Privacy Policy

1. Who we are

Vectros Automation ("Vectros," "we," "us," or "our") provides an automation platform that helps home service and similar businesses respond to missed calls, hold AI-assisted text conversations, and book appointments. This Privacy Policy explains what information we collect, how we use it, and the choices you have. It applies to our website and the Vectros Service.

2. Information we collect

We collect the following categories of information:

• —Account information: your name, business name, email address, and login credentials.
• —Business configuration: details you provide so the AI can represent your business — such as your services offered and excluded, pricing approach, business hours, notification phone number, and review link.
• —Billing information: your subscription plan and billing status. Card payments are processed by our payment processor; we receive limited billing metadata (such as a customer identifier and subscription status) and do not store full card numbers.
• —Customer conversation data: when the Service operates on your behalf, it processes the phone numbers, message content, and related details of the people who contact your business, in order to reply, qualify, and schedule.
• —Calendar data: if you connect a calendar, we access availability and event details needed to check open times and create appointments.
• —Usage and technical data: log data, device/browser information, IP address, and activity within the portal, used for security and to operate the Service.

3. How we use information

• —To provide, operate, and maintain the Service, including sending texts on your behalf and booking appointments.
• —To authenticate you, manage your account, and process subscriptions and billing.
• —To generate AI-assisted responses tailored to your business configuration.
• —To send service-related notifications (such as alerts to your notification phone and appointment reminders to your customers).
• —To monitor, secure, troubleshoot, and improve the Service.
• —To comply with legal obligations and enforce our Terms.

4. Roles and your responsibilities

For data about your own account, we act as the data controller. For the customer conversation data we process when running automations on your behalf, you are the controller and we act as your processor/service provider — you are responsible for having a lawful basis and any required consent to message your customers. See our Terms for more on your messaging responsibilities.

Business customers who require a Data Processing Addendum (DPA) governing our processing of end-customer personal data on their behalf can request one by contacting support@vectrosautomation.com; where a signed DPA is in place, its terms govern that processing.

5. Service providers and sharing

We do not sell your personal information. We share information only with service providers that help us run the Service, under contracts that require them to protect it. These include providers for:

• —Cloud hosting and database storage.
• —Payment processing (subscription billing).
• —Telephony and SMS delivery.
• —Calendar integration (to read availability and create events).
• —Artificial-intelligence processing (to generate and interpret messages).

We may also disclose information if required by law, to protect our rights or the safety of others, or in connection with a business transfer such as a merger or acquisition.

6. Google user data (Limited Use)

When you connect Google Calendar, we request only the calendar scopes needed to check your availability and to create, update, or cancel appointment events on your behalf. The terms in this section govern our handling of Google user data and take precedence over the more general descriptions elsewhere in this policy.

How we use it: we use Google Calendar data solely to provide and improve the user-facing calendar features you enable — reading your busy/free times so the AI can offer open slots, and creating, updating, or cancelling the appointment events you and your customers schedule. We do not use Google user data for any other purpose.

How we share it: we share Google user data only with the sub-processors strictly necessary to operate these features (such as our cloud hosting and, where scheduling assistance is involved, our AI processing provider), under contracts that require them to protect it and use it only to deliver the Service. Our AI provider does not use this data to train or improve its models.

What we do not do: we do not sell Google user data; we do not use or transfer it for advertising of any kind (including personalized, targeted, or retargeted advertising); and we do not use it to train, develop, or improve generalized or third-party artificial-intelligence or machine-learning models. We do not transfer Google user data to others except as necessary to provide the Service, to comply with applicable law, or with your consent.

Storage and removal: we securely store the authorization tokens needed to maintain your connection and retain calendar-derived data only as long as needed to provide the features. You can disconnect Google access at any time from the portal or your Google Account security settings, which revokes our access.

Our use of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.

7. Data retention

We retain information for as long as your account is active and as needed to provide the Service. When you delete your account, we remove your business configuration from the active Service and disconnect your integrations. We may retain limited records for a reasonable period where necessary for legal, accounting, fraud-prevention, dispute-resolution, or backup purposes, after which they are deleted or anonymized.

8. Data security

We use technical and organizational measures designed to protect information, including encryption in transit, access controls, and restricted handling of credentials and secrets. No method of transmission or storage is completely secure, so we cannot guarantee absolute security, but we work to protect your data and to respond promptly to any incident.

9. Your rights and choices

Depending on where you live, you may have rights to access, correct, delete, or restrict the processing of your personal information, to data portability, and to object to certain processing. You can update much of your information in the portal, delete your account, or contact us to exercise your rights. Individuals who receive messages can opt out of further texts at any time (for example, by replying STOP).

10. Cookies

We use strictly necessary cookies and similar technologies to keep you signed in and to operate the Service securely. If we add analytics or non-essential cookies in the future, we will update this policy and provide any required controls.

11. International data transfers

We and our service providers may process information in countries other than yours. Where we transfer personal information across borders, we take steps to ensure it receives an adequate level of protection as required by applicable law.

12. Children

The Service is intended for businesses and is not directed to children. We do not knowingly collect personal information from children. If you believe a child has provided us information, contact us and we will take appropriate steps to delete it.

13. Changes to this policy

We may update this Privacy Policy from time to time. If we make material changes, we will take reasonable steps to notify you. The "Last updated" date above indicates when this policy was last revised.

14. SMS and mobile messaging data

When the Service sends or receives SMS on a business's behalf, we process the mobile phone numbers and message content of the consumers who contact that business. We use this information solely to deliver the messaging the consumer initiated — to reply to their enquiry, qualify it, and schedule or confirm appointments — and for related service operation, security, and legal compliance.

We do not sell mobile phone numbers or SMS consent. Mobile information obtained through SMS is not shared with third parties or affiliates for their own marketing or promotional purposes. It is shared only with the service providers needed to deliver the messages (such as our telephony/SMS and AI providers), under contracts that require them to protect it. Consumers can opt out of further messages at any time by replying STOP, and can reply HELP for assistance.

15. Contact

For privacy questions or requests, contact us at support@vectrosautomation.com.