Privacy Policy — Vectrion AI

Effective Date: July 11, 2026 Last Updated: July 11, 2026 Operator: Vectrion AI, LLC, a Wyoming limited liability company

Version: v1.1 (July 11, 2026) — factual-accuracy update. Supersedes v1.0 (May 1, 2026). Prior versions are archived and available on request via [email protected].

1. Who We Are

Vectrion AI ("Vectrion," "we," "us," or "our") is an AI-powered revenue operations service for HVAC contractors, operated by Vectrion AI, LLC. Our website is located at www.vectrion.ai.

For privacy inquiries, contact us at: [email protected]

2. Information We Collect

2.1 Information You Provide Directly

• Contact and inquiry forms: Name, business name, email address, phone number, location, and any other information you choose to submit.
• Booking and scheduling: When you book a strategy call, we collect the information you provide through our scheduling platform (Cal.com), including your name, email, and any pre-call information.
• Client onboarding: Business information, contact details, and operational data you share during onboarding or our service engagement.
• Communications: Information contained in emails, calls, or messages you send to us.

2.2 Information We Collect Automatically

• Server logs: Our hosting infrastructure (Cloudflare) records standard server-side request information, such as IP address, user-agent (browser/device type), and requested pages, for security and operations.
• IP address on form submissions: When you submit a form (for example, an application or an SMS opt-in), we record the originating IP address as part of the submission and consent record.
• Cookies and tracking: Our public website does not set analytics or marketing cookies and does not use third-party ad trackers. See Section 7 for details.

2.3 Information From Third Parties

We may receive information about you from publicly available sources, data providers, and business databases for the purpose of identifying and reaching potential clients. This includes business contact information, company details, and revenue signals from public sources.

3. How We Use Your Information

We use the information we collect to:

• Deliver our services: Respond to inquiries, book strategy calls, and provide our AI revenue operations platform to clients.
• Run outreach: Contact potential clients who may benefit from our services via email and SMS. All outreach complies with applicable law, including CAN-SPAM and TCPA requirements.
• Improve our platform: Analyze how our website and services are used to improve performance, content, and user experience.
• Communicate with you: Send service-related communications, updates, and marketing materials where permitted.
• Comply with legal obligations: Meet our obligations under applicable law, including record-keeping and regulatory compliance.
• Protect our rights: Enforce our Terms of Service and protect against fraud, abuse, and legal claims.

4. Legal Bases for Processing (Where Applicable)

Where required by law (e.g., GDPR for EEA residents), we process your personal data on the following legal bases:

• Legitimate interests: Outreach to business contacts who may benefit from our services; operating and improving our platform.
• Contract performance: Processing information necessary to deliver services to clients.
• Consent: Where you have given us explicit consent (e.g., submitting a contact form, opting into communications).
• Legal obligation: Where processing is required to comply with applicable law.

5. How We Share Your Information

We do not sell your personal information. We may share your information with:

• Service providers: Vendors who help us operate our business (e.g., email providers, scheduling platforms, CRM software, analytics tools). These vendors are contractually bound to protect your information and may only use it to provide services to us.
• Professional advisors: Attorneys, accountants, and other advisors bound by professional confidentiality.
• Business transfers: In connection with a merger, acquisition, or sale of all or part of our business, your information may be transferred as a business asset.
• Legal requirements: Where disclosure is required by law, court order, or government authority.
• Protection of rights: Where disclosure is necessary to protect the rights, property, or safety of Vectrion AI, our clients, or others.

We do not share, rent, or sell your personal information to third parties for their own marketing purposes.

6. Data Retention

We retain your information for as long as necessary to fulfill the purposes described in this policy, or as required by law. We do not currently apply fixed automatic deletion schedules; records are retained until they are no longer needed for the purposes described in this policy, until deletion is required by law, or until you request deletion.

You may request deletion of your personal information at any time (see Section 8), and opt-out records (unsubscribe and STOP requests) are retained so that we can continue to honor them.

7. Cookies and Tracking Technologies

Our public website does not set analytics or marketing cookies and does not use third-party advertising trackers. Essential cookies are used only where strictly necessary for functionality — for example, authentication cookies when a client signs in to the client portal.

If we introduce analytics or marketing cookies in the future, we will update this policy first. You can control cookies through your browser settings; disabling essential cookies may affect portal functionality.

8. Your Rights and Choices

Depending on your location, you may have the following rights:

• Access: Request a copy of the personal information we hold about you.
• Correction: Request correction of inaccurate information.
• Deletion: Request deletion of your personal information, subject to certain legal exceptions.
• Opt-out of marketing: Unsubscribe from marketing communications at any time by clicking "unsubscribe" in any email or contacting us at [email protected].
• Opt-out of SMS: Reply STOP to any SMS message to opt out immediately.
• Data portability: Request your data in a portable format (where applicable).
• Object to processing: Object to processing based on legitimate interests.

