1. Who we are
Vencera ("Vencera," "we," "us," or "our") provides software that online coaches and their teams use to run their businesses, including DM management, scheduling, calling, email automation, client management, and revenue tracking. This policy explains how we handle information when you visit vencera.io, request a demo, sign up as a customer, or use the Vencera platform.
2. What we collect
Information you give us
- Your name, email address, business name, and phone number when you book a demo, request an architecture audit, sign up for an account, or email us.
- Billing and payment information when you become a paid customer. Card details are handled by our payment processor (Stripe); we never see or store full card numbers.
- Account profile information you add inside the product (display name, photo, role, team membership).
Information we collect automatically
- Device and browser information (user agent, screen size, approximate location derived from IP) for analytics and abuse prevention.
- Usage information about how you interact with our marketing site and the product (pages viewed, features used, errors encountered).
- Cookies and similar technologies as described in section 6 below.
Information from third parties
- If you sign in with a third-party identity provider (e.g. Google), we receive the basic profile fields you authorize.
- If you connect external services to your Vencera workspace (e.g. Stripe, Twilio, Mailgun, ManyChat), we receive the data those connections expose, scoped to what the integration needs.
3. How we use it
We use the information described above to:
- Operate, maintain, and improve the Vencera platform and our marketing site.
- Communicate with you about your account, billing, support, product changes, and security.
- Send transactional and (where permitted) occasional marketing email. You can unsubscribe from marketing email at any time using the link in the footer of any such message.
- Detect, investigate, and prevent fraudulent or abusive activity.
- Comply with legal obligations and enforce our Terms.
We do not sell your personal information, and we do not use customer or end-user data to train third-party machine-learning models.
4. How we share it
We share information only as described below:
- Service providers (sub-processors) who help us run the platform, including hosting (Vercel), database and auth (Supabase), email (Mailgun), telephony and SMS (Twilio), DM integration (ManyChat), payments (Stripe), and product analytics. These vendors are bound by contracts that restrict their use of data to the services they provide to us.
- With your direction. If you ask us to connect or share data with another service (e.g. exporting to a CRM), we follow your instruction.
- Legal or safety reasons. If we believe in good faith that disclosure is required by law, necessary to enforce our agreements, or needed to protect the rights, property, or safety of Vencera, our customers, or the public.
- Corporate events. If Vencera is involved in a merger, acquisition, financing, or sale of assets, information may transfer to the successor entity, subject to this policy.
5. Customer data (data we process for our customers)
When you use Vencera as a coach or agency, the contacts, leads, clients, messages, and other information you and your team enter or import (your "Customer Data") belong to you. Vencera acts as the processor of Customer Data on your behalf. We:
- Use Customer Data only to provide and improve the service you signed up for.
- Do not market to your contacts on our own behalf.
- Return or delete Customer Data when you close your account, subject to the retention windows in section 8.
If your contacts have questions about how their information is handled, please direct them to you in the first instance; you are the controller of that data. We will support you in honoring valid privacy requests from your contacts.
6. Cookies and analytics
We use a small number of cookies and similar technologies for essential functionality (keeping you signed in, remembering preferences) and for privacy-respecting analytics (understanding which pages get traffic and where flows break). You can disable non-essential cookies in your browser settings; some product functionality will not work without essential cookies.
7. Your rights
Depending on where you live, you may have rights to access, correct, export, or delete the personal information we hold about you, to object to or restrict certain processing, and to lodge a complaint with a supervisory authority. To exercise any of these rights, email hello@vencera.io from the address on file with your account; we will respond within 30 days.
8. Retention
We retain information for as long as your account is active and for a reasonable period afterward to comply with legal, tax, and accounting obligations and to resolve disputes. Specifically:
- Account and billing records: retained for the duration of the account plus the period required by applicable law (typically 7 years for billing).
- Customer Data: retained while your subscription is active; deleted within 60 days of account closure unless you ask us to delete sooner.
- Marketing-list contact information: retained until you unsubscribe or ask us to delete it.
9. Security
We use industry-standard administrative, technical, and physical safeguards to protect information, including encryption in transit (TLS), encryption at rest for stored data, scoped access controls, audit logging, and routine review of our vendors. No method of transmission or storage is 100% secure; we work to remediate vulnerabilities promptly and notify affected customers and authorities as required by law.
10. Children
Vencera is a business product intended for use by adults. We do not knowingly collect personal information from children under 16. If you believe a child has provided us information, contact us and we will delete it.
11. International users
Vencera is operated from the United States. If you access the service from outside the United States, you understand that your information will be transferred to, stored, and processed in the United States and any other country where our sub-processors operate. We rely on Standard Contractual Clauses and equivalent legal mechanisms where required.
12. Changes
If we make material changes to this policy, we will update the "Last updated" date above and, where appropriate, notify you by email or through the product before the changes take effect.
13. Contact
Email hello@vencera.io with any privacy question. We read every message.