Privacy Policy

Information we collect

We collect information you provide directly, such as your name, business email, phone number, clinic information, account credentials, support requests, and demo inquiries.

When you use Vela, we may also collect device and browser information, IP address, usage events, diagnostic logs, and security records needed to operate and protect the service.

Patient and clinical information

Clinics use Vela to manage patient, clinical, scheduling, payment, and operational information. The clinic is responsible for its patient relationship and determines how that information is collected and used. Vela processes this information on the clinic's behalf under the clinic's agreement with us.

Where required, protected health information is handled under a Business Associate Agreement and applicable healthcare privacy laws. This website privacy policy does not replace a clinic's own Notice of Privacy Practices.

How we use information

• Provide, maintain, secure, and improve Vela.
• Create accounts, authenticate users, and deliver requested services.
• Respond to inquiries, support requests, and demo submissions.
• Monitor reliability, prevent fraud, and investigate security incidents.
• Meet legal, regulatory, accounting, and contractual obligations.

Connected marketing accounts

When a clinic connects a marketing account, Vela processes the account, Page, ad account, campaign, creative, and aggregated performance information needed to provide the requested marketing tools. Vela uses the permissions approved by the clinic and does not sell this information.

Clinical notes, diagnoses, treatment details, and patient lists are not sent to connected advertising platforms through the Growth Agent. A clinic can ask Vela to disconnect an integration or delete connected-account data at any time. See our Data Deletion Instructions.

Connected social inboxes

When a clinic connects its Facebook Page or Instagram professional account to Vela's Social inbox, Vela processes the authorized account identifiers, sender identifiers and available profile names, messages, attachment references, post context, comments, replies, and delivery information needed to display and manage those conversations. Authorized clinic staff can reply through the connected account, assign follow-up work, and mark conversations handled.

Connecting a social inbox does not automatically match a social profile to a patient chart. Staff replies are sent to Meta: a reply to a post comment is public, while a direct-message reply is sent within that social conversation. Clinics should direct clinical discussions to their patient portal. Social inbox content is not used by this feature to train an AI model or create advertising audiences.

A clinic can disconnect an account to stop new processing through that connection. Disconnecting does not delete the conversation history already stored in Vela or the content held by Meta. To request deletion of connected-account information, follow our Data Deletion Instructions.

How we share information

We do not sell personal information. We may share information with service providers that support hosting, communications, analytics, security, and customer service; with a clinic that administers your account; or when required by law or necessary to protect rights and safety.

Service providers may use information only to perform services for us and are subject to appropriate contractual obligations.

Data retention and security

We retain information for as long as needed to provide the service, meet contractual and legal requirements, resolve disputes, and enforce agreements. We use administrative, technical, and physical safeguards designed to protect information, but no system can guarantee absolute security.

Your choices and rights

Depending on where you live, you may have rights to request access, correction, deletion, or a copy of certain personal information. Patients seeking access to clinical records should contact their clinic directly. For website or Vela account privacy requests, contact us using the information below.

Cookies and analytics

We may use essential cookies and similar technologies for authentication, security, preferences, performance, and site analytics. Browser settings can limit some technologies, although doing so may affect functionality.

Children, changes, and contact

Vela is not directed to children for independent use. Clinics are responsible for obtaining any authorization required to process information about minors. We may update this policy and will post the revised effective date when we do.

Privacy questions or requests can be sent to daraab@cmbsolutionsinc.com.