Privacy Policy

For the data about you as an account holder — your name, email address, password, billing details, how you use the Service, and our communications with you — we decide why and how it is processed. For that data we are the controller.

For the data a workspace puts into the Service about other people — its clients, employees, subcontractors, dealers, suppliers and document signers — the workspace is the controller and we are its processor. We process that data on the workspace's instructions, as set by the features it uses, and we do not use it for our own purposes. If you are one of those people and have a question about your data, contact the business that entered it; we will help it answer you.

We collect the following, depending on which features you use:

• Account and identity data — name, email address, password (stored hashed by our authentication provider), workspace name, account type, role, phone number if you add one, and any profile details you provide.
• Business data you enter — projects, tasks, calendar entries, client and contact records, estimates and offers, documents and templates, uploaded files and photos, messages and comments, supplier bills, payment schedules, invoices, tax forms, fixed expenses, settings and automations.
• Billing data — your plan, subscription status and payment history. Card details are entered on Stripe's pages and handled by Stripe; we never receive your full card number.
• Bank data, if you connect a bank through Plaid — the institution name, account names and masked numbers, balances and transactions, received read-only and refreshed periodically. Your online-banking login is entered with Plaid and never reaches us. Some workspaces may still hold an older bank connection made through Stripe Financial Connections, which is also read-only.
• Google data, if you connect Google — your Google account email; the documents and files the app creates in your Google Drive or that you pick for it (drive.file scope — we cannot see the rest of your Drive); messages sent on your behalf through Gmail (gmail.send); and, if you enable supplier-invoice import, the messages and attachments that match our supplier-invoice searches in your mailbox (gmail.readonly). Details below.
• Signing data, if you sign a document sent through the Service — the signer's typed name and initials, the drawn signature image, email address, consent to sign electronically, IP address, browser information and timestamps, attached to the signed document as its audit trail.
• AI interactions — the questions you ask, the content you give an AI feature, and the answers and actions it produced, kept so you can review them and so approvals can be audited.
• Usage and technical data — IP address, browser and device type, pages and features used, timestamps, error reports and server logs needed to operate, secure and troubleshoot the Service.
• Communications — emails you send us, and support requests.

People who are not account holders may also interact with the Service through links a workspace sends them — a client project portal, a document hub, an offer page or a signing page. For them we record only what the feature needs: that the link was opened, what was viewed, accepted, declined or signed, and when, on behalf of the workspace that sent the link.

We use the information above to:

• provide, operate and maintain the Service and the features you choose;
• authenticate you and keep each workspace's data isolated from every other workspace;
• bill subscriptions and run the referral program, when offered;
• send transactional messages — sign-in and password emails, signing links, reminders and alerts you or your workspace enabled — and occasional product updates you can opt out of;
• provide AI features, as described below;
• secure the Service, prevent abuse and fraud, and investigate incidents;
• understand how the Service is used, from our own server logs and aggregated counts, so we can improve it;
• comply with the law and enforce our Terms of Service.

Connecting Google is optional and is done by a workspace owner or administrator. We request only these scopes: drive.file (create and manage the documents, templates, PDFs and folders the app itself creates in your Drive, plus files you explicitly pick in the Google picker), gmail.send (send email on your behalf — signing links, documents, messages you choose to send), gmail.readonly (read mail, used only for the supplier-invoice import described next), and your basic account email. We never request full access to your Drive or your mailbox.

Supplier-invoice import: if you turn it on, the Service searches your mailbox for messages that look like supplier bills, quotes and invoices, and reads those messages and their attachments to create bill records you review. It runs when you start it from the Bills page and, if you enable the daily invoice agent for your workspace, on a schedule. We store the extracted bill details and the attachment files you import; we do not copy your mailbox.

We use Google user data only to provide these user-facing features, never for advertising, never to build profiles, and we do not sell it. Humans at Vanbert do not read your Google data except with your permission to resolve a support problem, where required for security or legal reasons, or where it has been aggregated and anonymized. Your Google refresh token is stored encrypted (AES-256-GCM) and is never written to logs. You can disconnect Google at any time from Settings → Integrations, which revokes our access and deletes the stored token.

Vanbert OS's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

Bank connections are provided through Plaid. If you connect an account, Plaid shares with us read-only information: institution, accounts, balances and transactions. Vanbert OS cannot move money, initiate payments, transfers or payouts, and never sees your bank credentials. Plaid's own privacy policy governs how Plaid handles your data. You can disconnect a bank at any time from Settings → Integrations, which stops further access; transactions already imported stay in your financial records until you delete them.

