Privacy Policy

1. Introduction

Vexoloop ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website at vexoloop.com, use our AI consultation services, or engage with our automation solutions. By accessing or using our services, you agree to the terms of this Privacy Policy.

2. Information We Collect

We collect information in the following ways:

2.1 Information You Provide Directly

• Contact information (name, email address, phone number, company name)
• Business information shared during AI consultations (industry, technology stack, operational challenges, goals)
• Voice recordings and transcripts from AI consultation sessions
• Messages submitted through our contact form
• Any other information you voluntarily provide to us

2.2 Information Collected Automatically

• Device information (browser type, operating system, device identifiers)
• Usage data (pages visited, time spent, interaction patterns)
• IP address and approximate geographic location
• Cookies and similar tracking technologies

2.3 Information from Third Parties

We may receive information about you from third-party services you use to authenticate (such as OAuth providers), business partners, or publicly available sources.

3. How We Use Your Information

We use the information we collect to:

• Provide, operate, and improve our AI consultation and automation services
• Generate personalized automation plans and business recommendations
• Communicate with you about our services, including sending consultation reports and follow-up communications
• Respond to your inquiries and provide customer support
• Analyze usage patterns to improve our website and service quality
• Comply with legal obligations and enforce our terms of service
• Protect against fraudulent, unauthorized, or illegal activity

4. AI Consultation Data

When you participate in an AI consultation through our voice-based system, please be aware of the following:

• Voice conversations are processed in real time using OpenAI's Realtime API and are not permanently stored as audio recordings on our servers
• Transcripts of conversations are generated and stored to produce your automation plan and report
• Business information extracted during the conversation (company name, technology stack, challenges, goals) is stored to personalize your report
• Generated reports are accessible via time-limited links that expire after 10 days for client access; permanent administrative links are maintained for our internal use
• Consultation data may be used in aggregate, anonymized form to improve our AI models and service quality

5. Email Communications

Following a consultation, we may send you an email containing your conversation transcript, report links, and business recommendations. These emails are sent via SendGrid, a third-party email delivery service. By engaging in a consultation, you consent to receiving these follow-up communications. You may opt out of future marketing communications at any time by contacting us directly.

6. Data Sharing and Disclosure

We do not sell your personal information. We may share your information with:

• Service providers: Third-party vendors who assist in operating our services (e.g., OpenAI for AI processing, SendGrid for email delivery, cloud hosting providers)
• Business partners: When necessary to deliver automation solutions that integrate with third-party platforms you use
• Legal requirements: When required by law, regulation, legal process, or governmental request
• Business transfers: In connection with a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction

7. Data Security

We implement appropriate technical and organizational measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. These measures include encryption in transit (TLS/SSL), secure authentication mechanisms, and access controls. However, no method of transmission over the internet or electronic storage is completely secure, and we cannot guarantee absolute security.

8. Data Retention

We retain your personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law. Consultation transcripts and reports are retained to provide ongoing service and support. You may request deletion of your data by contacting us at the address below.

9. Cookies and Tracking Technologies

We use cookies and similar technologies to maintain session state, authenticate users, and analyze site usage. Essential cookies are required for the operation of our services. Analytics cookies help us understand how visitors interact with our website. You can control cookie preferences through your browser settings, though disabling certain cookies may affect site functionality.

10. Your Rights

Depending on your jurisdiction, you may have the right to:

• Access the personal information we hold about you
• Request correction of inaccurate or incomplete data
• Request deletion of your personal information
• Object to or restrict certain processing of your data
• Request portability of your data in a structured, machine-readable format
• Withdraw consent where processing is based on consent

To exercise any of these rights, please contact us using the information provided below. We will respond to your request within 30 days.

11. California Privacy Rights (CCPA)

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA), including the right to know what personal information we collect, the right to delete your personal information, and the right to opt out of the sale of your personal information. We do not sell personal information. To exercise your CCPA rights, please contact us using the information below.

12. Children's Privacy

Our services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have collected personal information from a child under 18, we will take steps to delete such information promptly.

13. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable law. We will notify you of any material changes by posting the updated policy on our website with a revised "Last updated" date. Your continued use of our services after any changes constitutes acceptance of the updated policy.

14. Contact Us

If you have any questions or concerns about this Privacy Policy or our data practices, please contact us at: