Privacy Policy

This Policy applies to individuals whose personal information we handle, including: representatives of businesses that use or inquire about the Program (“Members” and prospective Members); property owners identified to us by Members; guests and other individuals whose information Members provide to us in connection with reservations, coverage, or claims; claimants; and visitors to the Site.

Because the Program is sold to businesses, most of the information we handle is business information about, and provided by, our business customers. Where we handle information about individuals, this Policy applies.

Information you or your business provide. Contact and account details (name, business name, title, address, email, phone, login credentials); business and property information (property addresses and characteristics, ownership, management arrangements, booking channels, unit counts); enrollment, election, and application information; payment and banking information used to bill and settle amounts under the Program; communications with us; and information you submit in support requests.

Information Members provide about others. To operate the Program, Members provide us information about property owners (name, contact details, ownership interest, addendum status) and about guests and reservations, which may include a guest’s name, address, date of birth, email, phone, booking channel, reservation and rate details, and information about incidents at a property. Members are responsible for having the right to provide this information and for any notices to those individuals that applicable law requires of them.

Claims information. When a claim or service request is made, we collect the information needed to administer it, which may include descriptions and photographs of damage, reservation and guest records, invoices and estimates, police or incident reports, statements, and, for liability or injury claims, information about the injury and any medical treatment. Some of this may be sensitive information under applicable law. We collect it only as needed to administer the claim and as permitted by law.

Information from integrations and partners. With the Member’s authorization, we receive reservation, property, and market data from property management systems, booking platforms and OTAs, and data providers such as Key Data, and we exchange information with those services as the Member’s integration provides. We may also receive information from carriers, reinsurers, brokers, group policyholders, associations, and platform partners through which a Member is enrolled.

Information collected automatically. When you use the Site we and our service providers collect device and usage information such as IP address, browser and device type, pages viewed, referring pages, and interactions, using cookies, pixels, and similar technologies. See Section 8.

We use personal information to: operate the Site and the Program; determine eligibility, issue certificates and policies, record elections, and administer coverage; bill, collect, and settle premium, taxes, fees, retained amounts, and deposits; administer, investigate, adjust, and pay claims, and coordinate non-insurance services such as chargeback guarantee requests, waiver support, and remediation coordination; communicate with you about your account, the Program, and service matters; provide customer support; detect, prevent, and investigate fraud, security incidents, and misuse; comply with law, regulation, and legal process, including insurance regulatory reporting, surplus lines filings, tax filings, and audits; enforce our agreements; and improve and develop our services.

Program data and analytics. As the Program Services Agreement provides, Velaris Group, Inc. may use program data, including reservation, property, claims, and loss data, to operate and improve the services, to train and improve its models and analytics, to produce benchmarking, and to develop new programs, products, and pricing. Where that data includes personal information, we use it consistently with this Policy and applicable law, and any benchmarking or other output shared outside the Program uses data only in de-identified or aggregated form that does not identify any individual.

We do not sell personal information, and we do not use or disclose sensitive personal information for purposes other than those permitted by applicable law.

We disclose personal information to: insurers, reinsurers, and their representatives, including the issuing carrier, reinsurers, and their auditors, for underwriting, bordereau reporting, claims, and audit; the surplus lines broker of record, stamping offices, and state insurance regulators and tax authorities, as required for non-admitted placements and regulatory filings; group policyholders, associations, purchasing groups, and platform partners through which a Member is enrolled, to the extent needed to administer that placement, bill, and report; service providers that perform functions for us, such as hosting, data processing, payment processing, communications, analytics, identity verification, and document services, under contracts that limit their use of the information; licensed professionals engaged in claims and services, such as adjusters, appraisers, contractors, and pest control professionals, as needed to administer a claim or coordinate a service; affiliates, meaning Velaris Group, Inc., Velaris Insurance Agency, LLC, and Velaris Risk Purchasing Group, LLC, to operate the Program; professional advisors, such as lawyers, accountants, and auditors; parties to a transaction, if we are involved in a merger, acquisition, financing, or sale of assets; and authorities and others as required by law, including to comply with legal process, protect rights and safety, prevent fraud, and respond to lawful requests. We may also disclose information with your direction or consent.

