Privacy Policy

Mobile numbers and SMS consent

No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Mobile numbers and SMS opt-in data and consent are never shared with, sold to or rented to third parties for their marketing purposes.

We use a mobile number only to send the account alerts the person agreed to receive and to respond to HELP and STOP requests. We share it only with the service providers that deliver those messages for us, who may use it only to do so.

We keep a record of each opt-in and opt-out, including the number, the date and time, where consent was given and the wording agreed to, so we can honor your choices and show consent. You can opt out at any time by replying STOP. See our SMS Policy.

Information we collect

• Account information: your name, email address, mobile number if you provide one, and sign-in and authenticator details. Passwords are handled by our authentication provider and we never see them.
• Business information: legal name, fiscal year and settings, and who has access in which role.
• Financial records: accounts, journal entries, invoices, bills, payments, customers, vendors, items, reports and files you upload or import.
• Data from connected platforms: sales, payouts, payroll totals, inventory movements and other events a platform sends after an owner approves its connection.
• Bank data: statements you upload. If you connect a bank, we receive the account’s name, type and last four digits, the owner names the bank shares, and its transactions, through our bank connection provider. You log in to your bank through that provider, and we never receive your bank username or password.
• Receipts: pictures and files you upload or scan, and what’s read from them, such as the merchant, date, amounts, items and the last four digits of a card.
• Bill pay: if you turn it on, the business and identity details Stripe asks for to verify the business and the people who own or run it, which go to Stripe, and the vendor bank details you enter, which also go to Stripe. We keep only the bank’s name and the last four digits of each vendor’s account.
• Calls to our support line: the number you call from, and a recording and transcript of the call, used to answer it, follow up and improve our support.
• Usage and device information: IP address, browser type, and records of actions taken in the service, used to run it, secure it and keep an audit trail.

How we use information

• To keep your books and provide reports, reconciliation and the other features you use.
• To check that a connected bank account belongs to the business, by comparing the owner’s name with the business’s legal name.
• To send the emails and text messages the service needs or that you agreed to receive.
• To secure the service, prevent fraud and abuse, and keep audit records.
• To provide support, comply with law and enforce our terms.

We do not sell personal information or financial records, and we do not use them for advertising.

How we share information

• Within your business: with the people given access to its books, according to their roles.
• With what you connect: with platforms and AI assistants you or your team approve. An assistant you connect can read the books it was approved for under its own provider’s terms, so connect only ones you trust. You can disconnect them at any time.
• With service providers: companies that run parts of the service for us, including hosting and database (Vercel, Supabase), email delivery (Resend), bank connections, payments for our plans and for bill pay (Stripe), our support phone line (Twilio, which carries calls, and ElevenLabs, which answers, records and transcribes them), text message delivery and an AI provider (Anthropic) that reads receipts, suggests how to categorize them and your bank transactions, suggests a chart of accounts from your description of your business, and answers questions you ask Sync about your books. They may use the information only to provide their services to us.
• When required: to comply with law, or to protect the rights, safety and security of users and the public.
• In a business transfer: in connection with a merger or acquisition, subject to this policy.

Security and retention

We protect information with measures including an authenticator code for every user, encryption in transit, a database encrypted at rest, rules in the database that keep each business’s data apart, API keys stored only as hashes, and an audit log. No system is perfectly secure.

Accounting records must stay complete, so posted entries are never edited or erased while an account is active. We keep records for as long as needed to provide the service and meet legal and tax recordkeeping duties. Disconnecting a bank stops new data, and what’s already in the books stays there. To ask about deleting data, contact us.

Your choices

• Reply STOP to any text message to stop receiving texts. Reply HELP for help.
• Disconnect a bank, platform or AI assistant from within the service, or ask an owner or admin of your business to.
• Ask to see, correct or delete personal information by writing to privacy@vortexsync.ai. Depending on where you live, you may have further rights under local law. We won’t treat you differently for using them.

Children

Vortex Sync is a business service and isn’t meant for anyone under 18.

Changes to this policy

We may update this policy and will post the new version here with a new date. If a change is significant, we’ll tell account owners.

Contact

Vortex AI, Inc. d/b/a Vortex Sync · privacy@vortexsync.ai · vortexsync.ai