Privacy Policy

Effective Date: July 6, 2026

Vaxen Labs Inc. (“Vaxen,” “we,” “us,” or “our”) provides AI-powered digital employee services for businesses. This Privacy Policy explains how we collect, use, disclose, and protect personal information when you visit our websites, use our services, join our waitlist, or communicate with us.

If you have questions, contact us at:

• Email: privacy@vaxen.ai
• Mail: 4601 E. Douglas Ave. STE 150, Wichita, KS 67218

1. Scope

This Privacy Policy applies to:

• visitors to our websites and landing pages;
• people who submit beta or waitlist forms;
• business customers and their authorized users;
• people who contact us by email, chat, or phone;
• personal information we process as a controller; and
• personal information we process as a service provider or processor on behalf of our customers.

2. Roles and responsibilities

We may handle personal information in two different capacities.

A. We act as a controller/business

We act as a controller when we process information about:

• website visitors;
• beta applicants and waitlist users;
• prospects;
• business account holders;
• our own marketing and support contacts.

B. We act as a processor/service provider

We act as a processor when we process personal information about our customers’ end users, callers, leads, and contacts on the customer’s behalf.

In that case:

• the customer is the controller;
• the customer is responsible for notices, consent, and lawful basis;
• we process the information only under the customer’s instructions and our contract.

3. Information we collect

A. Information you provide to us

We may collect:

• name;
• email address;
• phone number;
• business name;
• job title;
• billing details;
• account credentials;
• support messages;
• beta or waitlist submissions;
• content you upload or provide in communications.

B. Information collected through use of the Service

We may collect:

• call audio;
• call transcripts;
• voicemail content;
• chat logs;
• emails;
• appointment details;
• booking and scheduling information;
• customer and lead data submitted by clients;
• review requests and review-related content;
• service usage data.

C. Information collected automatically

We may automatically collect:

• IP address;
• browser type;
• device identifiers;
• pages viewed;
• timestamps;
• log data;
• cookie IDs or similar identifiers;
• usage and analytics data.

4. How we use information

We use personal information to:

• provide, operate, and maintain the Service;
• create and manage accounts;
• process payments and subscriptions;
• authenticate users;
• send service messages and administrative notices;
• respond to support requests;
• improve, train, evaluate, and develop our products and models;
• analyze Service performance and usage;
• secure our platform and prevent abuse;
• comply with law and enforce our agreements.

5. AI training and improvement

We may use information processed through the Service, including customer communications, to evaluate, improve, and train our systems and models.

Default setting

Training use is enabled by default, but customers may opt out through account settings or by contacting us.

De-identification

Where feasible, we may aggregate, de-identify, or remove direct identifiers before using data for training or improvement.

Vendor AI providers

We use Together AI for model processing and have configured a zero data retention arrangement with that provider.

6. Sharing and disclosure

We may share information with:

• service providers and subprocessors that help us run the Service;
• payment processors;
• cloud hosting and database providers;
• analytics providers;
• communication and telephony providers;
• legal, compliance, and security advisors;
• law enforcement or government authorities when required by law;
• buyers or successor entities in a merger, acquisition, or similar transaction.

We do not sell personal information in the traditional sense.

7. Service providers and subprocessors

Depending on how you use the Service, we may use the following categories of vendors:

• Together AI — AI model processing
• Twilio — telephony and voice services
• Hostinger — cloud hosting
• Supabase — self-hosted database infrastructure
• Vaxen Insights — self-hosted analytics
• Ghost — newsletters and campaigns, self-hosted
• other service providers we may add from time to time

8. Cookies and analytics

We use cookies and similar technologies for:

• authentication and session management;
• website functionality;
• analytics;
• performance and security.

We use our own self-hosted analytics software, Vaxen Insights, to understand how the site and Service are used.

You may be able to control cookies through your browser settings, but some features may not work properly without them.

9. Call recording and transcription

Our voice agent may record and transcribe calls.

We are responsible for providing the call-recording disclosure. Where required, the Service may give a spoken notice at the beginning of a call that the call may be recorded or transcribed.

10. Data retention

We retain information only as long as reasonably necessary for the purposes described in this Policy, unless a longer retention period is required by law.

For call recordings and transcripts:

• retained in active systems for 90 days
• then archived to cold storage
• deleted after 1 year, unless a longer retention period is required by law

When a customer cancels:

• we provide a 30-day export window
• after that, data is deleted within 6 months, except for records we must keep by law or for legitimate legal/accounting purposes

11. Security

We use reasonable administrative, technical, and physical safeguards designed to protect personal information, including:

• encryption in transit;
• encryption at rest;
• access controls and role-based permissions;
• backups;
• logging and monitoring;
• MFA for admin accounts.

No security system is perfect, and we cannot guarantee absolute security.

12. International users

Our Service is intended for U.S. users only at this time.

13. Children

Our Service is intended for business users age 18 and older and is not directed to children.

14. Sensitive or regulated data

Our Service is not designed to process:

• PHI / medical data;
• attorney-client privileged information;
• financial account data;
• government ID numbers or SSNs;
• other sensitive personal data.

Do not submit such information unless we have expressly agreed in writing.

15. Your choices

Depending on your relationship with us, you may:

• opt out of marketing emails;
• update account details;
• request deletion where applicable;
• opt out of AI training use for your account where available.

16. Marketing communications

We may send promotional emails to prospects and customers. You can unsubscribe using the link in the email or by contacting us.

17. Changes to this Policy

We may update this Privacy Policy from time to time. The updated version will be posted with a new effective date.

18. Contact us

privacy@vaxen.ai
4601 E. Douglas Ave. STE 150, Wichita, KS 67218