We do not disclose personal information to third parties for their own marketing purposes.

Velaris Insurance Agency, LLC is a financial institution under the Gramm-Leach-Bliley Act. The Program is sold to businesses, so most of the information we collect is not “nonpublic personal information” about consumers under that Act. To the extent we collect nonpublic personal information about an individual who obtains an insurance product primarily for personal, family, or household purposes, we disclose it only as permitted by law, including to service providers and as necessary to effect, administer, or enforce a transaction the individual requests, and we do not disclose it to nonaffiliated third parties for their own marketing. We do not share such information with nonaffiliated third parties in a way that would require an opt-out. If that changes, we will provide the notice and opt-out the law requires. The Program is offered to businesses only, and we do not currently offer insurance to individuals for personal, family, or household purposes.

State privacy rights. Depending on where you live, you may have rights under state privacy laws to request access to, correction of, or deletion of your personal information, to obtain a portable copy, to opt out of certain uses, and to not be discriminated against for exercising those rights. Some of those laws exempt information subject to the Gramm-Leach-Bliley Act or state insurance privacy laws, and some exempt information we process on behalf of a business customer; where an exemption applies, we will tell you. To exercise a right, contact us as described in Section 12. We will verify your identity and respond within the time the applicable law requires. You may designate an authorized agent where the law permits. If we decline a request, you may appeal by replying to our response.

Information we hold as a service provider. If your information was provided to us by a property manager or other business customer, such as guest or owner information, that business is responsible for it and your request should go to it. We will assist that customer in responding as our agreement with it requires.

Communications. You may opt out of marketing emails by using the unsubscribe link, and of text messages by replying STOP. You will continue to receive service and transactional communications about your account and the Program.

Cookies. See Section 8.

Insurance information practices. In some states, individuals about whom an insurance institution or agent collects information have additional rights, such as the right to access and correct information in an insurance file and to receive the reasons for an adverse underwriting decision. Where those laws apply to you, we will honor them.

We maintain administrative, technical, and physical safeguards designed to protect personal information, appropriate to its sensitivity and to our size and operations, including access controls, encryption in transit and at rest for sensitive data, logging and monitoring, vendor oversight, and an incident response plan. Velaris Insurance Agency, LLC maintains an information security program consistent with the insurance data security laws of the states in which it is licensed. No system is perfectly secure, and we cannot guarantee the security of information. If we become aware of a security incident affecting your information, we will notify you and regulators as applicable law requires.

We use cookies and similar technologies that are strictly necessary for the Site to function, that remember your preferences, that help us understand how the Site is used, and, where enabled, that support our own marketing. You can control cookies through your browser settings, and where the law requires it, through the cookie preferences tool on the Site. Disabling some cookies may affect Site functionality. The Site presents a cookie preferences banner on your first visit, and you can change your choices at any time through the cookie preferences link in the footer. We honor recognized opt-out preference signals such as Global Privacy Control as an opt-out of any sale or sharing of personal information and of targeted advertising, to the extent applicable law gives those signals effect. We do not respond to browser “do not track” signals, which have no common industry meaning.

We retain personal information for as long as needed for the purposes described in this Policy, including to administer the Program and claims through their full lifecycle, to meet legal, regulatory, tax, and audit obligations, to resolve disputes, and to enforce agreements. Insurance and claims records are subject to regulatory retention periods that may extend for years after a policy or certificate ends. Members are separately required to retain their reservation and Program records for at least three years under the Program Services Agreement. When information is no longer needed, we delete or de-identify it.

The Site and the Program are not directed to children under 13, and we do not knowingly collect personal information from them. Guest information a Member provides may include information about minors staying at a property; we handle it only as needed to administer the Program and on the Member’s instructions.

We may update this Policy from time to time. We will post the revised version with a new effective date and, for material changes, notify account holders by email or through the Site. Your continued use after the effective date means you accept the revised Policy.

Velaris Group, Inc. and Velaris Insurance Agency, LLC, 1447 Peachtree Street NE, Suite 700, Atlanta, GA 30309. Privacy requests and general inquiries: concierge@velarisinsurance.com. Legal notices: legal@velarisinsurance.com.