Translation of the German version. In case of discrepancies, only the German version is binding.

Privacy Policy

Version: 14 October 2026. This privacy policy informs you about which personal data we process when you use our website velro.ch and our service «Velro», for what purpose, to whom it is disclosed and what rights you have.

1. Controller

Elias Felder (sole proprietorship)
Reichensteinerstrasse 15
4153 Reinach BL
Switzerland
UID: CHE-483.754.601
Email: mail@eliasfelder.ch

For data protection enquiries and to exercise your rights, you can also reach us at support@velro.ch.

2. Scope and roles

For the data of visitors to our website, of registered users and for contract processing, we are the controller within the meaning of the Swiss Federal Act on Data Protection (FADP) and, where applicable, the EU General Data Protection Regulation (GDPR).

Content that our customers process with Velro often concerns third parties, such as the senders of emails, contacts, and recipients of quotes and invoices. The respective customer company is responsible for this data; we process it exclusively on its behalf and according to its instructions as a processor (Art. 9 FADP, Art. 28 GDPR). The details are set out in section 8 of our terms and conditions. If you are a business partner of a Velro customer and have questions about your data, please contact that company first; we support it in responding.

3. What data we process

3.1 Visiting the website

With every request, our web server stores the IP address, date and time, requested address, previously visited page (referrer) as well as browser and operating system. These logs serve exclusively for secure operation and error analysis and are automatically deleted after 14 days. Fonts and the other content of the website are delivered from our own server; there is no connection to Google Fonts or other content networks. Exceptions: if you have signed in with Google or Microsoft, your profile picture there is loaded directly from that provider. We do not load external images in received emails automatically, but only when you expressly allow this in the respective message; the sender’s server then learns your IP address and the time.

3.2 Contact form and email

If you write to us via the contact form, we process your name, email address, reason for contacting us, subject and message as well as the language of the contact page. The information is not stored in our database, but forwarded by email to our mailbox and used only to answer your enquiry. The same applies if you contact us directly by email.

3.2a Free tools on the website

When you use a free tool (e.g. create a QR invoice, quote or payment reminder), your entries are sent to our server only to create the PDF and are not stored. For statistics we record for each PDF only the type of tool and the time, without any link to you. To prevent overload, we briefly count requests per IP address in memory. The QR-IBAN checker and the VAT calculator run entirely in your browser. When you buy Premium documents, Stripe processes the payment. We store the email address used for the purchase (for the link to your credit), the number of documents, amount and time of purchase and, for each document used, a check value (hash) of the entries so that the same document can be downloaded again without further use. We do not store the entries themselves.

3.3 User account

When you register, we process your name, email address and password. The password is only stored as a hash (bcrypt) and cannot be viewed by us. If you sign in with Google or Microsoft, we receive your name, email address and, where applicable, profile picture from that provider. In addition, we store the time and version of the terms and conditions and privacy policy you accepted, your language and notification settings, whether and when you subscribed to product news and, if you activate two-factor authentication, its key (encrypted) and hashed backup codes.

3.4 Company data

For your company account, we process the information you enter, such as company name, address, phone, website, industry, UID, IBAN and bank details, logo and icon, design of quotes and invoices, services, prices, frequently asked questions, the desired tone of replies as well as the members of your team and their roles.

3.5 Connected email accounts

If you connect an email account (Gmail, Microsoft 365/Outlook or another mailbox via IMAP/SMTP), we access this mailbox within the scope of the permissions you have granted. We store the access keys (OAuth tokens) or the IMAP/SMTP password with AES-256 encryption.

Incoming emails are fetched regularly and stored in our database with sender, recipients, reply-to address, subject, content and time, so that we can display and process them:

  • analysis by request type, urgency and sentiment
  • suggestions for replies, appointments and quotes
  • automatic assignment to contacts
  • scheduling of follow-up emails

We do not store attachments of received emails permanently; they are loaded directly from your mailbox when needed. Attachments that you send yourself via Velro are stored temporarily for sending and deleted afterwards; attachments that were uploaded but never sent remain stored until your account is deleted. We send emails, quotes, invoices and follow-ups via your own connected mailbox.

3.6 Calendar

If you connect a Google or Microsoft calendar or another calendar via CalDAV (e.g. Hostpoint, Infomaniak, iCloud), we read your appointments to display them in Velro, and create, change or delete appointments only at your request, for example when you accept an appointment suggestion detected by the AI. Appointments are always fetched directly from the provider and are not stored in Velro. For CalDAV, we store the server address, the username and the password (encrypted); the connection to the specified provider is always encrypted (https).

