Privacy Policy

Velvoix Holding B.V., trading under the name Velvoix, is generally the controller for the personal data covered by this privacy policy.

Velvoix can be contacted via info@velvoix.com. Privacy-related questions or requests can be sent to privacy@velvoix.com. If a specific pilot or partnership requires additional privacy roles, contact points or data processing arrangements, these are documented separately.

This privacy policy applies to website visitors, people contacting Velvoix, people considering a pilot or partnership, and representatives of healthcare organisations, partners or other business contacts.

Where relevant, it also applies to users of demos, pilots or business environments provided by Velvoix, unless a more specific privacy notice, data processing agreement or contract document applies.

Depending on the relationship with Velvoix, we may process personal data such as name, role, organisation, email address, phone number, message content, communication history, website and device data, log data, and data needed for account management, demos, pilots or project coordination.

Velvoix’s public website and general contact channels are not intended for the submission of unnecessary sensitive patient data, medical data or other special categories of personal data. Unless expressly agreed and appropriately secured, such data should not be submitted through general website forms or general contact channels.

Velvoix uses personal data for business and operational purposes that fit the website, pilots, partnerships and Velvoix-related services.

The public website does not use profiling or solely automated decision-making that produces legal effects or similarly significantly affects a person. Any decision-support, pilot functionality or workflow arrangements are assessed and documented in an appropriate professional and contractual context.

The applicable legal basis may vary depending on the purpose of the processing. Velvoix may process personal data based on consent, where relevant, for the performance of a contract or pre-contractual steps, on the basis of legitimate interests, or because this is necessary to comply with a legal obligation.

Where consent is the legal basis, it can generally be withdrawn. Where processing is necessary for contractual or pre-contractual reasons, certain requests, pilots or services may not be possible without the relevant data.

On the public website, the browser stores the language choice under the name velvoix-preferred-locale without an automatic expiry date. Visitors can remove this storage through their browser.

The public website currently does not use advertising or tracking cookies. If the use of cookies or similar technologies changes materially, this policy will be updated and additional choices or consent will be requested where required.

Velvoix may share personal data with service providers or parties needed for hosting, infrastructure, website management, communication, CRM, support, implementation or collaboration, where this is necessary for the relevant purpose.

Velvoix does not sell personal data. Where relevant, an overview of subprocessors or service providers may be made available on request.

If personal data is processed outside the European Economic Area or made accessible there, this will only happen with appropriate safeguards in place, such as an adequacy decision or appropriate contractual measures.

For each processing activity, Velvoix assesses whether additional organisational or contractual safeguards are needed to maintain an appropriate level of protection.

Velvoix does not keep personal data longer than necessary for the purpose for which it was collected, unless a longer retention period is required by law or demonstrably necessary for a legitimate interest such as security, contract management or dispute handling.

Retention periods may differ by category of data, for example for contact requests, pilot or partnership communication, account data, usage logs or statutory recordkeeping obligations. Where further detail is needed, Velvoix records this in contract documentation or project arrangements.

Velvoix applies appropriate technical and organisational measures to protect personal data. These may include access restriction, logging, secure connections, role-based access where relevant and other measures that fit the phase, nature and context of the services.

Because no environment can be made absolutely secure, organisations and users should also handle credentials, communication channels and information sharing with due care.

Depending on applicable law, individuals may have rights regarding their personal data. Velvoix handles such requests carefully and within applicable legal timelines.

These rights are not absolute in every situation. In some cases Velvoix may be unable to fully comply with a request, for example because of legal obligations, security, evidence preservation or the rights and freedoms of others. If so, Velvoix will explain this.

A privacy-related request can be sent to privacy@velvoix.com. To prevent misuse, Velvoix may ask for additional information or verification before processing the request.

Velvoix handles requests in accordance with applicable law and will indicate where additional context, verification or contractual alignment is required.

The Velvoix website may contain links to external websites or services. Those external environments are governed by their own privacy and cookie policies. Velvoix is not responsible for the content or processing performed by third parties unless the law requires otherwise.

Velvoix may update this privacy policy when the website, services, law or processing activities change. The most recent version will be published on this page.

Last updated: 28 July 2026.

For questions about this privacy policy or the way Velvoix processes personal data, please use the contact details below.