Collasia privacy notice

At a glance

This notice covers Collasia. The VelorStrategy Privacy Policy covers the VelorStrategy workspace. Where they differ, this notice applies to Collasia.

1. What we collect

Account and membership

• Your name, email address and password (stored hashed by our authentication provider).
• Your membership: whether it comes with a VelorStrategy plan or is a Collasia membership, its status and renewal date. Card details are handled by Stripe; we never see or store full card numbers. In the Collasia apps, purchases are handled by Apple or Google, and we receive only the status of your subscription.
• That you agreed to the community guidelines, and when.

Your professional profile (you choose what to fill in)

• Photo, cover image, headline, summary, company, title, industry, functions, career level, years of experience, education level and schools, skills, interests, languages, location, what you are open to, LinkedIn and website links, your profile link (collasia.com/@name) and your one-minute intro clip.
• Your headline, company, title, industry, LinkedIn link, location, summary and photo are the same in Collasia and VelorStrategy: change them in either and the other updates.
• Relationships, if you choose it in Open to: your birth year (to confirm you are 18 or over), what you are looking for, what you enjoy outside work and what you value in people. These are private to you unless you also turn on Personal in Affinity.
• Income band, if you add it. It is never shown to anyone, including other members, and is used only for matching if you allow AI introductions.
• Your privacy settings: who can see your profile and each field, who can reach out to you, your public card, AI introductions, notification and email choices.

What you contribute and do

• Discussions, replies, comments, knowledge, events and their replay links, circles and communities you create, reactions, RSVPs and bookmarks.
• Your portfolio: its tagline, statement, cover image and sections, and the work you add to it, including text, images, videos, links, documents and presentations, and how many members viewed it.
• Messages and relationship requests, group conversations in your circles, files you share in them, messages you schedule, and the members you block.
• Whether you are online while you use Collasia, shown as a green dot in Messages. You can turn this off in Privacy & Visibility.
• When a member chooses to also send you a message by email, we send it to your email address. They never see your address, and you can stop these emails in Notifications.
• Email you send from, and receive at, your Collasia address (yourname@collasia.com): the other person's email address and name, the subject, the text and any attachments. We keep a reply only if you wrote to that person first.
• Clips you record with your camera, microphone or screen (up to 60 seconds), and audio and video files you upload, with their titles, length, size and view counts.
• Questions you ask Collasia AI and answers you save to your notes.
• Reports you send, and support requests.
• Email addresses of people you invite. We use them only to send your invitation and, for guests, to give them access to the circle you chose.

People who are not members

When you register for a public webinar on collasia.com/events, or ask for a seat at a gathering on collasia.com/gatherings, we keep your name, email, the optional line you write about yourself, where the link you used came from, and whether you attended. Only the host and the Collasia team see them. We use them to send your confirmation, the join link or the place, reminders and changes to that session or gathering. We do not add you to any list, and every email has a link to unsubscribe.

Huddles and event rooms

Live audio and video in huddles and event rooms pass through our video provider so participants can see and hear each other. We do not record huddles or event rooms. We keep who started a huddle, when, and who was present while it was live.

Technical data

• Log data our hosting providers record when your device connects: IP address, device and browser type, pages requested and timestamps. We use it to run, secure and fix the service.
• Collasia does not use advertising trackers or third-party analytics.

We do not ask for, and ask you not to post, sensitive data such as health, religious or political information. We do not collect precise location; your location is whatever you type on your profile.

2. Who can see what

• Your profile is visible to Collasia members, limited by your settings in Privacy & Visibility (members, relationships only, or private, and per field). Members you block, and members who block you, cannot see each other.
• Your public card (name, headline, photo and location at collasia.com/@name) is visible to anyone only if you turn it on. It is off by default.
• Contributions in public circles are visible to all Collasia members. Contributions in private circles and communities are visible only to their members. Company communities are limited to people with a verified company email address.
• Shared links. When you or another member share a discussion, knowledge item, event, circle or community from a public circle, people who are not members see its title, a short summary, the circle's name and cover image, and a prompt to join, not the full content.
• Clips and uploaded audio and video can be watched by anyone who has their link (collasia.com/v/… or /a/…), including people who are not members. Do not record or upload anything you would not want shared beyond the people you send it to. Removing a clip or upload deletes the file and ends its link.
• Affinity is off until you turn it on. When you turn on Professional, Friendship or Personal, members who turned on the same choice can see your profile card, your interests and lifestyle, and why you may align. In Personal, which is for adults only and asks for your consent, they can also see what you are open to, what you enjoy outside work and what you value. Your birth year is used only to confirm you are 18 or over and is never shown. You can pause or leave Affinity at any time.
• Your portfolio is visible to Collasia members by default. In Edit portfolio you can make it visible to anyone with its link (collasia.com/@name/portfolio), or to you only. Sections you hide, and everything in them, are visible only to you. Portfolio images, documents and uploaded videos are stored privately: only people who can see the item can open them, through links that expire after an hour. Your portfolio cover is public, like your profile photo.
• Messages are visible only to you and the person you are writing to, and files you share in them only to the two of you. Group conversations are visible to the members of that circle. Email you send or receive through Collasia is visible only to you, and to the people you email.
• Bookmarks, saved AI answers, your income band, your blocks and your reports are private to you. The member you report is never told who reported them.
• Moderators of a circle or community, and the Collasia team, can see content reported in their space (see section 7).