3.7 Contacts, quotes, invoices and other content

We store the content you create in Velro or that results from your emails: contacts, quotes, invoices and incoming payments, follow-ups and their rules, templates, email drafts, notes as well as an activity history and notifications within the app.

3.8 Payment data

Payment for your subscription is processed by Stripe. You enter card and account details directly on a Stripe page; they do not reach our servers. So that invoices are issued to the right company, we transmit to Stripe, per company, its name, address and language as well as the email address of the person taking out the subscription. We only store the customer number and the status of the subscription at Stripe, the plan, the billing interval and the trial.

3.9 AI usage log

For cost control, we log per company account when which AI model was used with how many tokens. The content of the requests is not logged.

3.10 Contacting newly registered companies

We read the daily new entries in the Swiss Official Gazette of Commerce (SOGC/SHAB) and send selected new companies that Velro suits a letter to their business address. For this we process company name, UID, legal form, address and purpose and, for suitable companies, the name and role of a registered person for the salutation. To assess the industry, we transmit only company name, legal form, place and purpose to OpenAI (section 7.2), no personal names. Pingen GmbH (Switzerland) prints and sends the letters on our behalf. We delete entries not contacted after 45 days and contacted ones after 2 years (after that only the UID remains, so the same company does not receive mail again). Anyone who no longer wants mail can opt out at velro.ch/keine-post with the code from the letter or by email; we store this request permanently (only UID or company name and postcode) so that it also applies to a later registration.

4. Artificial intelligence

For analysis and text suggestions, we use the application programming interfaces (APIs) of OpenAI and, depending on the plan and selected model, of Anthropic. For this purpose, we only transmit the content required for the respective task to the provider:

  • Analysis of an email: sender, recipients, subject and text of the email
  • Reply suggestion: the email, your company details, services, prices, frequently asked questions and instructions, templates approved as style references, some earlier replies from your company as well as scheduled follow-ups to the same contact
  • Quotes and invoices with AI: your description of the services, your company details, services and pricing rules as well as, as a template, up to six of your most recently sent quotes or invoices (title, line items, quantities, units and prices)
  • Quote or invoice from an email: the selected email, the other messages of the same email thread (regardless of their age) and the further correspondence with the same contact from 180 days before the selected email, including later messages (at most 40 messages in total, older ones only shortened), up to eight existing quotes of this contact with number, title, status, amount and line items as well as the templates mentioned above
  • Replies to sent quotes: the text of the reply and the title of the quote, to recognise whether it is accepted, rejected or a change is requested

The email analysis and the detection of replies to quotes run automatically for fetched emails; reply suggestions and AI quotes or invoices are only created when you request them.

  • No training: Neither we nor OpenAI or Anthropic use data transmitted via the API to train AI models. According to their terms, the providers generally retain the data for up to 30 days to detect abuse. If content is flagged as violating their usage policies or the law requires it, they may retain data for longer (Anthropic states up to two years for inputs and outputs).
  • Learning function: Reply suggestions are based on the replies you have sent in the past; for this purpose, we include some of them as examples. Only data from your own company account is used, never that of other customers.
  • No automated decisions: AI content consists of suggestions. It is only sent once you confirm it. Exceptions are follow-up rules that you expressly set to «Send automatically»; these send your stored template without further confirmation.

5. Purposes

  • Provision, operation and further development of Velro
  • Processing of your emails, appointments, quotes, invoices and follow-ups
  • Billing and payment processing
  • Communication with you (support, system messages such as confirmations, password resets, invitations and notifications)
  • Product news about new features and important changes, only if you have subscribed to it
  • Security, prevention of abuse and fraud, cost control
  • Compliance with legal obligations, in particular retention obligations

6. Legal bases

We process personal data in accordance with the Swiss Federal Act on Data Protection (FADP) and, where applicable, the GDPR. Where the GDPR applies, we rely on:

  • Performance of a contract (Art. 6(1)(b) GDPR) for providing the service and billing
  • Consent (Art. 6(1)(a) GDPR) for connecting email and calendar accounts and for product news; you can withdraw it at any time by disconnecting the account in Velro or unsubscribing from the news in your profile or via the unsubscribe link in each issue
  • Legal obligation (Art. 6(1)(c) GDPR) for retention obligations
  • Legitimate interests (Art. 6(1)(f) GDPR) for IT security, prevention of abuse and answering enquiries

7. Recipients and service providers

We only disclose personal data to the following service providers to the extent necessary for the respective purpose. They process the data on our behalf or within the scope of the integration you have chosen. We do not sell data and do not disclose it for advertising.

