Legal

Privacy Policy & Notice at Collection

Last Updated: May 2026

Vancenco Solutions Ltd ("we", "us", "our") is a UK-based AI R&D Laboratory and the Data Controller for the Vancenco Intelligence platform. This Privacy Policy details how we collect, use, process, and disclose your personal data, particularly concerning our artificial intelligence and real-time audio processing features. It also serves as a Notice at Collection under the California Consumer Privacy Act (CCPA) / California Privacy Rights Act (CPRA).

1. Data We Collect (Notice at Collection)

When you interact with our platform, specifically the Vancenco Intelligence Chatbot and the Roll Call Demo, we collect the following categories of personal information:

  • Audio Data (Live Chatbot): Real-time voice recordings captured via your microphone when you actively initiate a voice session.
  • Identifiers (Extracted from Chat): Your Name, Email Address, Phone Number, or other personal details you voluntarily speak or type during a chat session (e.g. for calendar bookings).
  • Identifiers (Roll Call Demo): Business Name, Client Name, Client Email, and Client Phone Number submitted via web forms.
  • Internet/Network Activity: IP address, temporary session identifiers, browser type, operating system, and interaction data (via Google Analytics & Microsoft Clarity, subject to your explicit cookie consent).

2. How We Use Your Data (Purpose of Processing)

Under the UK GDPR, we process your data based on your explicit consent (Article 6(1)(a)) and our Legitimate Interest in providing the interactive tool you requested.

  • Chatbot Processing: We route your live audio stream and text input to our subprocessor, Google Vertex AI (Gemini 1.5 Pro), to generate real-time transcriptions and AI responses. We actively extract Identifiers from this transcript to execute your commands and operate the system logic.
  • To Book Appointments: We send your details to our calendar system to schedule meetings (Legal Basis: Performance of a Contract or steps prior to entering a contract).
  • Synthetic Media Generation (Roll Call Demo): We use the Identifiers you submit to generate a synthetic audio demonstration file (WAV/MP3).
  • System Optimization: We use aggregated, anonymized telemetry (if consented) to understand platform usage and resolve technical issues.

3. Zero Data Retention & Training Immunity

We operate a strict "Flash & Purge" architecture designed to minimize your digital footprint:

  • Ephemeral Audio: Live audio streamed to the Chatbot is processed in real-time and is never permanently recorded or stored by Vancenco.
  • Session Transcripts: Text transcripts and extracted identifiers are held only in volatile memory for the duration of your active session. They are retained briefly for quality assurance and permanently deleted immediately upon disconnect.
  • Roll Call Demo: All submitted PII used to generate the demonstration audio is permanently purged the moment the audio payload is generated. We retain zero data from these forms.
  • Inquiry Records: Stored in our database until you ask us to delete them.
  • AI Training Guarantee: Your enterprise data, audio streams, text inputs, and extracted PII are strictly prohibited from being used to train or fine-tune Google's, or any other vendor's, foundational AI models.

4. Third-Party Subprocessors & Sharing Your Data

To deliver our AI services, we use enterprise-grade infrastructure providers. These providers act as Data Processors and are bound by strict Data Processing Agreements (DPAs) enforcing our zero-retention and no-training policies:

  • Google Cloud EMEA Ltd (Vertex AI) (USA/EU): Used for natural language processing, real-time audio transcription, hosting, and Analytics (if authorized). Protected by standard contractual clauses (SCCs).
  • Microsoft (USA/EU): For calendar bookings and Clarity UX insights (if authorized).
  • SendGrid (USA): For sending confirmation emails.
  • Text-to-Speech (TTS) Engine Providers: Used specifically for the Roll Call Demo audio generation.

5. Automated Decision Making

The AI uses logic to determine availability and route inquiries. It does not make solely automated decisions that produce legal effects (e.g., auto-rejecting job applications) without human review.

6. Your Rights (GDPR & CCPA)

Depending on your jurisdiction, you have the right to request access, correction, or deletion of your data.

  • Access/Correction: Request a copy of the personal data we hold about you or ask us to correct it.
  • Erasure / Deletion: Request the deletion of your data.
  • Opt-Out of Sale/Sharing: We do not sell your personal information. We do not share your data for cross-context behavioral advertising without your explicit cookie consent.
  • Limit Use of Sensitive Information: You may restrict the processing of biometric or sensitive data.

7. Contact the Data Controller

Vancenco Solutions Ltd is the Data Controller for the processing of your personal data.
Company No: 16920905
Address: Holywell Building, Holywell Way, Loughborough LE11 3UZ, United Kingdom
Phone: +44 113 519 7774
Email: privacy@vancenco.co.uk or hello@vancenco.co.uk