3. How we use your data

• To run Collasia: show your profile and contributions, deliver messages, notifications and emails, run huddles and event rooms, and host your clips and uploads.
• To make Collasia relevant to you: suggest people worth meeting, circles, events and knowledge from your profile, your circles and your activity. These suggestions come from our own matching rules and from Collasia AI.
• To process your membership and payments.
• To keep members safe: enforce the community guidelines, review reports, prevent spam and abuse, and secure accounts.
• To support you, and to tell you about changes to your account or to these terms.
• To comply with the law.

Where the EU or UK GDPR applies, we rely on performing our contract with you (Article 6(1)(b)) to provide Collasia, on our legitimate interests (Article 6(1)(f)) in keeping it safe, secure and relevant, on your consent (Article 6(1)(a)) for optional features such as AI introductions and your public card, which you can withdraw at any time, and on legal obligations (Article 6(1)(c)).

4. Collasia AI

• Collasia AI answers your questions, writes your daily note on Home, suggests introductions and finds expertise. It runs on large language models provided by our AI service providers, which may change over time.
• When you use it, we send our AI service provider your question and the Collasia information needed to answer it: your own profile, the circles and communities you belong to, upcoming events, recent discussions and knowledge you can see, and the profiles of members who could be relevant to you. It never receives anything you could not already see in Collasia, or any member's income band or email address.
• Members who turn off AI introductions in Privacy & Visibility are not suggested to others by Collasia AI, and do not get AI introductions themselves.
• Our AI service providers process this data on our behalf only to produce the answer, under contracts that do not allow them to use it to train their models. We do not use your data to train, fine-tune or evaluate any AI system.
• Collasia AI suggests; it never posts, messages or acts for you. Answers can be wrong, so check what matters.

5. Service providers

We share personal data only with providers that process it for us under contract, only as needed for the purpose below. We do not sell personal data, and we do not share it for cross-context behavioral advertising.

Embedded players. When a member shares a YouTube, Vimeo, Loom, Spotify or Apple Podcasts link, Collasia shows that service's player. The player loads from that service, under its own privacy policy, when you open the page. YouTube players use YouTube's privacy-enhanced mode.

We may also disclose data if the law requires it, to protect members or the public from harm, to enforce our terms, or as part of a merger or acquisition, in which case this notice continues to apply to your data.

6. Safety and moderation

• When content is reported, the report, the reason and a copy of the reported text are kept so moderators and the Collasia team can review it, even if the content is later edited or deleted.
• The Collasia team is notified of every new report and reviews reports within 24 hours.
• We may keep records of removed content and enforcement actions for as long as needed to keep members safe, prevent repeat abuse and meet legal obligations.

Operator access. A small number of authorized Stratenity staff can see account, membership and billing records to run the service. Other content, including messages, is opened only to resolve a support request you raise, to review a report, to investigate abuse, or when the law requires it.

7. Emails and notifications

We send emails you need about your account and membership. We also send a weekly digest and event reminders, which you can turn off in Notifications or with the unsubscribe link in every such email. We do not send marketing from other companies.

8. Retention and deletion

• We keep your data while your account is open.
• Delete your account any time in Privacy & Visibility. It immediately and permanently deletes your account, profile, contributions, comments, conversations and messages, clips and uploads, bookmarks and saved AI answers, and cancels any web subscription. Collasia and VelorStrategy share one account, so this deletes both.
• If you subscribed in the Collasia app, also cancel in your Apple or Google account settings, because store subscriptions are managed by Apple and Google.
• Deleting a single contribution, clip or upload removes it right away.
• Copies may remain in our providers' encrypted backups for up to 30 days before they are overwritten.
• We keep billing records as tax and accounting law requires, and safety records as described in section 6.

9. Your rights and choices

• In Collasia: edit or delete your profile and contributions, choose who sees what, turn off your public card and AI introductions, block members, manage email, and delete your account.
• By request: depending on where you live, you may ask to access, correct, delete or receive a copy of your data, restrict or object to processing, or withdraw consent. California residents have the rights to know, delete and correct, and the right to opt out of sale or sharing (we do neither). EEA and UK residents may also complain to their data protection authority.
• Write to advisory@velorstrategy.com or use Help & Support. We verify requests through your account and answer within the time the law requires. We will not treat you differently for using these rights.

10. Cookies and storage on your device

Collasia uses only what it needs to work: your sign-in session and a few preferences stored in your browser, and an offline cache so pages load quickly and Collasia can be installed on your phone. We use no advertising or analytics cookies, so there is nothing to opt out of. Embedded players (section 5) may set their own cookies when you play them.

11. Everything else

Age

Collasia is for professionals aged 18 and over. We do not knowingly collect data from anyone under 18; if you believe a minor has an account, tell us and we will delete it.

Security

Data is encrypted in transit and at rest with our providers, and database rules limit every member to what they are allowed to see. No system is perfectly secure; tell us right away if you think your account has been compromised.

International transfers

We are based in the United States and our providers process data in the United States and other countries. Where required, transfers use appropriate safeguards such as the European Commission's Standard Contractual Clauses.

Changes

We will post changes here with a new effective date and tell members about material changes by email or in Collasia before they take effect.

Contact

Stratenity Inc. · advisory@velorstrategy.com