California residents have additional rights under the CCPA, including the right to know what personal information is collected, sold, or disclosed, and the right to non-discrimination for exercising your rights.

To exercise any of these rights, contact us at [email protected]. We will respond within 30 days.

9. Email and SMS Communications

9.1 Email Outreach

If you receive an unsolicited email from Vectrion AI, it is because we identified your business as a potential fit for our services based on publicly available information. Every email includes an unsubscribe option. Clicking unsubscribe will remove you from all future outreach immediately.

9.2 SMS Communications — Prospect Outreach

We may send SMS messages to business contacts where permitted by applicable law. Standard message and data rates may apply. Reply STOP at any time to opt out. Reply HELP for assistance.

9.3 SMS Communications — End-Customer Messaging on Behalf of HVAC Clients (Opt-In Program)

When our HVAC contractor clients deploy Vectrion AI, we send SMS messages to their customers (homeowners and end users) on their behalf, for purposes such as appointment confirmations, reminders, technician notifications, and service follow-ups.

We do this only after explicit opt-in consent captured through one of the following channels:

• Our public-facing SMS Opt-In Page at https://www.vectrion.ai/sms-opt-in, with the V-logo + Vectrion AI brand visible, expected message frequency disclosed, and the STOP/HELP keywords described.
• Our HVAC client's own customer-facing intake form, where the client has obtained consent and provided records to us in compliance with the Telephone Consumer Protection Act (TCPA).

Frequency: Up to 4 messages per appointment cycle, up to 8 messages per month for service follow-ups. Message and data rates may apply.

Opt-out: Reply STOP at any time. We process opt-outs immediately and send a single confirmation message before all future messages cease.

Consent records: For every SMS opt-in captured through Vectrion AI infrastructure, we record the opt-in in an append-only consent ledger, including the timestamp, source, IP address, and the exact consent text that was shown to the user. These records are retained to support TCPA compliance and are not deleted while the consent they document remains relevant.

Mobile opt-in data: Mobile opt-in data and consent information are never shared or sold to third parties for marketing purposes.

Your rights: Whether you are a Vectrion AI prospect or a customer of one of our HVAC clients, you may at any time:

• Reply STOP to any text to opt out
• Reply HELP for assistance
• Email [email protected] to request deletion of your number from our records

9.4 CAN-SPAM Compliance

All marketing emails from Vectrion AI include:

• Our physical mailing address
• A clear and functional unsubscribe mechanism
• Honest subject lines and sender identification

9.5 TCPA Compliance Posture

Vectrion AI implements TCPA-compliant safeguards across all outbound channels (SMS, voice, email):

• Calling-time restrictions (no automated outbound communication before 8:00 a.m. or after 9:00 p.m. in the recipient's local time)
• An internal do-not-contact suppression list — every unsubscribe, STOP reply, and manual opt-out is recorded and checked before any outreach send
• Honoring of all opt-out requests within ten (10) business days
• Consent-record retention as described in Section 9.3
• Disclosure of automated/AI-generated communications consistent with FTC guidance (see Section 9.6)

9.6 AI Disclosure (Automated Communications)

Some messages and calls sent by Vectrion AI — including SMS, email, and voice communications — may be generated by artificial intelligence. Where reasonably practicable, we offer a path to a human representative on request, during our HVAC client's business hours.

Vectrion AI uses AI in the following ways:

• Drafting and sending SMS / email follow-up messages on behalf of our HVAC contractor clients
• Voice-based call recovery and appointment confirmation
• Lead scoring and routing
• Customer service triage (with human handoff available)

We do not use AI to make eligibility, credit, or pricing decisions about end users. We do not sell user data to AI training providers.

10. Data Security

We implement commercially reasonable technical and organizational measures to protect your information against unauthorized access, disclosure, alteration, or destruction. These include encrypted data transmission (TLS/HTTPS), access controls, and secure data storage practices.

No method of transmission over the internet or electronic storage is 100% secure. In the event of a data breach that affects your rights, we will notify you as required by applicable law.

11. Children's Privacy

Our services are intended for business owners and operators aged 18 and older. We do not knowingly collect personal information from children under 13. If we become aware that we have collected such information, we will delete it promptly.

12. Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices of those sites and encourage you to review their privacy policies.

13. International Data Transfers

Vectrion AI operates primarily in the United States. If you are located outside the United States, please be aware that your information may be transferred to and processed in the United States, where data protection laws may differ from those in your country.

14. Changes to This Policy

We may update this Privacy Policy from time to time. We will post the updated policy on our website with a revised effective date. If changes are material, we will provide additional notice (e.g., via email to active clients). Continued use of our services after changes are posted constitutes acceptance of the updated policy.

15. Contact Us

For privacy-related inquiries, requests, or complaints:

Vectrion AI (Vectrion AI, LLC) Email: [email protected] Website: www.vectrion.ai

This Privacy Policy is governed by the laws of the State of Wyoming, United States.