Privacy Policy

Privacy Policy‍

Effective Date: March 17, 2025

1. Introduction

Hooks Group LLC, dba Version Seven AI ("Company," "we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, store, process, and protect your information when you use our services, including Victoria AI.

By using our services, you consent to the data practices described in this Privacy Policy. If you do not agree with the terms, please discontinue use of our services.

This Privacy Policy should be read in conjunction with our Terms and Conditions, which contain additional provisions regarding data usage and responsibilities.

2. Data We Collect

We collect and process the following types of data:

2.1 User-Provided Information

• Authentication & Account Information: When you create an account, we collect authentication credentials through Supabase, including your email address and password hash.
• Profile Information: We may collect your name, job title, company name, and other professional information necessary for account setup and personalization.
• User Preferences & Personalization Data: When users provide information such as job role, workflow preferences, and settings through conversation, we store this data to enhance system personalization.
• Uploaded Content: Any documents, files, or other content you upload to Victoria AI for processing or analysis.

2.2 Automatically Collected Information

• Integration & Usage Data: To enable integrations, we collect information about connected tools (e.g., OpenAI, QuickBooks, Asana) and store configuration details, API tokens, and connection parameters.
• Log Data: We collect logs of interactions with Victoria AI for system functionality and troubleshooting. These logs may include queries, commands, responses, timestamps, and user identifiers.
• Device and Browser Information: We may collect device information (such as device type, operating system) and browser information when you access our services through a web browser.
• Usage Statistics: We collect data about how you interact with our services, including features used, frequency of use, and performance metrics.

2.3 What We Do Not Collect or Store

• Sensitive Personal Information: We do not intentionally collect or store financial data (beyond what's necessary for payment processing), health information, government identification numbers, or other highly sensitive personal data unless explicitly provided by you for specific workflow purposes.

3. How We Use Your Information

We use the collected information for the following purposes:

• To Provide and Maintain our Services: Processing your requests, delivering AI-generated responses, and maintaining the functionality of Victoria AI.
• For Service Improvement: Analyzing usage patterns to improve features, functionality, and user experience.
• For Communication: Sending service-related notices, updates, security alerts, and support messages.
• For Troubleshooting: Identifying and resolving technical issues and bugs.
• For Personalization: Tailoring the service to better meet your needs and preferences.
• For Security: Protecting against fraudulent, unauthorized, or illegal activity.

4. How We Store and Protect Data

4.1 Data Storage

We store user data securely using Supabase, which also provides authentication services. Data is stored on servers located in the United States.

4.2 Security Measures

We implement industry-standard security protections, including:

• Encryption: Data is encrypted at rest and in transit using industry-standard encryption protocols.
• Role-Based Access Control (RBAC): Access to data is restricted to authorized users within your organization based on permission levels you establish.
• Server-Side Protections: We enforce security measures to prevent unauthorized access and data breaches, including firewalls, intrusion detection, and regular security assessments.
• Regular Backups: We perform regular data backups to prevent data loss.

4.3 Third-Party Data Processing

Certain data may be processed by our third-party service providers:

• LLM Providers (OpenAI, Anthropic, Google, Grok): Processes AI-generated responses. Data logs may be retained by OpenAI for up to 30 days according to their policies.
• Supabase: Provides database and authentication services.
• Cloud Infrastructure Providers: We may use services such as AWS, Google Cloud, or Azure for hosting and processing.

5. Data Retention

We retain user data under the following conditions:

• Active Customers: Data is retained for as long as you remain an active customer with a valid subscription.
• Post-Termination: After subscription termination, we retain your data for 30 days to allow for reactivation or data export.
• Account Deletion: If you request account deletion, all personal data will be permanently removed from our active systems within 30 days, except as required by law.
• Anonymized Data: We may retain anonymized, aggregated data indefinitely for analytical and service improvement purposes.

