1. Who we are
Vencera LLC("we," "us," or "our") provides coaching and related services to clients and prospects. This policy explains how we handle information when you visit our website, request a consultation, become a customer, or otherwise interact with the Vencera service, which runs on the Vencera platform.
2. What we collect
Information you give us
- Your name, email address, business name, and phone number when you book a consultation, fill out an intake form, sign up as a client, 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.
- Profile information you add to your account (display name, photo, preferences, 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 site and the service (pages viewed, features used, errors encountered).
- Cookies and similar technologies as described in section 6 below.
Information from third parties
- If you sign in through a third-party identity provider, we receive the basic profile fields you authorize.
- If you connect external services (e.g. Stripe for payments, Twilio for calls, Mailgun for email, ManyChat for messaging), 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 our service and website.
- Communicate with you about your account, billing, support, service 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 service. The primary processor is Vencera LLC, which operates the platform on our behalf. Vencera in turn uses sub-processors including Vercel (hosting), Supabase (database and auth), Mailgun (email), Twilio (telephony and SMS), ManyChat (DM integration), Stripe (payments), and product analytics vendors. These vendors are bound by contracts that restrict their use of data to the services they provide.
- With your direction. If you ask us to connect or share data with another service, 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 LLC, our customers, or the public.
- Corporate events. If Vencera LLC is involved in a merger, acquisition, financing, or sale of assets, information may transfer to the successor entity, subject to this policy.
Your mobile phone number and SMS consent are never shared. We do not sell, rent, or share your mobile phone number, or the fact that you opted in to receive text messages, with any third party or affiliate for their own marketing or promotional purposes. Your number is shared only with our SMS provider (Twilio) for the sole purpose of delivering the messages you asked to receive — such as appointment confirmations and reminders. Message frequency varies and message and data rates may apply. Reply STOP to any message to opt out, or HELP for help. See our Terms of Service for the full text-message program details.
5. Customer data (data we process for our customers)
When you use our service as a client or team member, the contacts, leads, messages, and other information you and your team enter or import (your "Customer Data") belong to you. We act as a controller of Customer Data for the limited purpose of providing and improving the service, and Vencera LLC acts as our processor in operating the platform underneath. 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 own 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. Essential cookies keep you signed in and remember your choices; the product does not work without them. Specifically:
- Authentication (essential): a session cookie (names beginning with
sb-) set when you sign in. - Consent (essential):
vc_consentstores your cookie choice for one year so we do not ask again.
This site runs no advertising or analytics trackers. You can disable cookies in your browser settings; some product functionality will not work without the essential ones.
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
Our service is 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
Our service is operated from the United States. If you access it 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 service before the changes take effect.
13. Contact
Email hello@vencera.io with any privacy question. We read every message.