Privacy Policy

1. Who we are

Velaris Group, Inc. acts as a managing general agent, program administrator, and third-party administrator. Velaris Insurance Agency, LLC is a licensed surplus lines insurance agency. The Lotus League, Inc. is an affiliated membership organization. Depending on the service, Velaris may act as a controller of personal information, or as a service provider or processor on behalf of an insurer or a Customer. Where an insurer is the controller of insurance information, that insurer's privacy notice also applies.

2. Information we collect

• Information you and our Customers provide. Business and account details (company name, contact name, address, email, phone, billing details) and information Customers submit about properties, reservations, owners, hosts, and guests.
• Guest and host information. Provided by Customers, which may include name, address, date of birth, email, and reservation details.
• Property information. Such as address, configuration, owner name, and booking channel.
• Reservation and rate information. Including reservation type, rate per night, booking date, and arrival and departure dates.
• Claim information. The details, documentation, and photographs needed to administer a claim.
• Payment information. Payments are processed by third-party payment providers. We receive limited transaction details; full card or account numbers are handled by the processor under its terms.
• Information collected automatically. Device, log, and usage data, collected using cookies and similar technologies for security, analytics, and functionality (see our Cookie Policy).
• Information from partners. Reservation and market data from data partners that supports underwriting and our services.

3. How we collect information

• Directly from you. When you fill out forms, create or manage accounts, submit reservations or claims, or contact us.
• Automatically. Through cookies, analytics tools, and server logs when you use our websites or platform.
• From third parties. From Customers, insurers, business partners, data partners, and publicly available sources.

4. Legal bases for processing

Where required by law (for example, for individuals in the EU or UK), we process personal information only when we have a lawful basis to do so. The bases we rely on include:

• Consent — for example, optional marketing communications and non-essential cookies.
• Contractual necessity — to provide the platform, programs, and services you or our Customers request.
• Legal obligation — to meet insurance, surplus-lines, OFAC and sanctions, tax, and recordkeeping requirements.
• Legitimate interests — to underwrite and administer coverage, prevent fraud, secure our platform, and improve our services.

5. How we use information

• To provide, administer, and improve our platform, programs, and services, including issuing certificates and assigning coverage to reservations.
• To rate, underwrite, and place coverage, and to administer claims across the retained and insured layers.
• To bill and collect fees, premiums, and taxes, and to process payments.
• To detect, prevent, and investigate fraud, and to maintain the safety and integrity of our platform.
• To communicate with you, including sending policies, endorsements, bills, and notices electronically where permitted.
• To comply with legal, regulatory, surplus-lines, OFAC and sanctions, and recordkeeping obligations.
• For analytics, benchmarking, and product development, using aggregated or de-identified data where practicable.

6. How we share information

• With insurers, fronting carriers, reinsurers, and wholesale brokers involved in your coverage.
• With third-party administrators, adjusters, and other service providers that perform services for us under contract.
• With payment processors and data partners as needed to deliver the services.
• With our affiliates — Velaris Group, Inc., Velaris Insurance Agency, LLC, and The Lotus League, Inc. — consistent with this Policy.
• With regulators, law enforcement, and others where required by law, to comply with legal process, or to protect rights, safety, and the integrity of our platform.
• In connection with a merger, financing, or sale of our business.

We do not sell personal information in the way that term is commonly understood. Where state laws define "sale" or "sharing" broadly (for example, for cross-context advertising), we honor applicable opt-out rights as described below.

7. Customer responsibilities for guest and host data

When a Customer provides us with information about owners, hosts, or guests, the Customer is responsible for providing any notices and obtaining any consents required by law for that collection and for our use of the information to deliver the services. Customers must handle personal information in compliance with applicable privacy laws.

8. Cookies and similar technologies

We use cookies and similar technologies for security, to remember preferences, and to measure and improve our services. You can control cookies through our cookie banner and your browser settings; some features may not function without them. For full details, see the Velaris Cookie Policy.

9. Data retention

We retain personal information for as long as needed to provide the services, administer coverage and claims, and meet legal, regulatory, and recordkeeping requirements, after which we delete or de-identify it. Underwriting and claims records may be retained for the periods required by insurers and regulators. Specific retention periods are set out in our Data and Record Retention and Deletion Policy.

10. Data security

We use administrative, technical, and physical safeguards designed to protect personal information, including encryption of data at rest and in transit, role-based access controls and multi-factor authentication, logging and monitoring, and regular security assessments and audits. No system is perfectly secure, and we cannot guarantee absolute security.

11. Your privacy rights

Depending on where you live, you may have the following rights. To exercise them, contact us using the details in Section 14. We will verify your request and respond as required by law, generally within one month (or as otherwise required by applicable law).

• Access — obtain confirmation of, and access to, your personal information.
• Rectification — correct inaccurate or incomplete information.
• Erasure — request deletion of your information (the "right to be forgotten").
• Data portability — receive a copy of your information in a portable format.
• Restriction — request that we limit the processing of your information.
• Objection — object to certain processing, including direct marketing.
• Withdraw consent — withdraw consent where processing is based on consent.
• Opt out — opt out of "sale" or "sharing" of personal information and limit the use of sensitive personal information.
• Appeal and non-discrimination — appeal a decision and be free from discrimination for exercising your rights.

California. If you are a California resident, the CCPA as amended by the CPRA gives you rights to know, delete, correct, and opt out of "sale" or "sharing" of personal information, and to limit the use of sensitive personal information.

Other states and regions. Residents of other states with comprehensive privacy laws, and individuals in the EU or UK where applicable, have similar rights under their local laws. Where we act as a service provider or processor, we will refer your request to the relevant controller.

12. Children

Our services are intended for businesses and adults. We do not knowingly collect personal information from children under 16. If you believe a child has provided us information, contact us and we will take appropriate steps.

13. International transfers

We are based in the United States and process information there. If you access our services from outside the United States, you understand your information will be transferred to and processed in the United States.

14. Contact us and changes to this Policy

To exercise your rights or ask questions about this Policy, contact Velaris Insurance Agency, LLC, 1447 Peachtree St. NE, Suite 700, Atlanta, GA 30309, or email privacy@velarisinsurance.com. We may update this Policy from time to time; we will post the updated version with a new effective date and, where required, provide additional notice.