1. Who We Are
Vancenco Solutions ("we", "us") is the Data Controller for the Vancenco Pilot application. We are a UK-based AI consultancy.
2. The Data We Collect
When you use the Vancenco Pilot, we process:
- Voice Data: Real-time audio of your speech. This is streamed to our processors to understand your requests but is not permanently recorded or stored by Vancenco.
- Conversation Content: A text transcript of your dialogue with the AI to maintain conversation context.
- Identity Data: Your name, email, and phone number, if you choose to provide them for bookings.
- Technical Data: Your IP address and temporary session identifiers (strictly necessary for the connection).
3. How We Use Your Data (Legal Basis)
- To provide the AI service: We process your voice and text to generate responses. (Legal Basis: Legitimate Interest in providing the interactive tool you requested).
- To book appointments: We send your details to our calendar system. (Legal Basis: Performance of a Contract or steps prior to entering a contract).
4. Artificial Intelligence & Your Data
We use Third-Party Enterprise LLM Providers for generative AI capabilities.
- No Training: We use enterprise-grade paid services. The Provider is contractually prohibited from using your data to train their models.
- Safety Monitoring: To ensure safety, The Provider retains encrypted logs of the interaction for up to 55 days to monitor for abuse (e.g., hate speech). These logs are not used for advertising.
5. Sharing Your Data
We share specific data with the following processors:
- Google Cloud (USA/EU): For AI processing and hosting. Protected by standard contractual clauses (SCCs).
- Microsoft (USA/EU): For calendar bookings.
- SendGrid (USA): For sending confirmation emails.
6. Automated Decision Making
The AI uses logic to determine availability and route inquiries. It does not make solely automated decisions that produce legal effects (e.g., auto-rejecting job applications) without human review.
7. Data Retention
- Voice Audio: Processed in real-time and not retained.
- Transcripts: Retained for quality assurance, then deleted.
- Inquiry Records: Stored in our database until you ask us to delete them.
8. Your Rights
You have the right to request access, correction, or deletion of your data. Contact us at privacy@vancenco.com to exercise these rights.