Privacy Policy

Who we are

VinRaven operates vinraven.ca and the VinRaven front desk product. We are an online business based in Newfoundland and Labrador, Canada.

For anything in this policy, contact hello@vinraven.ca.

Two different relationships

This matters, because it changes who is responsible for your information.

If you are a visitor chatting on a business website that runs VinRaven, that business decides what happens to your information. We hold and process it on their behalf. If you want your information removed, the fastest route is to ask that business directly, though you can also ask us and we will act on it.

If you are a VinRaven customer using the admin dashboard, we are responsible for your account information directly.

What we collect

• Messages you send to the chat assistant. The text of a conversation, so the assistant can answer and so the business can follow up. Conversations are stored against the business you were talking to.
• Contact details you provide. Name, email, phone, and anything else you type into a contact or booking form, so the business can reach you back.
• Booking and ticket details. Appointment times, service requested, and the notes attached to a job, where the business uses those features.
• Basic technical information. IP address, browser type, and pages visited, kept in server logs for security and troubleshooting.
• Account details, for business customers. The email and business information used to sign in to the admin dashboard, plus billing details held by Stripe.

We do not sell personal information or use it to build advertising profiles.

Improving AI answers

With separate permission, we may use anonymised conversation examples to evaluate, train, or improve AI answers. We remove information that could reasonably identify a person before using an example. Names, contact details, health information, and other sensitive personal information are not used for training.

Using the chat or accepting this policy does not by itself give permission for training. You can decline or withdraw permission for future use by emailing hello@vinraven.ca. Permission to improve AI answers is not a condition of receiving the service.

Who your information is shared with

We use a small number of service providers to run the product. Each one only receives what it needs to do its job.

• Supabase. Database, authentication, and file storage. Data is processed in the United States.
• DigitalOcean. Server hosting for the site and API. Data is processed in the Canada.
• Stripe. Subscription billing and payment processing. Data is processed in the United States.
• Resend. Transactional and notification email. Data is processed in the United States.
• OpenRouter. Language model requests behind the chat assistant. Data is processed in the United States.
• Google. Calendar sync, where a customer connects a Google account. Data is processed in the United States.
• Microsoft. Calendar sync, where a customer connects a Microsoft account. Data is processed in the United States.

Several of these operate in the United States, which means information may be stored or processed outside Canada and can be subject to the laws of that country.

How long we keep it

Conversations, leads, tickets, and bookings are kept for as long as the business you contacted holds an active account, because that is the record they rely on to serve you. When that account closes, we retain its customer records for 30 calendar days and then delete them. The 30-day period starts on account closure, not when each record is created. You can request deletion sooner using the contact details below.

Billing, tax, and other records that must be kept by law are retained only for the required period. Security logs are kept only as long as needed for security and troubleshooting. Anonymised examples used with permission to improve AI answers may be retained after the original records are deleted, provided they can no longer reasonably identify anyone.

Your rights

Under Canadian privacy law (PIPEDA) and the law of Newfoundland and Labrador, Canada, you can ask us for a copy of the personal information we hold about you, ask us to correct it, and ask us to delete it. You can also withdraw consent at any time.

To make any of these requests, see data deletion or email hello@vinraven.ca. We respond within 30 days.

Security

Access to customer data is restricted per business account and enforced at the database level. Calendar credentials are encrypted before storage. Secrets stay on the server and are never sent to your browser.

Children

VinRaven is a tool for businesses and is not directed at children. We do not knowingly collect information from anyone under 13.

Changes

If this policy changes in a way that affects you, we will update the effective date above and, for account holders, tell you by email.