because our infrastructure is cloud-based, your data may be processed outside your country of residence. We rely on GDPR-compliant Data Processing Agreements and Standard Contractual Clauses where required. By using the Service, you consent to these transfers.

7. Data Retention

We retain your data while your account remains active.

  • Conversation Data is stored until you delete it or delete your account
  • Analytics data may be retained for up to 24 months
  • Backup copies may exist for up to 30 days

8. Your Rights

Depending on your location, you may have the right to:

  • Access your personal data
  • Correct inaccurate information
  • Request deletion of your data
  • Export your conversation history
  • Withdraw consent

You can request these through in-app settings (where available) or by contacting support@velkos.org.

9. Account Deletion

If you delete your account:

  • Your personal information is removed from active systems
  • Your Conversation Data is permanently deleted
  • Backups containing your data are removed automatically within 30 days

Deletion cannot be undone.

10. Cookies & Tracking

Our website may use:

  • Essential cookies for basic functionality
  • Analytics cookies for usage statistics

We do not use advertising or marketing trackers. You can disable cookies in your browser.

11. Children's Privacy

The Service is not intended for individuals under the age of 16. We do not knowingly collect information from children. If such data is discovered, we will delete it promptly.

12. Changes to This Policy

We may update this Privacy Policy periodically. Changes take effect upon posting. Significant changes may be communicated via email or in-app notification.

13. Contact Us

For any questions about this Privacy Policy, contact us at: support@velkos.org

Velkos Ltd