Privacy Policy

Last updated: [OWNER: date]

1. Who we are

This policy explains how [OWNER: legal entity name], [OWNER: address], handles personal information for the hosted Virtual Offsite service.

2. What we collect

Organizer details: email address and name, and your workspace name.
Room content: what participants enter into rooms, such as ideas, issues, to-dos, scorecard numbers, notes, and session records. Attendees' names are what they type when they join or what the organizer enters for them.
Billing details: held by Stripe. We do not store full card numbers.
Waitlist entries: work email, company, and optional team size and meeting type.
Basic usage analytics, without cookies.

3. Why we use it

To run the service and keep rooms working, to send invitations and account email, to bill you, to keep the service secure, to understand how the site is used, and to contact people who joined the waitlist.

4. Subprocessors

Vercel: hosting.
Upstash: database for room data.
Resend: sending email.
Stripe: billing and payments.
[OWNER: model provider name]: AI processing for the Facilitator plan only.

5. AI processing

AI processing happens only on the Facilitator plan, and only when the agent is turned on. Only the text the agent works on is sent to the model provider. We never use your meetings to train models.

6. Retention and deletion

We keep room content until you delete the room. Deleting a room removes all of its data. Backups expire within 30 days. After you cancel, your session records stay readable and are not deleted automatically. [OWNER: confirm retention for billing records and waitlist entries.]

7. Your rights and how to ask

You can ask to see, correct, export, or delete your personal information. Contact [OWNER: privacy contact]. If you are an attendee, your organizer controls the room, so we may refer your request to them.

8. Children

The service is not for people under 16.

9. International transfers

[OWNER: describe where data is stored and any cross-border transfer safeguards.]

10. Changes

If we change this policy in a material way, we will give notice by email or in the product before the change takes effect.

11. Contact

Privacy questions: [OWNER: privacy contact]. General support: support@virtualoffsite.com.