Privacy Policy

1. Who This Policy Covers

VMP Agency is primarily a business-to-business service. We handle data for our clients (the businesses who hire us) and our clients' end-users (their leads, customers, members, audience, or anyone who appears in or interacts with our work). For information collected from a client's end-users, the client is the data controller and VMP Agency acts as a service provider / processor. Our handling is governed by our service agreement with the client, and a Data Processing Agreement is available on request.

2. Information We Collect

We collect different information depending on the relationship:

• From clients: business contact info, content and materials used to do the work, CRM data in connected accounts, and access to the accounts and integrations the client connects.
• From end-users through our AI: name, email, phone, conversation content, appointment details, and anything else the client configures the assistant to request.
• Insights Platform: we read business and member data from the client's booking or business system (member names, visit and booking history, payment status such as whether a payment is current, failed, or overdue, and contact details a report needs). We use this primarily on a read-only basis; the only data we write back is notes or annotations that authorized client staff add through the platform, and only where the client's system allows it. We do not store or process payment-card numbers for this service.
• Media and social: photos and video that contain real people's likenesses and brand assets the client provides, and access to the client's social accounts and audience data; the client is responsible for obtaining required releases or consents.
• Payments: we do not store full payment-card details; processing is handled by the payment provider.
• Automatic website data: IP, browser/device, pages visited, approximate location.

3. How We Use Information

To set up and operate the services a client hires us for, respond to end-users, run scheduling and automation, produce reports and action lists, create and manage content, provide support, improve the specific setup we built, and meet legal, tax, and accounting obligations.

4. AI Behavior and Human Review

• AI outputs are automated and may be inaccurate, incomplete, or inappropriate; clients are responsible for reviewing high-stakes content.
• We review transcripts on a limited basis for support and quality, never for marketing.
• Consent is the client's responsibility, including the legal right and any required prior consent to contact recipients through automated calls and texts.

5. Cookies, Pixels, and Tracking

We and our advertising and analytics partners use cookies, pixels, and similar technologies to understand traffic, improve our sites, and measure and target advertising. These include Google Analytics and the Meta Pixel, and we may add other advertising or analytics technologies over time. They may collect data such as your IP address, device and browser type, pages viewed, and interaction signals. You can manage your choices through your browser settings and the opt-out in Section 12.

6. Training and Model Improvement

We do not use your data to train public or general AI models. We use third-party AI providers (such as Anthropic, OpenAI, or Google) through APIs, which by default do not train on API data and may retain it briefly for safety and abuse monitoring. We may use transcripts to improve a client's own setup; a client may limit this to support-only in writing.

7. Where Information Is Stored

AI receptionist data primarily in the client's GoHighLevel account; the Insights Platform and custom builds in our own infrastructure (such as Supabase and Vercel) with tenant isolation; media and social work in connected accounts and delivery tools; and AI providers during processing. We use industry-standard safeguards including encryption in transit and access controls.

8. How We Share Information

We do not sell personal information. We share only as needed with categories of providers:

• Hosting (Supabase, Vercel)
• CRM, messaging, and telephony (GoHighLevel / LeadConnector)
• AI providers (Anthropic, OpenAI, Google)
• Payments (Stripe)
• Email
• Advertising and analytics (Google, Meta)
• Social and content tools
• Any platform a client connects
• As required by law or to protect rights and safety

9. Call Recording

We record sales, onboarding, training, and support calls for quality, training, documentation, and record-keeping. Some states we operate in require all parties to consent, so by continuing on a recorded call you consent to being recorded; we disclose recording at the start where required. If you do not wish to be recorded, tell us before the call begins.

10. Data Retention and Deletion

Data in a client's own systems follows that platform's settings and the client's choices. Data in our own infrastructure is kept while the service is active and deleted or archived within a reasonable period after the engagement ends; delivered media files are kept 30 days after delivery unless otherwise agreed. We honor deletion requests subject to legal and record-keeping obligations.

11. Data Protection and Breach Notification

We maintain reasonable administrative, technical, and physical safeguards. If we become aware of a breach affecting personal information we process, we will notify the affected client without undue delay and cooperate as required by law.

12. Your Privacy Rights

Depending on your state (for example, California and other states with privacy laws), you may have rights to know, access, correct, and delete your personal information, and to opt out of its sale or sharing for targeted advertising. Because we use advertising technologies like the Meta Pixel, you may opt out using our "Do Not Sell or Share My Personal Information" link in the site footer, or by enabling the Global Privacy Control in your browser, which we honor. To exercise any right, email support@vmpagency.com; we may need to verify your identity, and we may route requests to the relevant client. We will not discriminate against you for exercising these rights.

13. Children's Privacy

Our services are not directed at children under 13, and we do not knowingly collect personal information from children.

14. Changes to This Policy

We may update this policy as our services evolve. When we do, we will update the Effective Date above and notify clients where appropriate.

15. Contact Us

VMP Agency LLC, 4539 N 22nd St, #6998, Phoenix, AZ 85016. Email: support@vmpagency.com.