Privacy Policy

01Information We Collect

Information you provide. When you submit a form or otherwise contact us, we collect information you choose to share, including your name, email address, phone number, practice name, role, location, and any additional context you include in the form.

Communications consent. When you submit a form, we record whether you have opted in to receive text messages. See Section 4 for SMS-specific terms.

Automatically collected information. When you visit our website, we automatically collect limited technical information, including your IP address, browser type, device type, operating system, referring URL, pages visited, and timestamps. We use this information to operate, secure, and improve the Services.

Cookies and similar technologies. We use cookies and similar tracking technologies to remember your preferences, measure site performance, and understand how visitors use our site. You can control cookies through your browser settings.

Third-party analytics. We may use third-party analytics services (such as Cloudflare Analytics) to understand aggregate usage of the Services.

02How We Use Information

We use the information we collect to:

• Respond to your request and provide the Services you ask for
• Contact you about your inquiry, schedule consultations, and follow up on questions you initiate
• Send you transactional emails related to your account or request
• Send you SMS messages, but only if you have explicitly opted in
• Operate, maintain, secure, and improve the Services
• Detect, prevent, and respond to fraud, abuse, or technical issues
• Comply with our legal obligations

We do not sell your personal information.

03How We Share Information

We share information only in the following circumstances:

Service providers. We share information with vendors and contractors that perform services on our behalf — for example, form hosting (Tally), email delivery, SMS delivery, analytics, and hosting providers. These providers are contractually limited to using the information solely to provide their services to us.

Legal compliance. We may disclose information if required by law, subpoena, court order, or government request, or if we believe disclosure is necessary to protect the rights, property, or safety of Velocity, our users, or others.

Business transfers. If Velocity is involved in a merger, acquisition, financing, or sale of assets, your information may be transferred as part of that transaction. We will provide notice if your information becomes subject to a different privacy policy.

With your consent. We may share information for any other purpose with your consent.

We do not sell, rent, or share your personal information — including your phone number or SMS consent — with third parties for their own marketing purposes.

04Phone Numbers and Text Messaging

Two separate messaging programs. This section covers both text messaging programs operated by Velocity. Each has its own audience and its own opt-in.

1. Velocity Appointment Messaging (patients of a dental practice). Velocity operates an appointment-response text messaging program on behalf of participating dental practices. The sender is the patient's own dental practice, using its dedicated Velocity number. Messages are conversational customer-care replies to the patient's own appointment request — acknowledging the request, answering scheduling and availability questions, and coordinating a booking time. No marketing or promotional content is sent through this program. There are exactly two ways a patient may opt in, and no others: (a) by actively checking an unchecked, optional SMS consent checkbox on the practice's appointment-request form, which constitutes express written consent; or (b) by texting the practice's number first, which is consent to reply to that conversation. Velocity does not purchase, rent, or import phone numbers from any source. The full call-to-action and consent language for this program is published at velocityhq.co/sms-opt-in.

2. Velocity business messaging (dental practices and prospective clients). If you are a practice owner or staff member who submits a request through our Patient Acquisition Audit form, the terms below apply to you.

What we collect. When you submit a request through our form, we collect your phone number along with the other information described above.

Why we collect it. We use your phone number to contact you about your request, schedule consultations, send appointment-related messages, and follow up on inquiries you have initiated. If you have opted in to text messages, we may also send SMS communications related to your request, our services, and account updates.

SMS consent is opt-in and optional. You will only receive text messages from Velocity if you have explicitly checked the SMS consent box on our form. Consent to receive text messages is not a condition of purchasing any product or service from us. You can submit your request without opting in to SMS.

Message frequency. Message frequency varies based on your engagement with us.

Message and data rates. Message and data rates may apply, depending on your mobile carrier and plan.

How to opt out. You can stop receiving text messages from us at any time by replying STOP to any message. Reply HELP for assistance, or contact us at the email below. Opting out of SMS will not affect your ability to receive non-SMS communications (e.g., email).

No sharing of SMS data with third parties. Text messaging originator opt-in data and consent are excluded from all sharing described in this policy; this information will not be shared with any third parties. We do not sell, rent, or share your phone number or SMS consent with any third party. Phone numbers are used only to deliver the messages you have requested or consented to receive.

05Data Retention

We retain your information for as long as your account is active, as needed to provide the Services, or as required to comply with our legal obligations, resolve disputes, and enforce our agreements. We retain SMS opt-in and consent records for at least four years. You may request deletion of your information at any time using the contact details below.

06Your Rights and Choices

Depending on where you live, you may have the right to:

• Access the personal information we hold about you
• Request correction of inaccurate information
• Request deletion of your information
• Object to or restrict certain processing
• Withdraw consent (where processing is based on consent)
• Receive a copy of your information in a portable format

California residents. California residents have specific rights under the California Consumer Privacy Act (CCPA), including the right to know what personal information we collect, the right to delete it, and the right to opt out of "sales" (we do not sell personal information). To exercise these rights, contact us at the email below.

07Security

We use reasonable administrative, technical, and physical safeguards designed to protect your information. However, no system is completely secure, and you provide information at your own risk.

08Children

The Services are not directed to children under 18 and we do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us and we will delete it.

09International Visitors

The Services are operated from the United States. If you access the Services from outside the United States, your information will be transferred to and processed in the United States.

10Changes 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. For material changes, we will provide additional notice.

11Contact Us

Questions about this Privacy Policy, requests to exercise your rights, or requests to update or delete your information should be directed to:

Velocity Solutions
Email: support@velocityhq.co