VECTOR WIZARDS LLC Privacy Policy

Effective as of December 18, 2024 | Last Updated: December 18, 2024

1. About this Policy

This Privacy Policy outlines how VECTOR WIZARDS LLC ("we," "our," "us") and its global subsidiaries process your personal data in connection with your use of our AI-powered communication platform (Convocore), including chatbot services, voice AI services, conversation analytics, and all related applications, websites, APIs, and features (collectively, the "Services" or "Convocore Service").

All subsidiaries of VECTOR WIZARDS LLC are required to fully comply with the terms and obligations set forth in this Privacy Policy. Each subsidiary operates as a distinct entity, and any disputes, claims, or issues related to the processing of personal data or service usage must be addressed directly with the local subsidiary or the specific provider of the service in your region.

This Policy applies to:

All uses of the Convocore Service, whether free or paid.
The personalization of your user experience.
The infrastructure required to provide our services, including any connections of your account with third-party applications.
The integration of third-party services, including Google Calendar, CRM systems, and email services, to enhance functionality.

From time to time, we may introduce new or additional services, which will also be subject to this Policy unless stated otherwise.

This Policy does not:

Apply to any services not covered by VECTOR WIZARDS LLC's Terms of Use.
Govern external services or third-party tools that have their own privacy policies.

2. Your Personal Data Rights and Controls

As a user, you are granted specific rights over your personal data under various privacy laws, including the General Data Protection Regulation (GDPR). These rights include:

Be Informed: Know how we process your personal data.
Access: Request access to your personal data.
Rectification: Request that we amend or update inaccurate or incomplete personal data.
Erasure: Request deletion of your personal data under certain circumstances.
Restriction: Request that we temporarily or permanently stop processing your personal data.
Object: Object to our processing of your personal data, including for tailored advertising.
Data Portability: Request that we transfer your personal data to another service provider.
Not Subject to Automated Decisions: Ensure significant decisions are not made solely based on automated processes.

To exercise these rights, you can adjust your settings within the Convocore Service, use our GDPR self-service portal, or contact us directly at moe@vectorwizards.com or moe@convocore.app.

3. Categories of Data Subjects

We process personal data relating to the following categories of individuals:

Account Holders: Businesses and individuals who register for and use the Convocore platform to deploy AI chatbots and voice agents.
Team Members: Employees, contractors, or representatives of Account Holders who are granted access to manage the Convocore platform.
End-Users: Individuals who interact with AI chatbots or voice agents deployed by our Account Holders on their websites, applications, or phone systems.
Website Visitors: Individuals who visit websites where Convocore chatbots are deployed and engage in conversations.
Callers: Individuals who call phone numbers connected to Convocore voice AI agents.
Prospects and Leads: Potential customers who engage with Account Holders' AI-powered communication tools.

4. Types of Personal Data We Collect

We collect the following types of personal data depending on your use of the Convocore Service:

4.1 Account Data (for Account Holders and Team Members)

Full name and business name
Email address
Phone number
Password (encrypted)
Billing and payment information
Account preferences and settings
Company information and business details

4.2 Conversation Data (from End-Users)

Data voluntarily provided by end-users during conversations with AI agents:

Names (if provided)
Email addresses (if provided)
Phone numbers (if provided or for voice calls)
Chat messages and conversation content
Voice recordings and audio transcriptions (for voice AI)
Any other information shared during conversations

4.3 Technical and Usage Data

IP addresses
Browser type and version
Device type and operating system
Conversation timestamps and session identifiers
Page URLs where chatbot was accessed
Geolocation data (country/region level, derived from IP)
Usage patterns and feature interactions

4.4 Integration Data

When Account Holders connect third-party services:

Calendar Data: Event titles, dates, times, attendees, and descriptions (for scheduling integrations)
CRM Data: Contact information and interaction history (as authorized)
Email Metadata: Send/receive times, recipients (for email integrations)

We may collect data directly from you, through your device, or from third parties you connect with the Convocore Service.

5. Nature and Purpose of Data Processing

We process your personal data for the following purposes:

Service Provision: To deliver the Convocore Service, enable AI chatbots and voice agents to function, maintain your account, and ensure the service operates properly.
Conversation Delivery: To process and respond to messages and voice inputs from end-users through AI-powered agents.
Conversation History: To maintain context within ongoing conversations so end-users don't need to repeat information.
Analytics and Reporting: To provide Account Holders with insights into chatbot/voice agent performance, conversation volumes, and user engagement.
Integration Fulfillment: To execute actions in connected third-party systems (e.g., booking appointments, creating CRM records, sending emails).
Personalization: To improve your experience by providing personalized features and settings.
Security: To protect against unauthorized access, fraud, and misuse of the service.
Technical Support: To diagnose and resolve technical issues.
Marketing: With your consent, we may send you tailored marketing and promotional content.

