Privacy Policy

Last updated: June 18, 2025

VertexComms ("we," "us," or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our website and services (collectively, the "Services"). By using our Services, you agree to the collection and use of information in accordance with this policy.

1. Information We Collect

We may collect information about you in a variety of ways. The information we may collect via the Services includes:

Personal Data

Personally identifiable information, such as your name, email address, telephone number, job title, and company name, that you voluntarily give to us when you register for an account, request a demo, or otherwise contact us.

Derivative Data

Information our servers automatically collect when you access the Services, such as your IP address, browser type, operating system, access times, and the pages you view. We also may collect information about the device you use to access our Services.

Call Data

For our AI call services, we process audio recordings, transcripts, and related call metadata on your behalf. This data is considered your confidential information and is used solely to provide and improve our Services. We treat all Call Data with the highest level of security and confidentiality.

2. How We Use Your Information

We use the information we collect to provide, operate, and maintain our Services. Specific uses include:

  • Creating and managing your account and subscriptions.
  • Processing your transactions and sending you related information, including purchase confirmations and invoices.
  • Personalizing and improving our Services, including training our AI models (using anonymized or aggregated data where possible).
  • Communicating with you for customer service, support, and administrative purposes.
  • Sending you marketing and promotional communications, from which you can opt-out at any time.
  • Monitoring and analyzing usage and trends to enhance security and improve user experience.

3. Legal Basis for Processing (EEA/UK Users)

If you are in the European Economic Area (EEA) or the United Kingdom, our legal basis for collecting and using the personal information described above will depend on the personal information concerned and the specific context in which we collect it. We will normally collect personal information from you only where we have your consent to do so, where we need the personal information to perform a contract with you, or where the processing is in our legitimate interests and not overridden by your data protection interests or fundamental rights and freedoms.

4. Data Retention

We will retain your personal information only for as long as is necessary for the purposes set out in this Privacy Policy. We will retain and use your information to the extent necessary to comply with our legal obligations (for example, if we are required to retain your data to comply with applicable laws), resolve disputes, and enforce our legal agreements and policies.

5. Disclosure of Your Information

We do not sell your personal information. We may share your information in the following situations:

  • With Service Providers: We may share your information with third-party vendors and service providers that perform services for us or on our behalf, such as payment processing, data analysis, and hosting services.
  • For Legal Reasons: We may disclose your information if we are required to do so by law or in response to valid requests by public authorities.
  • To Protect Rights: We may disclose information where we believe it is necessary to investigate, prevent, or take action regarding potential violations of our policies, suspected fraud, or situations involving potential threats to the safety of any person.

6. Security of Your Information

We use administrative, technical, and physical security measures, including end-to-end encryption for call data, to help protect your personal information. While we have taken reasonable steps to secure the personal information you provide to us, please be aware that no security measures are perfect or impenetrable.

7. International Data Transfers

Your information, including personal data, may be transferred to — and maintained on — computers located outside of your state, province, country, or other governmental jurisdiction where the data protection laws may differ. If you are located in the EEA, UK, or Australia, we will ensure that any transfers of your personal data are protected by appropriate safeguards, such as Standard Contractual Clauses.

8. Your Data Protection Rights

Depending on your location, you may have the following rights regarding your personal data:

  • The right to access, update, or delete the information we have on you.
  • The right to rectification if your information is inaccurate or incomplete.
  • The right to object to our processing of your personal data.
  • The right to restrict processing of your personal information.
  • The right to data portability for the information you provide to us.
  • The right to withdraw consent at any time where we relied on your consent to process your personal information.

To exercise these rights, please contact us at hello@vrtxaisolutions.com.

Specific Provisions for Regional Laws

  • For users in the EEA/UK (GDPR): You have the right to lodge a complaint with a data protection authority about our collection and use of your personal data.
  • For users in California (CCPA/CPRA): You have the right to request information about the categories of personal information we collect and the purposes for which we use it. You also have the right to opt-out of the "sale" or "sharing" of your personal information, though we do not engage in such activities.
  • For users in Australia (Privacy Act): You have the right to access and correct your personal information. If you have a complaint, you may contact us first, and if you are not satisfied with our response, you can contact the Office of the Australian Information Commissioner (OAIC).

9. Policy for Children

Our Services are not intended for use by children under the age of 16, and we do not knowingly collect personal information from children under 16. If we become aware that we have collected such information, we will take steps to delete it.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last updated" date. You are advised to review this Privacy Policy periodically for any changes.

11. Contact Us

If you have any questions or concerns about this Privacy Policy or our data practices, please contact us at: hello@vrtxaisolutions.com.