Privacy Policy

Vellor Systems LLC, a Wyoming limited liability company (“Deskwise,” “we,” “us,” or “our”), operates the website at deskwise.co and the Deskwise AI voice receptionist platform. This Privacy Policy describes how we collect, use, and disclose personal information from operators, callers, site visitors, and affiliates.

Using Deskwise is subject to this policy and to our Terms of Service and AI & Recording Disclosure.

• Operators— businesses that subscribe to Deskwise and use it to answer their inbound calls.
• Callers— end customers of an Operator whose phone calls are answered by the Deskwise AI agent.
• Site visitors— people who browse our marketing pages at deskwise.co.
• Affiliates— people enrolled in our referral program.

For calls answered through Deskwise, the Operator is the data controller of caller data and Deskwise acts as a data processoron the Operator's behalf.

From Operators

• Name, email, business name, and billing address.
• Payment information — processed by Stripe. We do not store full payment card numbers.
• Phone numbers you provision through Deskwise or forward into the Service.
• Account configuration, business hours, prompts, and integrations.

From Callers (via AI calls)

• Phone number and (when given) name.
• Spoken content and the full text transcript of the call.
• Audio recording — only if the Operator has enabled recording.
• Appointment details, contact records, and anything else the caller chooses to share.
• Payment details processed for the Operator through Stripe Connect (we do not store card numbers).

From Site Visitors

• IP address, user agent, referrer, and pages visited.
• Essential cookies (session, security) and, where enabled, analytics cookies.

From Affiliates

• The same information as Operators.
• Stripe Connect Express KYC information (legal name, address, tax identifier) collected and held directly by Stripe.
• Referral activity and commission ledger.

• Provide the Service — answer calls, schedule appointments, send transactional SMS and email, and store transcripts and (where enabled) recordings.
• Improve each Operator's assistant through prompt and configuration tuning at the Operator level. We do not use your call content to train base large-language models. We send LLM requests to Anthropic and OpenAI through their APIs in zero-retention or no-training-on-content modes where available.
• Billing, invoicing, and tax compliance.
• Customer support, account management, and operator success.
• Security, fraud detection, and abuse prevention.
• Legal compliance and to enforce our Terms.

Deskwise is a US-only service. Where state or federal law requires a legal basis to process personal information, we rely on:

• Performance of contract— to deliver the Service to Operators.
• Legitimate interests— to secure the Service, prevent fraud, and improve product quality.
• Consent— for optional cookies and, where applicable, call recording.
• Legal obligation— to keep records for tax, accounting, and compliance.

We rely on the following subprocessors to operate Deskwise. Each is bound by its own data-protection terms.

• Vapi— voice AI infrastructure
• Twilio— telephony, SMS, and number provisioning
• Stripe— payments and Stripe Connect Express
• Clerk— authentication
• Supabase(US region) — primary database
• Resend— transactional email
• Vercel(US) — application hosting
• Anthropic— LLM provider (Claude)
• OpenAI— speech and fallback LLM, primarily reached through Vapi's voice pipeline
• Sentry— error monitoring (PHI scrubbed)
• Plausible Analytics(EU) — cookieless, aggregated marketing-site analytics

The live list, including data category, region, and DPA links, is maintained at /security/subprocessors. We may add, replace, or remove subprocessors over time and will update that page accordingly.

Whether an Operator records its calls is controlled by the Operator in the Deskwise dashboard.

• Transcripts are always created and stored as a normal part of operating the Service.
• Recordingsare stored only if the Operator has enabled recording. When recording is enabled, the assistant's default first-message includes a notice that the call may be recorded.
• PHI redaction. For healthcare-vertical Operators using our PHI-safe mode, Protected Health Information is redacted from transcripts before they are sent to an LLM for inference.
• Default retention is 24 months from the call date, unless the Operator's plan or settings specify a shorter period.

