Data Privacy

How Velatir handles session content by default, what stays after review, and how you choose storage, retention, and minimum group size.

Privacy by Default

Velatir starts from Never: the raw prompt and response are not stored. You still get a generalised description of the interaction, the agent outcome, and a full audit trail. An organisation admin can keep raw content when it is needed, always or only when an agent flags the interaction, and choose how long records live.

What Happens to an Interaction

1. It is captured

   When someone uses an AI service Velatir monitors, the interaction is sent to Velatir so your agents can review it. Velatir does not collect browsing history, cookies, credentials, or local files.

2. Agents review it in memory

   Your agents assess the prompt in flight, in memory, and allow, flag, or block it. The raw wording is not written to storage for that review.

3. What is kept depends on you

   A generalised description is always stored. Raw prompts and responses are written to storage only if you choose When flagged or Always. See Data storage & encryption for how that stored data is protected.

Under Never, the default, the raw prompt never hits disk. It is processed in memory and discarded after review. When flagged and Always are the opt-ins that persist it.

Session Content

Store trace data in sessions controls when raw prompts and responses are kept. The default is Never.

Setting	What is stored
Never (default)	Raw content is never written to storage. Review happens in memory. The Context tab shows no prompt or response.
When flagged	Raw content is stored only for interactions an agent flags. Everything else is treated like Never.
Always	Raw content is stored for every interaction.

Generalised Summaries

Every interaction gets a short, generalised Description, even when raw content is not stored. That is what you see in the session list and on the Summary tab.

The description says what kind of request it was, not the actual words. Names, companies, numbers, identifiers, URLs, and verbatim excerpts are replaced with generic terms. For example: “The user is asking the assistant to draft an email to a colleague.”

What the summary is for

It keeps the session list useful under Never, and it is the record of the interaction when you choose not to keep the raw prompt.

What it does not include

It is written to drop specifics. It is not a copy of the prompt, and it is not covered by a customer-held encryption key. Those keys protect stored Context, not the Description.

How Long Data Is Kept

Data retention period controls how long session records live: the description, assessments, and any raw content you chose to keep. The default is Always. Produced reports follow the same period.

Setting	What happens
Always (default)	Records are kept until you delete them.
6 months, 12 months, 24 months, or 36 months	Records older than that window are deleted automatically.

Changing from Always to a bounded period starts a seven-day grace period, so a misclick does not wipe history immediately. Settings shows the next deletion date; change the period before that date to prevent it.

Storage mode and retention are independent: one decides whether raw content exists, the other decides how long the record lives.

Minimum Group Size

Minimum group size hides small groups so that the activity of a few people cannot be singled out. Set a number, and any workspace, department, or other group with fewer subjects than that is left out of the dashboard. This applies to every member, administrators included. The default is Off.

Choose Off, or a size of 3, 5, 10, 15, 20, 25, or 50.

When a minimum group size is set:

• Insights, Sessions, Assessments, Reports, and Data exports leave out activity from groups below the size. Organisation-wide totals leave it out too.
• Filters that narrow a view to fewer subjects than the size show Hidden to protect privacy in place of results. Widen the filters or the date range to see results again.
• The Workspaces view in Insights shows how many workspaces are hidden.
• Data exports created before you turn the setting on or raise it stop being available to download. Create a new export.

Size is counted in subjects, the distinct users or devices active in a group. Group size is measured over the last 90 days, so a group does not appear and disappear as you change the date range. Every change to the setting is recorded.

Configure It

1. Open organisation settings

   Go to Settings → General and find the Data & privacy section.

2. Choose when to store raw content

   Set Store trace data in sessions to Never, When flagged, or Always.

3. Choose how long to keep records

   Set Data retention period to Always, or to 6, 12, 24, or 36 months.

4. Hide small groups

   Set Minimum group size to Off, or to the smallest group you want shown.

What Is Recorded

Velatir keeps an internal record of account activity so there is a trail for reviews and support. That includes member invitations and role changes, organisation and workspace settings updates, agent configuration and instruction changes, and who was notified of a high-criticality finding.

This record is not a dashboard you can browse today. What you work from day to day is Sessions, Assessments, and data exports. Channel notifications do not have an approve/decline workflow. See Escalations.

Support Access

Velatir’s team has no access to your account by default. No one at Velatir can view your data, traces, or settings unless you grant access under Settings → Support, and revoking it takes effect immediately.

EU-Based Infrastructure

Velatir runs entirely on EU-based infrastructure. Your data stays within the European Union, which supports data residency and sovereignty requirements and aligns with GDPR. There are no data transfers to non-EU jurisdictions.

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Data storage & encryption

What is stored, and how it is protected.

Roles & permissions

Control who can see and change what.

Redaction

Strip sensitive content from pasted text, on the device, before it is sent.