Privacy Policy

For visitors to viravance.com, people who join our waitlist or ask for a quote, and the staff of our client businesses, Viravance is the business responsible for your information, and this policy applies directly.

When a customer chats with, or phones, one of our clients' AI front desks, that client is the business responsible for the conversation, and Viravance processes it on the client's behalf as a service provider (processor). If you are a client's customer and want to see, correct or delete your information, please contact that business first. We will help them respond.

From visitors to our marketing site:

• Usage data from Google Analytics on our marketing pages: pages viewed, device and browser, approximate location, and how you arrived. We don't run analytics on the dashboards, the sign-in pages, or inside a client's chat widget.
• Information you submit in forms: your name, email, business name and what you're interested in, if you join the waitlist or request a quote.

From clients and their team members:

• Business and contact details, team members' email addresses and roles, and the content you give us to configure your front desk: your services, products, prices, hours, policies and instructions.
• Billing details. Payment is handled by Stripe; we keep Stripe's customer and subscription identifiers and your plan and status, never your card number.
• Credentials you give us so we can connect your tools (for example a Square access token, a Stripe connection or a Google calendar). These are stored encrypted.

From your customers' conversations with a client's front desk, on that client's behalf:

• The text of chats and the transcript of phone calls, plus the caller's phone number and call timing, duration and cost.
• The name, email, phone number, address and other details the customer chooses to give, and the orders, bookings and invoices that result.

What we never store: payment card numbers. Card details are entered only on the payment processor's own hosted page. If a customer types a card number into a chat anyway, we remove it before the message is saved or sent to the AI model.

Sales reporting. If a client connects a sales system (Square, Shopify, Stripe or PayPal) to see what share of their sales the front desk drove, we read that period's total only to calculate a percentage. The total itself is not stored or displayed.

• To provide and operate the service: run the AI front desk, book appointments, take orders and send invoices, and show clients their conversations and results.
• To send service messages: confirmations, payment links and details forms to customers, and sign-in links, billing and account notices to clients.
• To bill our clients and measure usage.
• To keep the service secure, prevent abuse and fix problems.
• To respond to you, and, if you joined the waitlist, to tell you about our launch and occasionally about Viravance. Every such email can be unsubscribed from by replying.
• To understand in aggregate how our site is used and to improve it.
• To comply with the law.

We do not sell personal information, and we do not use your customers' conversations to train AI models.

To reply, the text of a conversation is sent to our AI model provider, which returns the response. Phone audio is handled by our voice provider and its speech-recognition and speech-synthesis providers so that the call can be transcribed and spoken back. These providers process the content to provide the service under their commercial terms. Conversations are stored as text transcripts in our database so the client can review them.

AI replies can be wrong. Clients configure what their front desk may do and can read every conversation.

The AI front desk sends text messages only to a customer who has just contacted a business by chat or phone and gave their mobile number so we could send something they asked for. Messages are one-time and transactional: a secure link to finish an order or enter their details, a payment link, an appointment confirmation, or an order status. They are sent on the client's behalf, under the client's name.

The phone numbers we collect for texting, and any consent given, are not shared with third parties or affiliates for marketing or promotional purposes. They are shared only with the providers that deliver the messages (Twilio and the mobile carriers) and with the client whose front desk the customer used.

Message frequency varies with what the customer asked for, and message and data rates may apply. Reply STOP to any message to stop receiving texts, and HELP for help. You can also email convert@viravance.com. Consent to receive texts is not a condition of buying anything. The full program description, with examples, is at viravance.com/sms.

We share information only with service providers that help us run Viravance, with the client whose front desk a customer used, when the law requires it, or in a business transfer. Our providers currently include:

• Vercel (hosting) and Neon (database).
• Anthropic (AI models) and Vapi, with its speech-recognition and voice partners (phone calls).
• Twilio (text messages) and Resend (email).
• Stripe (our billing, and invoices on a client's own account).
• Google (analytics; and calendar or Search Console data when a client connects them).
• The tools a client chooses to connect, such as Square, Shopify, PayPal and Cal.com, which receive only what's needed for that connection.

We do not share personal information for cross-context behavioral advertising.

We keep a client's account and conversation records while the account is open so the client can review them. After an account is closed we delete or de-identify its data within a reasonable time, unless we need to keep something to meet legal, tax, billing or security obligations. Waitlist and quote information is kept until you ask us to remove it. Clients can ask us to export or delete their data at any time.

We use encrypted connections, store the credentials clients give us encrypted, isolate each client's data from every other client's at the database level, limit who can access it, and never store card numbers. No system is perfectly secure, so we cannot guarantee absolute security.

• Analytics cookies from Google Analytics on our marketing pages. You can block them in your browser settings or with a browser extension.
• A sign-in session cookie that keeps clients and staff signed in to their dashboards.
• Small preference or access flags our own pages use for internal staff access and to keep our own visits out of analytics.

The chat widget keeps a conversation identifier for the session so a conversation can continue.

You can ask us to access, correct, export or delete the personal information we hold about you, and to stop emailing you. Email convert@viravance.com. We will verify your request and respond within 45 days.

Residents of some places, including California, have specific rights over their personal information, including to know what we collect, to delete it, and to not have it sold. We don't sell personal information. If you are in the European Economic Area or the United Kingdom, we process your information to perform our contract with you, for our legitimate interests in running and securing the service, and where you consent, and you may also object to or restrict processing and complain to your data protection authority.

If you are a client's customer, please contact that business for requests about your conversations.

Viravance is built for businesses and is not directed to children. We do not knowingly collect information from children under 13. If you believe a child has given us information, tell us and we will delete it.

We and our providers process information in the United States and may process it in other countries. Where the law requires it, we use appropriate safeguards for transfers.

We may update this policy. We'll post the new version here with a new date and, for material changes, tell clients by email or in the dashboard.

Viravance LLC. Email: convert@viravance.com.