Privacy Policy

Depending on how you interact with our Services, we may collect the following categories of information.

When creating an account, purchasing a subscription, contacting us, or using our Services, you may provide:

• Name
• Email address
• Company or organization name
• Job title or role
• Account and authentication information
• Billing and subscription information
• Customer support communications
• Information contained in communications with us
• Files, documents, records, and other business data submitted to the Services
• Other information you voluntarily provide

Payment card information is processed by our payment provider, Paddle, as described below.

Depending on the Service, we may collect and maintain:

• Account ID
• Organization information
• User roles and permissions
• Subscription status
• Authentication information
• Product configuration and preferences
• Account activity

When you access our website or Services, we may automatically collect certain technical and usage information, including:

• IP address
• Browser type and version
• Operating system
• Device information
• Time zone
• Language preferences
• Pages or screens visited
• Features used
• Session activity
• Error logs
• Diagnostic information
• Performance and security information

We use this information to operate, secure, maintain, and improve our Services.

We may use information we collect to:

• Provide, operate, and maintain the Services;
• Create and manage accounts;
• Authenticate users;
• Process subscriptions and payments;
• Deliver requested features and functionality;
• Process and respond to customer support requests;
• Communicate important service, security, account, or billing information;
• Improve existing products and services;
• Develop new products, features, and functionality;
• Monitor performance and reliability;
• Detect, prevent, and investigate fraud, abuse, and security incidents;
• Protect our Services, users, and business;
• Comply with applicable laws and legal obligations; and
• Perform other purposes disclosed at the time information is collected.

We do not sell personal information.

Where applicable law requires a legal basis for processing personal information, we may process information based on one or more of the following:

• Performance of a contract with you or your organization;
• Compliance with legal obligations;
• Our legitimate business interests, including operating, securing, improving, and protecting our Services;
• Your consent, where consent is required; or
• Other lawful bases permitted under applicable law.

Where processing is based on consent, you may withdraw your consent where permitted by applicable law.

We may use trusted third-party service providers to operate and support our Services.

These providers may include services for:

• Cloud hosting and infrastructure;
• Authentication and identity management;
• Payment processing;
• AI and machine-learning functionality;
• Analytics;
• Customer support;
• Error and application monitoring;
• Email delivery;
• Security and fraud prevention;
• Data storage;
• Communication services; and
• Other infrastructure or business operations.

Third-party providers may process information only as necessary to provide their services to us, provide requested functionality, comply with applicable law, or otherwise as permitted by their applicable agreements.

Payments for Vectoxis AI subscriptions are processed by Paddle, our Merchant of Record and authorized online reseller.

Paddle may process payment information, transaction information, billing information, applicable taxes, invoices, receipts, fraud-prevention information, and other information necessary to process transactions.

Vectoxis AI does not store complete payment card information.

Payment processing and related information handling are subject to Paddle's applicable privacy practices and policies.

Our Services may allow customers to upload, submit, import, store, or otherwise process business information, documents, records, communications, and other data (“Customer Data”).

Customers generally retain ownership of their Customer Data.

Vectoxis AI processes Customer Data primarily to provide and operate the Services requested by the customer, including providing AI-powered functionality, automation, analytics, integrations, and other product features.

Customers are responsible for ensuring that they have the necessary rights, permissions, and lawful basis to submit Customer Data to the Services.

Additional terms governing Customer Data may be included in our Terms of Service or applicable customer agreements.

We may disclose information to:

• Service providers that support our operations and Services;
• Payment providers and financial service providers;
• Infrastructure and technology providers;
• Professional advisers, such as legal, accounting, or financial advisers;
• Government authorities or law enforcement where required by law;
• Parties involved in a merger, acquisition, financing, restructuring, or sale of assets;
• Other parties where necessary to protect the rights, property, security, or safety of Vectoxis AI, our customers, users, or others; or
• Third parties with your consent or at your direction.

We do not sell or rent personal information to third parties.

We implement reasonable administrative, technical, and organizational safeguards designed to protect information against unauthorized access, use, disclosure, alteration, or destruction.

Security measures may include access controls, authentication mechanisms, monitoring, encryption where appropriate, and other technical and organizational safeguards.

However, no method of transmission over the Internet or electronic storage is completely secure. Accordingly, we cannot guarantee absolute security.

Depending on your location and the infrastructure used to provide our Services, information may be processed or stored in countries outside your country or jurisdiction.

Where applicable law requires safeguards for international transfers, we take reasonable and appropriate measures intended to protect personal information in accordance with applicable legal requirements.

Depending on your location and applicable law, you may have rights regarding your personal information, including the right to:

• Access personal information we hold about you;
• Request correction of inaccurate or incomplete information;
• Request deletion of personal information;
• Object to certain processing;
• Request restriction of processing;
• Request portability of certain information;
• Withdraw consent where processing is based on consent; and
• Exercise other rights provided by applicable law.

These rights may be subject to legal exceptions and limitations.

To exercise a privacy right, please contact us using the information in Section 16.

We may need to verify your identity before completing certain requests.