If you connect a mailbox via IMAP/SMTP or a calendar via CalDAV, Velro exchanges the data directly with the provider you have chosen (e.g. Hostpoint, Infomaniak or Apple). That provider is your own service provider; its privacy provisions apply.

7.1 Hosting and data backup

The application, database and file storage run on a server of Infomaniak Network SA in Switzerland. Nightly backups are additionally stored in encrypted form with Hetzner Online GmbH in Germany; they cannot be read without our key.

7.2 OpenAI and Anthropic

OpenAI and Anthropic process the content mentioned in section 4 to generate the AI results. Processing takes place in the USA.

7.3 Google (sign-in, Gmail and Google Calendar)

For signing in with Google and for the Gmail and calendar integration, we use the Google APIs. The use and transfer of data received from Google APIs to any other app will adhere to the Google API Services User Data Policy, including the Limited Use requirements: data from Google APIs is used exclusively to provide and improve the user-facing features of Velro, never for advertising, never to train AI models and never for sale to third parties. Humans do not have read access to this data, except with your express consent, for security reasons or where required by law.

The use of raw or derived user data received from Workspace APIs will adhere to the Google User Data Policy, including the Limited Use requirements.

Google may also process the data outside Switzerland and the EU, in particular in the USA.

7.4 Microsoft (sign-in, Outlook and calendar)

For signing in with Microsoft and for the Outlook and calendar integration, we use the Microsoft Graph API. Microsoft may also process the data outside Switzerland and the EU, in particular in the USA. Microsoft’s privacy provisions additionally apply to the data in your Microsoft account.

7.5 Stripe

Payments are processed by Stripe Payments Europe Ltd. (Ireland). Stripe may also process data in the USA and is PCI DSS Level 1 certified. On its payment page, Stripe sets its own cookies for fraud detection.

7.6 Resend (system emails)

We send system messages (e.g. confirmation codes, password resets, team invitations, notifications) and messages from the contact form via Resend (Resend, Inc., USA). The recipient address and message content are processed; sending takes place via infrastructure in the EU (Ireland). If you have subscribed to product news, Resend also keeps your name and email address in our recipient list. You are only added after you have confirmed your email address; if you unsubscribe from the news, change your address or delete your account, we remove the entry. If you use the unsubscribe link in an issue, Resend records the withdrawal so that you do not receive any further news.

7.7 Hostpoint (email mailbox)

Our mailboxes support@velro.ch and mail@eliasfelder.ch, which also receive messages from the contact form, are operated by Hostpoint AG in Switzerland.

8. Transfers abroad

According to the Federal Council, Germany and Ireland have an adequate level of data protection. With OpenAI, Anthropic, Google, Microsoft, Stripe and Resend, data may be transferred to the USA. Where the recipient is certified under the Swiss-U.S. Data Privacy Framework, the transfer is based on the corresponding adequacy decision of the Federal Council; otherwise on the standard contractual clauses of the European Commission recognised by the FDPIC, which form part of these providers’ data processing agreements.

9. Cookies and local storage

Without your consent we only use technically necessary cookies: for signing in (session), protection against cross-site request forgery (CSRF), short-lived cookies to secure signing in or connecting an account via Google or Microsoft and, when you open an invitation link, the invitation code (cookie «velro_invite», 60 days), so that the associated trial applies when you register.

In your browser’s storage, we also store: the selected language and colour scheme, the number of entries per page in lists, your entries during setup, an open invitation link and a plan configuration preselected on the pricing page. The selected language is sent with requests to Velro so that messages appear in your language. We only transmit your entries during setup and a preselected plan configuration when you complete the setup or book the plan; the setup data is then removed from the browser. Colour scheme and list settings remain on your device. The information remains stored until you delete your browser’s website data.

If you reach the registration via a link in the free tools, we remember in your browser’s storage for at most 30 days which tool you came from (e.g. “QR invoice”). When you register, we store this information with your account to evaluate which tools lead to registrations; it is then removed from the browser.

Your entries in the free tools (including an uploaded logo) are kept in your browser’s storage so you don’t have to type them again; they stay on your device until you clear the form or delete the site data. After a purchase of Premium documents, the free tools set a technically necessary cookie («velro_docs», 2 years) that links your credit to this browser.

