ViaVela Privacy Policy

DRAFT — for U.S. (Nebraska) counsel review. Not legal advice and not final. Have a licensed Nebraska attorney review before publishing. Company master (2026-09-05). Product-specific terms are supplied by the Product Schedule named in the Order; jurisdiction riders (Puerto Rico) are applied by jurisdictions/PR.md. Attorney review required before use.

Last updated: 2026-07-10

This Privacy Policy explains how ViaVela Solutions LLC ("ViaVela," "we") collects, uses, and shares personal information through the ViaVela software platform and the end-user-facing experience (together, the "Services"). For the end-user-facing experience, ViaVela acts on behalf of the business you interact with (the "Business"). "Business" means the business that subscribes to the Product and that you deal with — a salon, a property-management company, a landscaping company, a clinic, or a repair shop, as identified in the applicable Product Schedule. "Product" means the ViaVela software application(s), surfaces, and features identified in the Product Schedule named in the applicable Order.

1. Roles

• Business = controller of its client data. The Business decides what data to collect from its clients and staff and why. ViaVela processes that data on the Business's behalf to provide the Services.
• ViaVela = processor/service provider for Business data, and controller for limited data we use to operate and improve the platform.

2. Information we collect

You provide: the information the Business's Product asks of you — for example your name, phone, and email; the details of an appointment, request, account, or unit; preferences; personnel profile details (for the Business's staff); and, where the Product records an acknowledgment or waiver, your typed-name signature. Which of these apply, and which are optional, is described in the Product Schedule.

staff profile details (for technicians/staff); and your typed-name signature if you sign a liability waiver.

Generated by use: the records the Product creates as you and the Business use it — for example bookings or requests and their history, payments recorded (cash, or — where enabled — card, bank, or digital-wallet transactions processed by a third party), messages, and device or pairing identifiers for personnel-facing apps — as described in the Product Schedule.

bookings, visit history, tips, payments recorded (cash, or — where enabled — card/digital-wallet transactions processed by a third party), loyalty points, and device/pairing identifiers for the technician app.

Technical: app/usage logs, IP address, and similar diagnostic data.

Payment cards: Where card payments are enabled, full card numbers are handled directly by our payment processor under its own terms. ViaVela does not store full card numbers or CVV — only references such as the last four digits or a processor token (processor-hosted / SAQ-A posture).

Where card payments are enabled, full card numbers are handled directly by our payment processor (Stripe) under its own terms.

Where this data lives: The Product Schedule states where the Business's data is stored — on the Business's own device, on ViaVela-operated hosting in the United States, or both — and which system is the primary record.

The Business's point-of-sale software stores its data locally on the Business's own device (a local database). ViaVela's relay service — which powers the client portal and technician app — stores only the subset of information those experiences need (a mirror, not the primary system of record).

3. How we use information

To: provide and operate the Services; process bookings, requests, check-ins, and payments; send transactional messages (confirmations, reminders); maintain security, help prevent fraud, and keep audit logs; comply with law (including tax and recordkeeping); and improve the Services. We use waiver acceptances solely to record that a guest agreed to the Business's waiver and which version.

4. How we share information

• With the Business you interact with (and its authorized staff/technicians).
• Service providers that help us run the platform, under contracts limiting their use of the data, including: Render (hosting for the relay/API and static pages, United States region); Google LLC (Gmail API) for transactional email delivery; Cloudflare, Inc. (Turnstile bot protection on the sign-up page) — receives the visitor's IP address and browser signals to tell people from bots; and, where card payments are enabled, Stripe, Inc. for payment processing. We do not currently use any SMS, analytics, or advertising vendor.

• Legal/safety: when required by law or to protect rights and safety.
• Business transfers: in a merger, acquisition, or asset sale.
• We do not sell personal information.

5. Messaging

If you provide a phone number and/or email (both optional), you may receive transactional messages such as confirmations and reminders.

Email is the active messaging channel today; SMS/text messaging is not currently enabled.

Any promotional message requires your separate opt-in consent, and you may opt out — including a global do-not-contact request — at any time by contacting the Business or ViaVela at legal@viavelahq.com. Consent and opt-out records may be retained as required by law.

6. Data retention

We retain personal information for as long as needed to provide the Services and for legitimate business or legal purposes. For example, transaction and tax records are typically kept for the period required by applicable law, and waiver-acceptance records are retained for the Business's liability-record purposes unless the Business instructs deletion and no legal hold applies. Businesses may request export or deletion of their data per their agreement with ViaVela (see the Data Processing Addendum); we honor verified requests subject to legal retention requirements.

7. Your choices & rights

Depending on your location, you may have rights to access, correct, delete, or restrict use of your personal information. Because the Business controls its client data, direct client requests to the Business; ViaVela will assist the Business in responding. Contact us at legal@viavelahq.com for platform-level questions or to submit a rights request; we will route Business-client requests to the relevant Business.

8. Security

We use administrative, technical, and physical safeguards designed to protect personal information — NIST-aligned practices including encryption in transit, access controls, account lockout, and audit logging. No system is perfectly secure; we cannot guarantee absolute security.

9. Children

The Services are not directed to children under 13, and we do not knowingly collect their personal information. A parent/guardian acting for a minor is responsible for that information.

10. Location of processing

The Services are operated from and hosted in the United States. By using the Services, you consent to the processing of your information in the United States.

11. Changes

We may update this Policy; material changes will be posted with a new "Last updated" date.

12. Contact

ViaVela Solutions LLC — legal@viavelahq.com — P.O. Box 13001, Offutt AFB, NE 68113.