Privacy Policy

1. Overview

VIAOS ("we", "our", or "us") is a CRM and lead management platform. This Privacy Policy explains how we collect, use, and protect information when you use our services at viaos.co. VIAOS is operated by Virtual Impact Group LLC.

2. Information We Collect

• Account information: email address and name when you sign up or sign in via Google.
• Lead data: contact information (name, phone, email) submitted through Facebook Lead Ads forms that you connect to VIAOS.
• Facebook Page data: Page names, IDs, and access tokens required to retrieve your lead ads — collected only when you explicitly authorize the connection via OAuth.
• Usage data: system logs for debugging and service improvement (IP addresses, timestamps, actions).

3. How We Use Your Information

• To operate and deliver the VIAOS CRM service.
• To retrieve and display Facebook Lead Ads leads on your behalf.
• To authenticate your identity and maintain your session.
• To improve platform reliability and debug issues.

We do not sell your data or your leads' data to third parties.

4. Facebook / Meta Data

When you connect your Facebook account, VIAOS requests the following permissions:

• pages_show_list — to list your Facebook Pages
• pages_read_engagement — to access page information
• leads_retrieval — to retrieve leads submitted to your Lead Ads forms

Facebook data accessed through these permissions is used solely to display and manage your leads inside VIAOS. We store page access tokens securely in our database (Supabase) and use them only to fetch your lead data. You can disconnect your Facebook account at any time from within the VIAOS Integrations panel, which revokes our access.

5. Data Storage & Security

All data is stored in Supabase (PostgreSQL), a SOC 2 Type II compliant cloud database. Data in transit is encrypted via TLS. Access tokens are stored encrypted at rest. We apply row-level security so each user can only access their own data.

6. Data Retention

We retain your data for as long as your account is active. You may request deletion of your account and all associated data by contacting us. Upon request, we will delete your data within 30 days.

7. Third-Party Services

VIAOS integrates with the following third-party services:

• Meta (Facebook) — for Lead Ads data retrieval
• Supabase — database, authentication, and file storage
• Twilio — voice calling and SMS features
• Vercel — frontend hosting
• Railway — backend hosting
• OpenAI — AI analysis, extraction, and content generation
• Groq — automated speech-to-text transcription
• Cloudflare R2 — storage of uploaded files and recordings
• Qdrant — storage of embeddings used for approved-knowledge retrieval

8. Artificial Intelligence and Automated Processing

VIAOS uses artificial intelligence to provide several features. Depending on which features a workspace uses, the following may be processed by AI:

• Call recordings and uploaded audio or video, for automated transcription
• Call transcripts, for summarization, coaching analysis, and structured extraction
• Documents and reference material uploaded to the workspace
• Notes, messages, and other text entered into the platform, including dictated voice notes

This processing is carried out by third-party AI providers, currently OpenAI and Groq, acting on our behalf. Content is transmitted to them only to perform the requested feature. We do not sell personal information, and we do not knowingly submit customer content to any provider for the purpose of training their models.

Before a call transcript is sent to an external model for analysis, the platform applies automated redaction intended to remove personal identifiers, and transcripts flagged as containing high-risk identifiers are withheld from external models entirely. No automated redaction is perfect, and this should not be relied on as a guarantee that a particular identifier has been removed.

AI output can be inaccurate. Transcription, analysis, and generated content are probabilistic and may be wrong, incomplete, or fabricated. Where the platform analyzes employee or agent calls, the resulting observations are estimates intended for coaching, are labeled with the strength of the evidence behind them, and are not a determination of fact. No employment, compensation, or disciplinary decision is made automatically by the platform, and AI output should not be the sole basis for such a decision.

If you believe AI-generated information about you is inaccurate, you may contact us using the details below to request correction or deletion, or to ask for human review of any automated output that concerns you.

9. Your Rights

You have the right to:

• Access the data we hold about you
• Request correction of inaccurate data
• Request deletion of your data
• Disconnect any third-party integration (e.g. Facebook) at any time

10. Legal Requests and Government Disclosures

If required by applicable law, regulation, legal process, or governmental request, Virtual Impact Group LLC may disclose user information to public authorities or law enforcement agencies. Any such disclosure will be limited to the minimum information reasonably necessary to comply with the applicable legal obligation or request.

Where legally permitted, we will make reasonable efforts to notify affected users prior to disclosing their information.

11. Contact

For privacy-related questions or data deletion requests about VIAOS, contact Virtual Impact Group LLC at:
franciscocardenaswork@gmail.com
Website: https://viaos.co