6. Third-Party Services & Integrations

Victoria AI integrates with third-party services, including:

• LLM Providers: Processes AI-generated responses. Data logs may be retained for up to 30 days according to their policies.
• Tool connections and APIs: Used for workflow automation (e.g., QuickBooks, Asana, and other productivity tools).

6.1 Third-Party Responsibilities

We carefully select third-party service providers but are not responsible for their privacy practices. When you connect third-party services to Victoria AI, their terms of service and privacy policies will apply to the data processed by those services. Users should review the privacy policies of all integrated services.

6.2 Data Transfers

Your information may be transferred to and processed in countries other than your country of residence, including the United States, where our servers are located. These countries may have different data protection laws. By using our services, you consent to such transfers.

7 AI and Machine Learning Processing

7.1 Third-Party AI Tools

Our service utilizes artificial intelligence technologies provided by third parties including OpenAI and Anthropic. When you interact with our application:

• We may transfer certain data you provide to these third-party AI service providers (OpenAI and Anthropic) to process your requests and provide you with AI-powered features.
• Any Google user data that is transferred to these third-party AI tools is used solely for processing your specific requests and providing you with personalized responses.
• These third-party AI providers maintain temporary logs of interactions for service improvement and debugging purposes only.
• We have confirmed that neither OpenAI nor Anthropic uses the content of messages sent through our application to train their generalized/non-personalized AI models.
• Your Google user data is never transferred to third-party AI tools for the purpose of developing, training, or improving generalized/non-personalized AI/ML models.

7.2 Development and Improvement of AI Features

• We do not use any Google user data accessed through Google Workspace APIs to develop, improve, or train generalized/non-personalized AI or machine learning models.
• Any processing of Google user data for service improvement is strictly limited to improving your personalized experience within our application.
• We explicitly affirm that Google Workspace APIs are not used to develop, improve, or train generalized/non-personalized AI and/or ML models.

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8. User Rights & Control Over Data

8.1 Your Data Rights

Users have the following rights regarding their data:

• Access & Export: You may request a copy of your stored personalization and preference data.
• Deletion: You may request that your account and associated data be permanently deleted.
• Modification: You can update your preferences and stored details at any time.
• Restriction: You can request limits on how we use certain data.
• Objection: You can object to our processing of your data in certain circumstances.

8.2 How to Exercise Your Rights

To exercise these rights, please contact us at avery@versionseven.ai. We will respond to your request within 30 days.

8.3 California Privacy Rights

California residents may have additional rights under the California Consumer Privacy Act (CCPA). These include the right to know what personal information is collected, disclosed, or sold; the right to request deletion of personal information; and the right to opt-out of the sale of personal information.

8.4 European Economic Area (EEA) Rights

If you are located in the EEA, you may have additional rights under the General Data Protection Regulation (GDPR), including the right to data portability and the right not to be subject to automated decision-making.

9. Cookies and Similar Technologies

We use cookies and similar tracking technologies to collect information about your browsing activities and to remember your preferences. These technologies help us improve your user experience, analyze usage patterns, and deliver personalized content.

You can control cookies through your browser settings. However, disabling certain cookies may limit your ability to use some features of our services.

10. Children's Privacy

Our services are not directed to children under the age of 18. We do not knowingly collect personal information from children. If we discover that we have collected personal information from a child, we will promptly delete that information.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or for other operational, legal, or regulatory reasons. We will notify users of significant changes via email or in-app notifications at least 30 days before the changes take effect.

The date of the latest revision will be indicated at the top of the policy. Continued use of our services after updates constitutes acceptance of the revised policy.

12. Data Breach Procedures

In the event of a data breach that affects your personal information, we will notify you and relevant authorities as required by applicable law. Our notification will include information about the nature of the breach, the information affected, measures we have taken to address the breach, and recommended steps you can take to protect yourself.

13. Contact Us

If you have any questions about this Privacy Policy, concerns about your data, or would like to exercise your data rights, please contact us at:

Email: avery@versionseven.ai

Please reach out to our team if you have any inquiries regarding your data, we are fully committed to protecting your information and providing a secure experience.