We use a small number of cookies, all of which are first-party:

• Essential— session and authentication cookies set by Clerk so you can stay logged in.
• Affiliate attribution— a first-touch cookie named dw_ref, set when a visitor arrives via an affiliate link, retained for 60 days, and used to credit the referring affiliate at signup.
• Customer-referral attribution— a first-touch cookie named dw_cref, set when a visitor arrives via an existing operator's referral link, retained for 60 days, and used to credit both parties' $50 account credits at signup.
• Analytics— aggregated analytics cookies, where enabled, to understand site usage. We use Plausible Analytics, which is cookieless by default; if it does set any cookie, it is first-party and non-tracking.

Global Privacy Control (GPC).We honor the GPC browser signal as a valid opt-out request under applicable state privacy laws (including California's CCPA/CPRA). When your browser sends a GPC header, we treat it as an opt-out of any “sharing” for cross-context behavioral advertising. Since we do not engage in such sharing, the practical effect is the same either way.

• Operator account data— retained while your account is active and for 30 days after cancellation, after which it may be deleted.
• Call data(transcripts and recordings) — default 24 months; configurable subject to plan.
• Payment and billing records — retained for 7 years for tax and accounting compliance.
• Security logs — retained for up to 24 months for fraud prevention and incident response.

Depending on your state of residence, you may have the following rights with respect to personal information we hold about you:

• Right to know— what categories of personal information we collect and the purposes for which we use it.
• Right to access— a copy of the personal information we hold about you.
• Right to delete— subject to limited exceptions (for example, fraud and tax records).
• Right to correct— inaccurate personal information.
• Right to opt out of “sale” or sharing — we do not sell personal information as that term is generally defined; no opt-out is required, but we disclose this so you can rely on it.
• Right to non-discrimination for exercising any of these rights.

To exercise any of these rights, email contact@vellor-systems.com. We will verify your identity (typically by confirming control of the email on file) and respond within the time required by applicable law.

Deskwise is a business-to-business service and is not directed to children. Consistent with the Children's Online Privacy Protection Act (COPPA), we do not knowingly collect personal information from children under 13. If you believe a child under 13 has provided personal information through Deskwise, contact contact@vellor-systems.com and we will take appropriate steps to delete it.

For healthcare-vertical Operators, Deskwise operates as a Business Associate under a signed Business Associate Agreement (BAA). Operators handling Protected Health Information must request a BAA at contact@vellor-systems.com and execute it before using PHI-related features. When PHI-safe mode is enabled, PHI is redacted from transcripts before inference by an LLM provider.

If you are a caller and you would like to exercise rights over your data:

• You can ask the AI to end the call or to transfer you to a human at any time.
• You can request deletion of your data by contacting the business you called (which is the data controller). You can also email us at contact@vellor-systems.com and we will route the request to the Operator.
• As a data processor, Deskwise deletes caller data upon verified request from the Operator who controls it.

See our AI & Recording Disclosure for plain-language information aimed at callers.

• Encryption in transit— TLS 1.2+ on all connections.
• Encryption at rest— AES-256 via Supabase for the database; Stripe for card data.
• Access controls— Clerk authentication, single-sign-on, and least-privilege access for staff.
• PCI scope— out of scope. All card data is handled by Stripe; Deskwise does not see full PANs.
• Webhook signatures verified before any side effect.

More detail at /security.

If we determine that a security incident has resulted in unauthorized access to personal information that affects an Operator, we will notify the Operator's billing contact without undue delay, generally within 72 hours of confirming the incident, and provide information reasonable under the circumstances about its nature and scope. Operators acting as controllers are responsible for downstream notifications to callers as required by applicable state breach-notification statutes.

Deskwise is a US-only service. All operator and caller data is stored in the United States. We do not currently offer service to customers outside the US and do not engage in international data transfers.

We may update this Privacy Policy from time to time. We will post the revised version on this page and update the effective date. Material changes will be communicated by email to Operators on file. Continued use of the Service after the effective date of a change constitutes acceptance of the revised policy.

Privacy questions and requests: contact@vellor-systems.com.

Mailing address: Vellor Systems LLC, 1603 Capitol Ave, Ste 415 #420901, Cheyenne, Wyoming 82001, USA.