AI features (the AI assistant, knowledge search, automations, the invoice agent, and similar) send the relevant prompt and the business data needed to answer it — for example your question, a document, an email, a transaction description — to a third-party model provider over an API. The provider currently configured is Google (Gemini). We may configure OpenAI or Anthropic instead; whichever is configured, the data is used to produce the response under that provider's API terms. We do not use your data to train AI models, and we do not permit a provider to use it for training under the terms we accept. AI output is shown to you for review; actions that change your data or send messages go through approvals you control.

We do not sell personal data and we do not share it for advertising. We share information only:

• with the service providers (subprocessors) that run the Service, listed below, who may use it only to provide their service to us;
• with the people you share it with — members of your workspace according to their roles, and the clients, dealers, signers and other businesses you choose to share a project, document, offer or listing with;
• with Google, Plaid or Stripe when you connect them, as described above;
• when the law requires it, to respond to lawful requests, to protect the rights, safety or property of Vanbert, our users or others, or to enforce our Terms;
• with a successor if our business is sold or merged, under this policy.

Subprocessors we use:

Supabase — database, authentication, and private file storage.

Vercel — application hosting and delivery.

Stripe — subscription billing and payment processing; also the older, legacy bank-connection method.

Plaid — read-only bank account connections (balances and transactions).

Google — the optional Google integration (Drive, Docs, Gmail) and the Gemini AI models.

OpenAI or Anthropic — AI models, only if we configure one of them as the AI provider instead of Google.

GitHub — runs our scheduled background jobs and holds encrypted backup copies for 30 days.

We use only the cookies the Service needs to work: a session cookie set by our authentication provider (Supabase) that keeps you signed in; a short-lived, HTTP-only cookie that protects the Google connection flow against cross-site request forgery; and, when offered, a referral cookie that remembers for up to 30 days that you arrived through a referral link. Your browser's local storage may hold display preferences. We do not use advertising cookies or third-party analytics trackers. Pages hosted by Stripe (checkout) and Plaid (bank linking) set their own cookies under their own policies.

Data travels over encrypted connections (TLS). Every workspace's rows are isolated by database-level row security, so a request can only reach data that the signed-in person is allowed to see; files and documents live in private storage that enforces the same checks. Integration tokens are encrypted at rest with a key held only on the server. Backups are encrypted. Access to production systems is limited to the people who operate the Service. No system is perfectly secure, and we cannot guarantee that unauthorized access will never occur; keep your password private and tell us at once if you suspect a problem.

If a security breach affects your personal data, we will notify you and any authority without undue delay, as applicable law requires.

We keep your data for as long as your account is open. Encrypted database backups are kept for 30 days on a rolling basis. Server logs are kept for a limited period for security and troubleshooting.

When an account is closed, you may request an export within 30 days, and we delete the account's data within 90 days after closure, except where we must keep records longer — signed documents and their audit trails, billing and tax records, and records needed to resolve a dispute or enforce our Terms — in which case we keep only what is required, for as long as required. Data you delete inside the Service (a file, a document, a record) is removed from the live database and leaves the backups as they expire.

You can review and update your account details inside the Service, disconnect any integration from Settings, export your data, and close your account. Depending on where you live, you may also have the right to ask for access to, correction of, a copy of, or deletion of your personal data, to object to or restrict certain processing, and to complain to a supervisory authority. To exercise any of these rights, write to us at the address below; we will respond within the time the law allows and may ask you to verify your identity first. We do not discriminate against anyone for exercising their rights.

If your data was entered by a workspace (for example, you are a client of a cabinet shop that uses the Service), direct your request to that business; we will support it in responding.

We are based in the United States and our providers process data primarily in the United States. If you use the Service from elsewhere, you understand that your data is transferred to and processed in the United States, where privacy laws may differ from those of your country.

The Service is for businesses and adults. We do not knowingly collect personal data from anyone under 18. If you believe a minor has given us personal data, contact us and we will delete it.

We may update this policy as the Service changes. The date at the top shows the latest version. For material changes we will notify you by email or inside the Service before they take effect. Continued use after that date means you accept the updated policy.

Questions, requests and complaints: office@vanbert.com, (561) 945-8101, or by mail to Vanbert Corporation, 7600 N Federal Hwy, Unit 2, Boca Raton, FL 33487, United States.