Privacy Policy

Venaflare LLC ("Venaflare," "we," "us," or "our") provides AI infrastructure and consulting services for businesses. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website, contact us, book a call, or interact with us as a prospective client, client representative, supplier, or other business contact.

For these activities, Venaflare decides why and how personal information is used. Where applicable data protection law uses the term, we act as the "controller" of that information.

This policy does not describe all processing we perform on a client's instructions within that client's systems. The section "Information we process for clients" explains that distinction. Employment and recruitment information, if collected, is covered by a separate notice.

Depending on how you interact with us, we collect:

• Contact and business details: your name, business email address, phone number, job title, company name, and other business details you share.
• Inquiries and correspondence: messages, project goals, requirements, proposals, and other information you provide when discussing or managing an engagement.
• Meeting and AI processing information: meeting content processed for transcription, transcripts, summaries, and information in emails, messages, or other communications processed by our CRM, AI tools, and custom agents.
• Scheduling information: your selected appointment time, time zone, contact details, and responses to booking questions.
• Business administration records: contact details in contracts, billing contact information, invoices, and payment-status records associated with our business relationship.
• Technical information: our hosting and infrastructure providers may process IP addresses, browser and device information, requested pages, timestamps, and error or security logs to deliver and protect the website.

We receive this information directly from you, through our scheduling provider, from your organization or colleagues when coordinating work, through connected email and other business systems, and through the technical operation of the website.

Please do not send passwords, financial account credentials, government identification numbers, health information, or other sensitive personal information through introductory inquiries or booking forms. If a project requires access to sensitive information or credentials, we will agree on an appropriate process separately.

We use personal information to:

• Respond to inquiries, arrange meetings, and discuss potential projects.
• Prepare proposals and contracts, manage client relationships, and communicate about our work.
• Administer invoices, payments, and business records.
• Operate, troubleshoot, and secure the website and our business systems.
• Comply with legal obligations, resolve disputes, and establish or protect legal rights.

We use customer relationship management, email, meeting transcription, and AI services to manage business relationships, transcribe and summarize meetings, organize communications, assist with responses, and coordinate work. Email communications and contact information may be synced to our business records, and relevant meeting content and communications may be processed by providers supporting these activities. We will provide notice before recording or transcribing meetings and obtain consent where required by applicable law.

We disable optional sharing of personal information for AI providers’ general model training where those controls are available. Providers may still process and retain information to deliver their services, maintain security, and meet legal obligations.

If we send promotional communications, you can ask us to stop by replying to the message or contacting us. We will obtain consent where required by applicable law. Necessary communications about an existing engagement may continue.

Our booking links take you to a third-party scheduling service. We receive the booking details needed to arrange and manage your meeting. Those details may also pass to calendar or meeting services connected to our booking account.

The scheduling provider explains its own handling of information in the privacy policy available on its service. Our website also links to other third-party sites, including social platforms. Their privacy policies describe their own processing when you visit them.

Our website uses privacy-preserving, cookie-free analytics provided by our hosting provider to measure aggregate traffic, such as page views, referring sites, and which pages and links are used. It does not use cookies, does not store IP addresses, and does not identify individual visitors. We do not use advertising pixels or visitor-identification tools, and we do not use cookies to track visitors for advertising or across other websites. Technical logging by our hosting and infrastructure providers is described above.

Because our website does not perform cross-site advertising tracking, its behavior does not change in response to a browser's Do Not Track signal. This description applies to our website; external services you visit through our links may use their own cookies and tracking technologies.

We disclose relevant personal information to providers that support our website hosting, scheduling, email, calendars, document storage, customer relationship management, meeting transcription, AI processing, business administration, and invoicing or payment processing, as needed for the activities described in this policy.

We may also disclose information to professional advisors where necessary; to comply with applicable law or valid legal process; to investigate fraud or security incidents; or to establish, exercise, or defend legal claims. If our business undergoes a merger, acquisition, or sale, relevant information may be disclosed or transferred as part of that transaction, subject to applicable confidentiality and legal requirements.

We do not sell personal information or disclose it for cross-context behavioral advertising. We do not give other businesses your personal information for their own direct marketing.

When building or supporting a client's systems, we may access personal information in that client's tools, documents, or workflows on the client's instructions. Where we act as a processor or service provider, that processing is governed by the applicable client agreement, any required data processing agreement, and applicable law. The client's privacy notice explains its purposes for collecting and using the information.

Those arrangements address authorized processing, access, service providers, security, and the return or deletion of client information. This policy does not authorize us to use client-controlled information for unrelated purposes.

If your request concerns information held by one of our clients, please contact that organization directly. If you contact us, we will help direct your request and assist the client as required by our obligations.

We retain personal information for as long as reasonably necessary for the purposes described in this policy, taking into account:

• Whether an inquiry or proposed project remains active and whether further follow-up is reasonably expected.
• The duration of our business relationship and the need to maintain relevant correspondence and contract records.
• Applicable accounting, tax, legal, and recordkeeping requirements.
• The need to investigate security incidents, resolve disputes, or establish or defend legal claims.

When information is no longer needed, we delete it or anonymize it. Information in backups may remain until those backups are replaced or expire under the applicable backup schedule. Information we process on a client's instructions follows the applicable client arrangements and legal requirements.

We use reasonable administrative, technical, and organizational measures designed to protect personal information. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

Venaflare is based in the United States. Personal information may be processed in the United States and other countries where our service providers operate. Those countries may have different data protection laws from your country.

Where applicable law requires safeguards for an international transfer, the relevant safeguards must be in place for that transfer. Contact us for information about the locations and safeguards relevant to your information.

You can contact us at privacy@venaflare.com to request access to, correction of, or deletion of your personal information.

Depending on your location and applicable law, you may also have rights to receive a portable copy, restrict or object to certain processing, withdraw consent where processing relies on it, or complain to a relevant data protection authority. Withdrawal of consent does not affect the lawfulness of earlier processing.

We may need to verify your identity and, where relevant, an authorized representative's authority before acting on a request. Rights are subject to applicable conditions and exceptions; for example, we may need to retain records to meet legal obligations. We will respond within the time required by applicable law and explain any refusal or limitation and any applicable appeal process. We will not unlawfully discriminate against you for exercising your rights.

Our website and business services are intended for adults acting in a business capacity, not for individuals under 18. We do not knowingly collect personal information from individuals under 18 through our website or introductory inquiries. If you believe an individual under 18 has provided such information, please contact us so we can investigate and take appropriate action.

We may update this policy as our practices or legal obligations change. We will post the revised policy with an updated “Last updated” date. Where required, we will provide additional notice or obtain consent before making a material change to how we use previously collected information.

For privacy questions or requests, contact Venaflare LLC at privacy@venaflare.com.