5.1 Google Workspace APIs and AI/ML Model Training

We explicitly affirm that data obtained through Google Workspace APIs (including Google Calendar data) is NOT used to develop, improve, or train generalized Artificial Intelligence (AI) and/or Machine Learning (ML) models.Any data accessed through Google Workspace APIs is used solely for the purpose of providing the specific functionality described in this Privacy Policy, such as scheduling and availability features within the Convocore Service.

Our legal basis for processing your data includes:

Performance of a contract: When necessary to fulfill our agreement with you.
Legitimate interest: When processing is in our legitimate interest, provided it doesn't override your rights.
Consent: When you actively agree to the processing of your data.
Legal obligations: When necessary to comply with applicable laws.

6. Sharing Your Personal Data

We share your personal data only when necessary for providing the Convocore Service or when required by law:

Service Providers and Sub-processors: We share data with vendors who provide AI/ML services, infrastructure, customer support, and security services. See our Data Processing Agreement for a complete list of sub-processors.
Account Holders: End-user conversation data is shared with the Account Holder who deployed the AI agent you interacted with.
Integrated Services: When Account Holders configure integrations, relevant data is shared with those third-party services (e.g., CRM, calendar).
Legal Authorities: In compliance with applicable law or in response to valid legal requests.

7. Data Retention

We retain your personal data only as long as necessary:

Conversation Data: Chat logs and call recordings are automatically deleted after 90 days (3 months) from the conversation date.
Analytics Data: Aggregated, non-personally identifiable analytics may be retained for up to 12 months.
Account Data: Retained for the duration of your service agreement plus 30 days for data export purposes.
Inactive Accounts: Accounts inactive for more than 12 monthswill be notified and subsequently deleted if no action is taken.

You may request the deletion of your personal data at any time using our GDPR portal, although we may retain certain information for legal or operational reasons.

8. Transfer to Other Countries

We may transfer your personal data to countries outside your home jurisdiction to operate and provide the Convocore Service.

For EU Customers: Our EU region server is located in Frankfurt, Germany (operated by Hetzner Online GmbH), ensuring primary data processing within the EU. Where transfers outside the EU are necessary (e.g., to AI service providers), we ensure appropriate safeguards including:

EU-U.S. Data Privacy Framework (for certified US companies)
Standard Contractual Clauses (SCCs) adopted by the European Commission
Supplementary technical and organizational measures

9. Keeping Your Personal Data Safe

We are committed to safeguarding your personal data and implement various security measures, including:

Encryption in transit (TLS 1.2+) and at rest (AES-256)
Role-based access controls and multi-factor authentication
Regular security assessments and penetration testing
Secure data centers with physical access controls
Employee security training and background checks

To protect your account, you should:

Use a strong, unique password.
Enable two-factor authentication when available.
Never share your password with others.
Log out after using shared devices.

10. Children

The Convocore Service is not intended for users under the age of 13, and we do not knowingly collect data from children. If we become aware that a child has provided personal data, we will take steps to delete it promptly.

Parents or guardians who believe their child has provided personal data without consent should contact us immediately.

11. Changes to this Policy

We may update this Privacy Policy from time to time. Any material changes will be communicated via email or notifications within the Convocore Service. Continued use of the service after such updates indicates your acceptance of the revised policy.

12. Google API Limited Use Disclosure

VECTOR WIZARDS LLC's use of information received from Google APIs adheres to Google API Services User Data Policy, including the Limited Use requirements. Specifically:

We only request access to Google user data that is necessary for our application to provide its core functionality
We do not use Google user data for developing, improving, or training generalized AI and/or ML models
We do not allow humans to read Google user data unless we have the user's affirmative agreement for specific messages, it's necessary for security purposes, or it's required for compliance with applicable law
We do not transfer Google user data to third parties unless necessary to provide our service, for legal compliance, or with user consent
Our AI/ML processing of Google user data is limited to providing the specific functionality requested by the user within our application

13. Data Processing Agreement

For detailed information about our data processing practices as required by Article 28 GDPR, including subject matter, duration, nature, purpose, types of personal data, and categories of data subjects, please refer to our comprehensive Data Processing Agreement (DPA).

14. How to Contact Us

For any questions, concerns, or requests regarding this Privacy Policy, you can contact us at:
Email: moe@vectorwizards.com or moe@convocore.app
Address: VECTOR WIZARDS LLC, 131 Continental Drive, Delaware 19713

VECTOR WIZARDS LLC is the data controller responsible for your personal data when you use the Convocore Service directly. When you interact with AI agents deployed by our Account Holders (customers), VECTOR WIZARDS LLC acts as a data processor on behalf of the Account Holder (who is the data controller).