Privacy Policy

This Privacy Policy explains what information Vilozi Inc. ("Vilozi", "we", "us") collects, how we use it, who we share it with and the choices you have. It covers our website at vilozi.com and the software and mobile apps we provide to businesses ("our services"). "You" means anyone who visits our site, contacts us or uses our services, including the people who work at the businesses we serve and the customers who call or message those businesses.

Who is responsible

Vilozi Inc. is responsible for the information described here. Our Privacy Officer can be reached at hello@vilozi.com (subject "Privacy") or at 2425 Matheson Boulevard East, Mississauga, ON L4W 5K4.

When a business uses our services to talk with its own customers, that business decides what information it collects about them, and we process it on the business's behalf.

What we collect

Information you give us. Your name, company, email address, phone number and anything you write to us through a form, email or call.

Account information. For people who use our services: name, email, phone number, role, sign-in details and settings.

Job and business records. Jobs, visits, schedules, addresses of job sites, quotes, invoices, payments, expenses, time entries, checklists and notes that a business enters or that our services create for it.

Photos and files. Pictures and documents taken or uploaded in our apps, for example photos of a job site. Our apps use the camera and photo library only when you choose to take or add a picture.

Location. Job-site addresses and, in our mobile apps, the device's location when you allow it, used to show the way to a job, plan routes and record arrival at a site. You can turn location off in your device settings.

Calls, messages and chat. When a business uses our phone, text or website chat features, we process call audio, call recordings and transcripts where the business has turned them on, text messages, chat messages, and the phone numbers and times involved. Callers are told when a call may be recorded or answered by an AI assistant.

Device and usage information. Device type, operating system, app version, push-notification tokens, IP address, pages and screens viewed, and error reports, used to deliver notifications and keep our services working.

Cookies. Our website uses a small number of cookies needed for it to work and, where used, analytics to understand which pages are read. You can block cookies in your browser.

How we use information

To provide our services: answering and routing calls and messages, scheduling and dispatching work, preparing quotes, invoices and claim documents, and showing each business its own records.

To run AI features: our services use artificial intelligence to answer calls and messages, understand requests, draft documents and plan schedules. See "Artificial intelligence" below.

To support and improve our services, keep them secure, prevent abuse, and meet our legal obligations.

To reply when you contact us. We do not sell personal information, and we do not use it for third-party advertising.

Artificial intelligence

Some features send information to AI models to complete a task, for example the transcript of a call to draft a quote, or the details of a job to plan a schedule. Each task sends only the information it needs.

We use AI models from Anthropic (Claude), OpenAI (GPT) and Google (Gemini), and our own models. These providers process the information only to return a result to us, are bound by agreements that protect it at least as well as this policy, and do not use it to train their models.

Our own models are tuned only on information we have permission to use. Anything an AI drafts that costs money, such as a quote, an invoice or a claim, is reviewed by a person before it is sent. When our AI assistant answers a call or message, it says it is an AI assistant.

Who we share information with

We share information only with the service providers that help us run our services, each limited to its own task:

Cloudflare: hosting, networking and file storage.

Supabase: database hosting.

Google Cloud and Google Workspace: infrastructure, AI models and our email.

Anthropic and OpenAI: AI models.

Twilio: phone calls and text messages.

Firebase Cloud Messaging and Apple Push Notification service: delivering notifications to our apps.

We may also share information if the law requires it, to protect the rights and safety of people or of Vilozi, or as part of a merger or sale of our business, in which case this policy continues to apply. Some providers store or process information outside your province or country, including in the United States, where it may be accessible to authorities under local law.

How long we keep it

We keep account information while an account is open. We keep job and business records for as long as the business uses our services, then delete them within 90 days of the account closing, except invoices, payment and tax records, which we keep for as long as tax law requires (up to seven years). Call recordings and transcripts are kept for the period the business sets, and no longer than 12 months by default. Messages sent to us through our website are kept for up to two years.

Your choices and rights

You can ask to see the personal information we hold about you, correct it, or have it deleted, and you can withdraw your consent to our use of it, subject to legal and contractual limits. Write to hello@vilozi.com with "Privacy" in the subject. We'll reply within 30 days.

Deleting an account. People who use our apps can delete their account from inside the app, or by writing to us from the email on the account. We delete the account and its personal information within 30 days, apart from records we must keep by law, as described above.

If you're a customer of a business that uses Vilozi, you can also contact that business directly. If you're not satisfied with our answer, you can contact the privacy regulator where you live, such as the Office of the Privacy Commissioner of Canada.

Security

We protect information with encryption in transit and at rest, access limited to the people who need it, and logged changes to records. No system is perfectly secure; if a breach puts your information at real risk, we'll tell you and the regulators as the law requires. More on our Security page.

Children

Our services are for businesses and are not directed to children under 16. We don't knowingly collect their personal information; if we learn we have, we delete it.

Changes to this policy

If we change this policy, we'll update the date at the top of this page and, for significant changes, tell account holders by email or in our apps before the change takes effect.

Contact

Vilozi Inc., 2425 Matheson Boulevard East, Mississauga, ON L4W 5K4. Email hello@vilozi.com.