Velyora Helper Terms

Your credential and your device

You are a helper: an account granted access to part of an organisation’s records by the account holder, who is the person holding the organisation’s own account. The records belong to the organisation, not to the provider and not to you.

Your passphrase is the only thing protecting the records you can open, which are the personal records of a congregation. There is no second factor: anyone who learns it can sign in as you and read everything you can read. Choose a passphrase you use nowhere else and never share it. If you believe anyone else knows it, tell the account holder and write to hello@velyora.app at once.

A recovery sheet is a working credential, not a hint: whoever holds one can sign in as you and read every record you can read. Store it as you would a key, never photograph it and never send it by email or messaging. If one is lost, taken, or you cannot account for it, change your passphrase at once and tell the account holder and hello@velyora.app.

Changing your passphrase invalidates, at once, every recovery sheet printed before the change; those sheets stop working from that moment. Print the fresh recovery sheet the software offers and destroy the old one.

On any device that is shared, borrowed, public or not yours alone, sign out explicitly before you leave it. Closing the tab or the window does not sign you out and does not clear the key that reads member records.

The security of the device you use is yours and the organisation’s responsibility, not the provider’s. Keep its operating system and browser up to date, keep it locked when unattended, do not install browser extensions you have not vetted on it, and do not use a device you do not control.

Confidentiality and what your access reaches

You must keep everything you read confidential, use it only for the organisation’s own purposes, and never disclose it to anyone outside the organisation. This continues after your access ends.

You see only part of the organisation’s records, and the software does not mark what is missing, so what you can open is not the full picture of a person or a gathering. Check before a gathering that you can open the records you will need, and say so if you cannot. Where a complete record or a complete set of figures is needed, the account holder must produce it.

Actions you must not take alone

Erasing a person is immediate and permanent. It also erases every attendee whose check-in that person recorded, including children. Nobody can undo it, including the provider. Erasure is the account holder’s decision. If you receive a request to erase someone, pass it to the account holder and do not carry it out yourself.

You must not use the service to record data about people whose data the organisation has no lawful basis to process, to send unsolicited messages, to probe or overload the service, to resell or share your access, or for any unlawful purpose. The provider may suspend an account, including yours, that it reasonably believes is being used in any of these ways; it will give notice where practicable and afterwards where it is not, and will restore the account if the belief proves to be wrong.

When your access ends

Your access depends on the organisation’s plan and on the account holder, and it can stop at any time with no warning to you, including during a gathering. Confirm that you can open what you need rather than relying on access you were given earlier.

Removing your access does nothing about what you have already read, because nothing in the service can revoke or claw back a copy that has already been made. When your access ends you must delete every export, screenshot, printout, note and copy of attendee data you hold, wherever you put it. If you leave in circumstances the organisation is investigating, you must answer its questions about what you copied and where it went.

Reviews

If you write a review of the product, it is the one piece of personal text in the service that is not encrypted. Your review is stored in readable form with your name, your role and your organisation’s name attached, and the provider can read it. A personal data breach would disclose the review itself, together with your name, your role and your organisation’s name, whether or not you ever published it. If you do publish it, publication cannot be fully undone: the provider will remove it from its own pages on request, but it cannot retrieve copies held elsewhere.

Publishing a review is a separate matter from using the service and is done only with your consent under Article 6(1)(a) and, because it publishes special category data, your explicit consent under Article 9(2)(a) of Regulation (EU) 2016/679. If you consent, the provider may publish the text you submit together with your name, your role and your organisation’s name on its public pages and in its promotional material. Because the organisation is a religious body, publishing your role in it makes your religious affiliation public. The consent covers only the text and rating you submit and those three attributes. It does not cover attendance data, member data, photographs, or any material you did not write. It is independent of your account and of any other consent you have given, and you may withdraw it at any time by writing to privacy@velyora.app, which stops further publication but does not undo publication already made.