Google Analytics (only with your consent). On our public website (not in the Velro app after signing in) we use Google Analytics 4 by Google Ireland Limited, Gordon House, Barrow Street, Dublin 4, Ireland, to understand how the website is used: pages viewed, time spent, where visits come from (e.g. a search engine), device type, browser and approximate location (country/region). Google Analytics is only loaded once you agree in the cookie notice; without consent no data is sent to Google. Google sets the cookies “_ga” and “_ga_<ID>” (stored for up to 2 years). Google Analytics 4 does not store full IP addresses; Google signals and advertising features are switched off. Data may be transferred to Google LLC in the USA (see section 8; Google is certified under the Data Privacy Framework). Analytics data is deleted after 14 months. The legal basis is your consent (Art. 6(1)(a) GDPR). You can withdraw it at any time via “Cookie settings” at the bottom of every page; the Google Analytics cookies are then removed. We store your choice in your browser’s storage.

Apart from that, we do not use any tracking or advertising cookies.

10. Data security

We protect your data with appropriate technical and organisational measures:

  • TLS encryption of all connections
  • passwords only as bcrypt hashes
  • AES-256 encryption of credentials (OAuth tokens, IMAP/SMTP and CalDAV passwords) and two-factor keys
  • optional two-factor authentication
  • roles and permissions within a company account, strict separation between company accounts
  • limiting of sign-in attempts and restrictive security headers
  • regular security updates
  • nightly data backup, additionally encrypted at a second location

The application security of Velro was reviewed and confirmed in July 2026 as part of a CASA AL1 assessment (App Defense Alliance) by the independent testing company TAC Security. The assessment is renewed annually; we provide proof on request.

11. Retention periods

  • User account: If you delete your account in the settings, we delete it immediately, together with the company accounts of which you are the sole owner, all data contained therein and the uploaded files. Any running subscription is cancelled in the process.
  • Company account: If the owner deletes a company account, all associated data is deleted immediately, including connected email accounts (also those of former team members), emails, contacts, quotes, invoices and follow-ups. Remember to download invoices that you are required to retain beforehand. If a file in storage could not be deleted immediately, we automatically catch up on this during the daily clean-up.
  • After the subscription ends: If a subscription ends (cancellation or non-payment), the company account and its data are retained but locked until a new subscription is booked. This way, your records are not lost. You can delete the company account yourself at any time or request its deletion from us.
  • Unfinished company accounts: If payment is aborted when creating a company account, it is kept as a draft for 7 days so that you can complete the payment. After that, we delete it automatically together with connected email accounts and calendars. You can also discard the draft yourself beforehand.
  • Email accounts: The fetched emails and their analyses remain stored as long as the account is connected and are deleted immediately when it is disconnected. If you delete an individual email in Velro, we remove its content immediately; we only retain the technical identifier of the message for 12 months so that it is not imported again on the next fetch (Velro does not delete anything in your mailbox).
  • Trial abuse protection: We retain the email address of a deleted account for 6 months so that the trial cannot be used more than once.
  • Notifications and activity history: 90 days.
  • Confirmation and sign-in links: until they expire; we delete expired links daily, and immediately when the account is deleted.
  • Server logs: 14 days. Logs of the application and of the automatic background tasks (e.g. fetching emails) are limited in size and are continuously overwritten.
  • Data backups: Deleted data remains contained in the backups until they are overwritten: locally after 14 days, in the encrypted external backup after at most 6 months. We only use backups for recovery after an outage.
  • Free tools: statistics (tool and time, without any personal link) 13 months. Premium documents: purchase and credit data including check values, for as long as we offer Premium documents (for repeat downloads and to prevent double crediting); credit from abandoned purchases 30 days.
  • Enquiries by email or contact form: as long as necessary for processing and any follow-up questions.
  • Billing records for your subscription: 10 years in accordance with the statutory retention obligations.

12. Your rights

Under the FADP and, where applicable, the GDPR, you have in particular the following rights:

  • Access to the data we process
  • Rectification of incorrect data
  • Erasure of your data; you can delete most of it yourself in Velro
  • Restriction of processing
  • Data portability in a common electronic format
  • Objection to processing
  • Withdrawal of consent given, with effect for the future

Please send your request to support@velro.ch or mail@eliasfelder.ch. We usually respond within 30 days and may request proof to verify your identity. You also have the right to lodge a complaint with the Federal Data Protection and Information Commissioner (FDPIC); persons in the EU can contact the data protection authority of their country.

13. Minors

Velro is aimed at companies and business people. Persons under the age of 18 may not use the service.

14. Changes

We adapt this privacy policy when our service or the legal situation changes. The version published on this page applies. We inform registered users of material changes by email or in the app.