Privacy Policy

Effective October 6, 2026 · Vectena LLC

Who we are

Vectena LLC ("Vectena", "we") is a Florida limited liability company that provides systems integration, marketing and AI assistant services to businesses. This policy explains what we collect through vectena.com and our own assistants, and how we handle information we process for our clients.

Information we collect

You give us: your name, business name, email, phone number and message when you use our contact form, email us, text us or call us.
Automatically: basic, cookieless usage statistics (pages viewed, device type, approximate region) through Cloudflare Web Analytics, plus standard security logs.
For our clients: when a business uses Vectena, its customers' messages, calls and contact details pass through that business's assistant. We process that information on the client's behalf and under the client's instructions; the client's own privacy policy governs it.
Payment cards: we do not collect or store payment card numbers. Where we connect payments for a client, card details go directly from the customer to the client's payment processor.

How we use it

To reply to you, provide and bill for our services, and keep them secure.
To improve our assistants for the client they serve. We do not use one client's data to train or improve another client's assistant, and we do not sell data to outside AI companies for training.
To meet legal obligations.

Connected social and Google accounts

If your business uses Vectena to publish to its social or Google accounts, a person with authority for that account connects it to Vectena's publishing console through the platform's own sign-in (Facebook and Instagram, LinkedIn, TikTok, Google Business Profile or YouTube). We then receive the account's or Page's name, ID and picture; an access token; the posts, comments and media we publish for you; and summary numbers such as reach, views and followers.

We use this only to publish the posts your business has approved, to confirm they went out, and to report results to your business. It is shown only to your business and to the Vectena staff who work on it, and it is kept on servers operated by Vectena in the United States. We do not sell it, use it for advertising, share it with other clients, or use it to train or improve any AI model.

LinkedIn member data is never used for sales, recruiting, advertising or building audiences, is not exported or combined with other data, and is kept no longer than LinkedIn allows.

Information we receive from Google APIs is used and transferred in accordance with the Google API Services User Data Policy, including the Limited Use requirements. Our YouTube features use YouTube API Services: by using them you agree to the YouTube Terms of Service, and Google's Privacy Policy is at google.com/policies/privacy.

Where your information is processed

Client assistants run on AI hardware operated by Vectena in Florida, or on cloud servers in the United States that we manage or that the client owns. Encrypted backups are stored with an off-site provider. If our primary system is unavailable, a backup AI provider may process messages temporarily under contract. The demo chat on vectena.com is answered by Cloudflare's Workers AI service, which processes each message to produce the reply. Vectena keeps each chat conversation for up to 90 days, to follow up on questions and to improve the assistant, then deletes it; we store a scrambled form of your IP address, not the address itself. If you leave an email address or phone number in the chat, it is sent to our team so a person can reply. Please don't enter private details there.

Who we share it with

We do not sell or rent personal information. We share it only with service providers that help us run Vectena, under contracts that limit their use: hosting and network security (Cloudflare), email (Google Workspace), invoicing and payments (Wave), telephone and text messaging (our phone carrier), encrypted backup storage, and a backup AI provider. We may also disclose information when the law requires it or to protect rights and safety.

Text messaging: no mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Text-messaging opt-in data and consent are not shared with any third party.

When your business has asked us to publish for it, we send its approved posts and media to the platforms it chose (such as Meta, LinkedIn, TikTok and Google), under each platform's own terms and privacy policy.

Cookies

vectena.com does not use advertising or tracking cookies. Our analytics are cookieless. Your browser's "Do Not Track" setting doesn't change anything because we don't track you across sites.

How long we keep it

Contact requests: up to 24 months. Client records: for the length of the engagement plus the period required for tax and legal purposes. Assistant transcripts: 90 days unless a client's contract sets a different period. Then we delete or anonymize them.

Security and breach notice

We use reasonable security measures, including encryption, access controls, two-factor authentication and separated client data. If a breach affects your personal information, we will notify you and the authorities as required by law, including Florida's Information Protection Act (Fla. Stat. §501.171) and any other state law that applies. Where the information belongs to a client's customers, we notify the client without delay so it can meet its own duties.

Your choices

You can ask to see, correct or delete personal information we hold about you, or stop messages from us, by emailing [email protected]. Reply STOP to any text to opt out of texts. If you are a client's customer, we will pass your request to that business and help them respond.

You can disconnect Vectena from a connected account at any time: on Facebook, Settings → Business Integrations; on LinkedIn, Settings → Data privacy → Permitted services; on TikTok, Settings → Security and permissions → Apps and services; on Google, at myaccount.google.com/connections. When an account is disconnected, or when you ask us, we delete its access token at once and the data we stored from it within 30 days, except records the law requires us to keep. See Delete your data.

Children

Our services are for businesses. We do not knowingly collect information from children under 13.

Changes and contact

We'll post changes here with a new effective date. Questions: [email protected] or (786) 664-2226. Our postal address is available on request.