Certain Vectoxis AI Services, including Solqevra, allow users to connect a Google account and authorize access to Google Workspace APIs, including Gmail, in order to provide user-requested accounts-receivable and collections functionality.

Google Workspace API access is optional and occurs only after the user explicitly authorizes the applicable Google account through Google's OAuth authorization process.

When a user connects Gmail to Solqevra, Solqevra may access, receive, process, and store Google Workspace data that is necessary to provide the requested functionality, including, where applicable:

• Email message content and conversation or thread content
• Email subject lines
• Sender and recipient information
• Message and thread identifiers
• Message metadata
• Gmail labels and label identifiers
• Collection-related customer replies
• Information derived from collection-related communications, such as payment commitments, promised payment dates or amounts, disputes, payment confirmations, information requests, communication intent, extracted invoice references, and collection workflow status.

Solqevra uses this information only as necessary to provide and operate user-facing accounts-receivable and collections functionality requested or authorized by the customer, including:

• Sending collection communications and authorized or approved follow-ups through the user's connected Gmail account
• Synchronizing and displaying collection-related customer communications
• Maintaining relevant conversation and thread context
• Identifying and classifying collection-related customer responses
• Detecting payment promises, disputes, payment confirmations, information requests, and similar collection signals
• Extracting relevant collection information such as promised payment dates, payment amounts, invoice references, or dispute information
• Supporting collection workflows, reminders, approvals, escalations, and next-action recommendations
• Generating collection-related drafts, recommendations, or other user-facing AI-assisted outputs
• Applying and maintaining the Solqevra Gmail label on relevant collection-related conversations

Solqevra uses artificial intelligence and machine-learning technologies to process certain Google Workspace-derived information solely to provide user-facing functionality requested by the customer. Such functionality may include classifying customer replies, extracting collection-related information, identifying payment commitments or disputes, producing collection-related recommendations, and generating communication drafts.

Solqevra currently uses the OpenAI API Platform as a third-party artificial intelligence service provider for certain AI inference functionality.

Where necessary to provide these features, Solqevra may transmit limited Google Workspace-derived information to OpenAI, including, depending on the applicable workflow:

• Collection-related email subject lines
• Plain-text message content
• Sender information
• Relevant collection and invoice context
• Derived collection signals such as communication intent, summaries, payment commitments, promised dates or amounts, dispute reasons, payment references, or invoice references

This information is transmitted to OpenAI solely for inference needed to provide Solqevra's user-facing functionality

Vectoxis AI does not use Google Workspace API user data, including raw, aggregated, anonymized, or derived data, to create, train, fine-tune, evaluate, or improve generalized or foundational artificial intelligence or machine-learning models.

Vectoxis AI does not operate a training, fine-tuning, or generalized-model-development pipeline using Google Workspace API user data.

Vectoxis AI has configured its OpenAI API environment so that voluntary sharing of API inputs and outputs, model feedback, and evaluation or fine-tuning data with OpenAI for model improvement is disabled.

Vectoxis AI does not authorize OpenAI or any other third-party AI service provider acting on its behalf to use Google Workspace API user data to create, train, fine-tune, or improve generalized or foundational AI/ML models.

If Vectoxis AI changes or adds an AI service provider that processes Google Workspace API user data, Vectoxis AI will require that such processing comply with applicable Google policies, contractual obligations, and the Limited Use requirements described below.

Vectoxis AI's use and transfer of information received from Google Workspace APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

Google Workspace API user data is used only as necessary to provide, operate, maintain, or secure the specific user-facing Solqevra functionality requested or authorized by the user.

Vectoxis AI does not:

• Sell, rent, or otherwise provide Google Workspace API user data to data brokers or information resellers
• Use or transfer Google Workspace API user data for advertising, retargeting, personalized advertising, interest-based advertising, or advertising-related profiling
• Use Google Workspace API user data for unrelated marketing purposes
• Use or transfer Google Workspace API user data to determine creditworthiness or make lending decisions
• Use Google Workspace API user data to create, train, fine-tune, or improve generalized or foundational artificial intelligence or machine-learning models
• Transfer Google Workspace API user data to third parties for the purpose of creating, training, fine-tuning, or improving generalized or foundational artificial intelligence or machine-learning models
• Use Google Workspace API user data for purposes materially unrelated to the user-facing functionality for which access was authorized

Solqevra's collection prioritization, payment-promise detection, dispute handling, workflow recommendations, and other accounts-receivable functionality are operational collection features and are not used to determine eligibility for credit or lending.

Users may disconnect their Google integration through applicable Solqevra mailbox or integration controls, where available, or revoke Solqevra's authorization through their Google Account permissions.

After authorization is revoked or the integration is disconnected, Solqevra will no longer use the revoked authorization to obtain new Google Workspace API data.

Revoking authorization does not necessarily cause information already lawfully processed or stored by Solqevra to be deleted immediately. Previously processed information will be retained or deleted in accordance with this Privacy Policy, applicable contractual requirements, legal obligations, and the retention requirements applicable to the customer's account.

Users may also request deletion of applicable personal information or account data as described in Section 13 — Account and Data Deletion.