Privacy Policy

Scope and contact

This policy describes the proposed information practices for the Vemio website and business platform. Contact info@vemio.org with privacy questions or requests. Vemio is the product name; the contracting operator’s legal identity must be verified before these draft policies are adopted.

For information a service business uploads or collects through its workspace, that business determines why the information is used. Vemio processes it to provide the configured service. If you are that business’s customer, contact the business first; we can help route a request to it.

Information we handle

• Account and business information: name, work email, company details, service area, phone number, branding, user roles and account identifiers.
• Customer and workflow information: contact details, service requests, addresses, lead notes, staff availability, appointments, jobs, support tickets and follow-up activity.
• Communications: call identifiers, timestamps, call outcomes, messages and, where configured and lawfully enabled, recordings, transcripts and conversation summaries.
• Billing information: selected plan, subscription state, invoices and payment-provider identifiers. Stripe processes payment-card details through its checkout; do not send card numbers to Vemio support or put them in CRM notes.
• Technical information: authentication events, request identifiers, device/browser details where captured, IP addresses in infrastructure logs and troubleshooting records.

Sources include you, authorized workspace members, callers and message senders, and providers involved in the requested workflow.

Why information is used

We use information to create and authenticate accounts, provide customer and scheduling workflows, operate configured communications, administer subscriptions, respond to support requests, investigate failures and misuse, and meet applicable obligations. We use inquiry details to respond to the inquiry. Service communications are separate from marketing permissions.

Providers and disclosures

Relevant data is disclosed to the providers needed for a configured feature: hosting, database/authentication, voice/AI, payments and email. The current integration inventory identifies Vercel, Supabase, Telnyx, Stripe and Resend; enabled AI models and other integrations must be checked for each deployment. See Security & Providers.

Authorized colleagues can access workspace information according to their assigned access. Information may also be disclosed when legally required, to investigate abuse or protect rights, or as part of a business transfer subject to applicable protections. The proposed Vemio policy prohibits selling customer information or sharing mobile numbers and messaging opt-in information with third parties for their own marketing. Provider processing to deliver the requested service is distinct from that marketing use. Contract and tracking verification remain launch checks.

AI, calls and recording

Configured AI services process conversation information to answer questions and perform supported actions. Outputs can be wrong and should be reviewed when important. This draft does not make a promise about third-party model-training practices that has not been verified in the relevant provider agreement.

The business using the assistant must give required notices and obtain applicable permission before recording or sending messages. Recording is optional and must remain disabled where the required consent and refusal workflow has not been verified. See the AI Calling & Messaging Policy.

Cookies, storage and tracking

Authentication cookies support secure sign-in and session continuity. Browser storage can retain a selected plan during signup. The changes in this branch do not introduce advertising trackers. Embedded widgets, analytics tags and provider behavior require a separate inventory before adoption of this policy.

Do Not Track handling has not been verified across the deployed providers, so this draft does not claim that the entire service responds to that signal. Where an applicable law requires honoring an opt-out preference signal, its handling must be configured and tested before the relevant processing is enabled.

Retention and deletion

Retention depends on why a record is needed: active account administration, the customer’s configured service, billing and tax records, security investigations, dispute resolution and legal obligations. Recordings, database records, technical logs and backups can have different provider retention settings. A single automatic deletion period has not been verified for all systems.

Ask for access, export or deletion at info@vemio.org. We verify the requester’s authority, identify the relevant systems and explain any retention exceptions. Deleting an active record may not immediately remove it from backups or legally retained records. Ending a subscription does not itself erase every record; request closure and deletion separately. Do not assume indefinite storage or rely on Vemio as your only backup.

Privacy requests and rights

Depending on applicable law, you may have rights to access, correct, delete or receive a copy of information, object to certain processing or withdraw a consent. Email info@vemio.org with the subject “Privacy request” and enough account information to locate the records. Do not include passwords, full payment-card details or sensitive records. An authorized agent may need to show authority.

We may verify identity and coordinate with the business controlling the workspace. Requests are handled within the timeframe required by applicable law, with any permitted exceptions explained. Contact us if you want a request reconsidered. This draft does not claim that every jurisdiction’s law applies or that Vemio meets a specific statutory threshold.

Locations, sensitive information and children

Service providers may process information outside your country. The actual hosting regions, provider terms and any required transfer safeguards need to be verified for your deployment; this draft makes no data-residency guarantee.

Vemio is a business service and is not intended for children under 18. Do not submit health records, payment-card information, government identifiers or other regulated sensitive information through ordinary calls, notes or support messages. A healthcare workflow requires a separate assessment and appropriate provider agreements; no HIPAA certification is claimed.

Changes and questions

The date above identifies this draft revision. Material changes to an adopted policy will be communicated through the service or account email as appropriate. Contact info@vemio.org for privacy, deletion or security questions.