Privacy Policy

Vulcan Systems ("Vulcan Systems," "we," "us," or "our") provides software, artificial-intelligence tools, workflow automation, communications features, and related services (collectively, the "Services"). This Privacy Policy explains how we collect, use, disclose, retain, and protect information when you visit our website, create or use an account, connect a third-party service, communicate with us, or use the Services.

If you use the Services on behalf of a company or other organization, that organization may control the information in its workspace and your access to it. In that situation, you should direct workspace-specific privacy questions to your organization's administrator.

1. Information we collect

Depending on how you use the Services, we may collect:

• Account and organization information, such as your name, email address, login credentials, company affiliation, role, permissions, and account preferences.
• Business and customer information that you submit, import, or authorize us to access, including contacts, customer profiles, assignments, orders, invoices, products, documents, messages, files, operational records, and workflow history.
• Connected-service information from services you choose to connect, such as email and calendar providers, document-signature services, spreadsheets, customer-management tools, accounting systems, shipping carriers, and other business platforms. The information available to us depends on the connection and permissions you authorize.
• AI inputs and outputs, including prompts, instructions, source material, generated content, feedback, and the context needed to provide and improve requested features.
• Communications information, including support requests, emails, text messages, message content and metadata, phone numbers, delivery status, consent records, and opt-in or opt-out activity.
• Usage and technical information, such as IP address, browser and device information, pages and features used, timestamps, diagnostic data, security events, and cookies or similar technologies needed to operate and secure the Services.

2. How we use information

We use information to:

• provide, configure, personalize, and maintain the Services;
• authenticate users and enforce organization roles and permissions;
• process connected data, generate requested AI outputs, and carry out authorized workflows;
• deliver service communications, including transactional and operational text messages;
• monitor performance, troubleshoot problems, and improve reliability;
• protect users, organizations, the Services, and the public from misuse;
• provide support and respond to questions or requests;
• comply with law and enforce our agreements; and
• create aggregated or de-identified information that does not reasonably identify an individual.

3. How we disclose information

We may disclose information in the following limited circumstances:

• Service providers. We may use vendors that help us provide hosting, data storage, artificial-intelligence processing, communications, security, analytics, support, and other operational services. They may process information only to perform services for us and subject to appropriate safeguards.
• Connected services and user-directed actions. When you connect a third-party service or request an action involving one, we disclose the information needed to complete that request.
• Your organization. Workspace administrators and other authorized users may access information associated with their organization according to configured roles and permissions.
• Legal and safety reasons. We may disclose information when we reasonably believe it is necessary to comply with law, legal process, or a valid governmental request; enforce our terms; protect rights, safety, or property; or investigate fraud or security incidents.
• Business transactions. Information may be transferred as part of a merger, financing, acquisition, reorganization, bankruptcy, or sale of all or part of our business, subject to applicable confidentiality and legal requirements.
• With your direction or consent. We may disclose information when you direct us to do so or provide consent.

We do not sell personal information. We do not rent or trade customer data, and we do not share personal information with third parties for their own marketing or advertising purposes.

4. Mobile information and SMS consent

Mobile information, text-message opt-in data, and consent records will not be sold, rented, or shared with third parties or affiliates for marketing or promotional purposes. Information may be provided to subcontractors and service providers that support delivery of the messaging service, such as telecommunications and hosting providers, only as necessary to provide the Services. Text-messaging originator opt-in data and consent will not be shared with third parties for their own purposes.

Vulcan Systems Luna is an admin-only operational messaging program. An approved phone number is not activated until the number's owner affirmatively opts in. Message frequency varies. Message and data rates may apply. Reply STOP to opt out or HELP for assistance. Additional program terms appear in our Terms of Service, and the complete enrollment disclosure is available on the public Luna SMS program page.

5. Artificial intelligence

Some Services use artificial-intelligence providers to analyze authorized data or generate requested content. We send those providers only the information reasonably needed to perform the requested function, subject to our arrangements with them and the settings available for the applicable service. AI-generated outputs may be inaccurate or incomplete and should be reviewed by an authorized person before being relied upon or used to take consequential action.

6. Data retention

We retain information for as long as reasonably necessary to provide the Services, maintain legitimate business and security records, comply with legal obligations, resolve disputes, and enforce agreements. Retention periods vary based on the type of information, workspace settings, the purpose for which it was collected, and legal requirements. We may retain aggregated or de-identified information where permitted by law.

7. Data security

We use administrative, technical, and organizational safeguards designed to protect information against unauthorized access, loss, misuse, or alteration. No system or transmission method is completely secure, so we cannot guarantee absolute security. Users are responsible for protecting their credentials, devices, and connected accounts and for promptly notifying us of suspected unauthorized access.

8. Your choices and rights

Depending on your location, you may have rights to request access to, correction of, deletion of, or a copy of certain personal information, or to object to or restrict certain processing. Some workspace information is controlled by the organization that provides your account, so we may direct a request to that organization. We may verify your identity and retain information where required or permitted by law.

You can disconnect integrations through available account settings, adjust certain browser cookie controls, and opt out of SMS messages at any time by replying STOP.

9. Children's privacy

The Services are designed for businesses and are not directed to children under 13. We do not knowingly collect personal information from children under 13. If you believe a child has provided information to us, please contact us so we can take appropriate action.

10. International processing

Information may be processed in the United States and other countries where we or our service providers operate. Those countries may have data-protection laws that differ from the laws where you live. Where required, we use appropriate safeguards for cross-border transfers.

11. Changes to this policy

We may update this Privacy Policy from time to time. We will post the updated policy here and revise the date above. If a change is material, we may provide additional notice through the Services or another appropriate channel.

12. Contact us

Questions or requests concerning this Privacy Policy may be sent to jay@vulcansystems.com.