Privacy notice
Velocity Road Expert Intake is the connector that lets staff of Velocity Road's clients raise support requests from their AI assistant. This notice says what the connector keeps and for how long.
What we collect
- Your work email address, which you verify once with a six-digit code sent to it, and the times you verified.
- The request you approve: the category, goal, situation, what you tried, urgency, where it happened and any context you chose to include, exactly as it was shown to you before you sent it. Text that looks like a password, key or token is redacted before it is stored.
- The ticket key and time of each request, so your assistant can tell you the status of your requests.
- Technical records: the identifiers your assistant needs to stay connected, a request id and outcome for each call, and server logs that carry no message content.
What we do not collect
The rest of your conversation with the assistant. Only the fields above are sent, and only when you confirm the request.
Where it goes
Each request becomes a ticket in Velocity Road's Jira Cloud site, assigned to the Velocity Road team that owns your organisation's requests. The verification and request records are kept in the connector's database, run by Velocity Road on Microsoft Azure. A confirmation email is sent to your address when a ticket is created.
How long
- Verification codes expire after 10 minutes. A verification lasts 90 days, then you are asked for a code again.
- Call records that did not create a ticket are deleted after 90 days. Ticket records are kept for as long as the ticket exists, so a request can always be traced.
- Your organisation's administrator can remove a verified address at any time, or ask Velocity Road to.
Your organisation's administrators
Velocity Road may invite one or more people at your organisation to administer its connection through a sign-in page of their own. About each administrator the connector keeps:
- Their work email address and the state of their invitation, kept while they hold the role. An invitation that lapsed or was withdrawn before it was accepted is deleted after 90 days; a seat that was accepted, or that Velocity Road withdrew, is kept as a record that the person once had access.
- Each sign-in and sign-out, with the time and the IP address it came from, and each sign-in session (its start, last activity and end). A session ends after 60 minutes without activity and in any case after 24 hours; its record is deleted 7 days after it ends. Sign-in and sign-out records are kept for as long as the organisation's connection exists, so its administrators can see who did what.
- Each action they take (a domain or address added or removed, a colleague disconnected, an administrator invited or deactivated, a set-up step completed) with the time and the IP address, kept for as long as the organisation's connection exists, and shown to the organisation's own administrators on their Activity page.
- A registration link's use: when Velocity Road sends an organisation's IT contact a registration link for the Copilot agent's sign-in in their own Microsoft 365 tenant, the time the sign-in values were shown and the network address they were shown to are kept for 90 days.
Administrators see counts and their own organisation's records only: never the text of a request, never a ticket, and never another organisation.
Cookies
These public pages set no cookies. Velocity Road's operator dashboard and the administrators' sign-in pages each use a sign-in cookie for the person signed in, held only by their browser and ended by signing out.
Contact
talha@velocityroad.com