Privacy Policy
Who we are
Vectena LLC ("Vectena", "we") is a Florida limited liability company that sets up and runs AI assistants for 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.
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.
Where your information is processed
Our assistants run on AI hardware operated by Vectena in Florida, or on cloud servers in the United States that we manage. 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.
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.
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 New Mexico's Data Breach Notification Act.
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.
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) 885-7434. Mail: Vectena LLC, 7901 4th St N, Ste 300, St. Petersburg, FL 33702.