Privacy Policy

This Privacy Policy explains how Solvantis LLC, operating 24/7 AI Receptionist at virtualemployee247.com (“we,” “us,” or “our”) collects, uses, and protects information when you use our 24/7 AI Receptionist platform (the “Service”).

To operate the Service, we collect:

• Account data: email address, business name, business hours, services offered, and the configuration you set up in our dashboard.
• Phone call data: caller phone number, call timestamps, audio recordings (when enabled), AI-generated transcripts, AI-generated summaries, and the structured data captured by workflow form blocks during calls.
• Calendar data: when you connect Google Calendar, Microsoft Outlook, or Calendly, we read busy windows and (with your permission) create events on your calendar. We do not read event details beyond title, start, and end time unless required for a specific feature.
• Contact data: the names and phone numbers of customers who call you, used to maintain your contact records inside the Service.
• Operational logs: standard server logs (IP addresses, browser type, request paths) needed to operate and secure the Service.

• Provide the Service: route phone calls, run your configured workflows, book appointments, surface call history in your dashboard.
• AI processing: we send call transcripts to Google Gemini to generate summaries and detect sentiment after a call ends. We do not use your data to train any AI model.
• Service improvement: aggregated, de-identified usage metrics to understand product performance.
• Security: detect and prevent fraud, abuse, or unauthorized access.

We do not sell your data, share it with advertisers, or use it to train third-party AI models.

To operate the Service, we share data only with the following processors:

• Google Firebase / Google Cloud — authentication and data storage (Firestore, Cloud Run).
• Twilio — telephony provider. Calls placed to numbers you provision through us route through Twilio.
• Google Gemini — AI model used to generate spoken responses, transcripts, summaries, and sentiment.
• Google Calendar / Microsoft Graph / Calendly — calendar providers, only when you choose to connect them.
• Stripe — payment processor for subscription billing (when applicable).

Each processor handles your data under their own Privacy Policy and Data Processing terms. We do not authorize them to use your data for any purpose other than providing the service we contracted them for.

Our use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.

• We use Google Calendar data only to provide user-facing features described in this policy (offering booking slots, creating events).
• We do not transfer Google data to third parties except as necessary to provide the Service, and never for advertising.
• We do not use Google data for training generalized AI/ML models.
• Humans do not read your Google data except (a) with your explicit consent for support, (b) for security investigations, or (c) to comply with applicable law.

• Account data: kept while your account is active. Deleted within 30 days of account deletion.
• Call recordings + transcripts: kept according to the retention period you set in Settings → Compliance. Default 30 days. You can change this any time.
• Calendar OAuth tokens: kept while the connection is active. Deleted immediately when you click “Disconnect.”
• Operational logs: 90 days.

• All OAuth tokens are encrypted at rest using AES-256-GCM.
• All connections to our servers use TLS 1.2 or higher.
• Firebase Authentication is used for user accounts.
• Access to production infrastructure is restricted to authorized personnel and audit-logged.

Depending on your jurisdiction, you may have the right to:

• Access the personal data we hold about you.
• Correct inaccurate data.
• Delete your data (subject to legitimate business / legal retention).
• Export your data in a portable format.
• Object to processing or withdraw consent.
• Disconnect any connected third-party integration at any time from Settings → Integrations.

To exercise any of these rights, email support@virtualemployee247.com. We respond within 30 days.

The Service is not intended for users under 18 and we do not knowingly collect data from children.

Our processors operate in the United States. By using the Service, you understand that your data may be processed there.

We may update this policy. Material changes will be communicated by email to account holders at least 30 days before taking effect. Continued use of the Service after the effective date constitutes acceptance.

Questions about this policy or our data practices: support@virtualemployee247.com