Privacy Policy
How Vectalk.ai collects, uses, and protects your information.
Last updated: January 1, 2025
Table of Contents
1. Introduction
Welcome to Vectalk.ai ("we," "our," or "us"), a product of NeoPhoenix.ai, based in Gujarat, India. We operate the Vectalk.ai platform — an AI-powered governed retrieval system for enterprise teams.
This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website or use our platform. By accessing or using Vectalk.ai, you agree to the practices described in this policy.
If you disagree with any part of this policy, please discontinue use of our services. For questions, contact us at business@neophoenix.com.
2. Information We Collect
- ✓Account Information: Full name, email address, company name, and job title when you sign up
- ✓Authentication Data: Login credentials, password hashes (never stored in plain text), and two-factor authentication data
- ✓Billing Information: Payment method details, billing address, and transaction history — processed via PCI-compliant processors
- ✓Communication Data: Messages, support tickets, feedback, and emails you send us
- ✓Profile Preferences: Notification settings, language preferences, and display configuration
- ✓Usage Data: Pages visited, features used, queries submitted, session duration, and clickstream data
- ✓Device Information: Browser type, operating system, device identifiers, screen resolution
- ✓Log Data: IP addresses, access timestamps, referring URLs, server logs
- ✓Cookies & Tracking: Session cookies, persistent cookies, and similar tracking technologies (see Section 9)
- ✓Performance Metrics: Error reports, crash logs, and API response times to improve platform reliability
When you use Vectalk.ai to connect data sources, the platform may process:
- ✓Document content and metadata from connected data sources (e.g., databases, file systems, SaaS tools)
- ✓Query inputs you enter into the AI interface
- ✓AI-generated responses and session history
Enterprise Note: For on-premises deployments, your data never leaves your infrastructure. Vectalk.ai processes data solely within your designated environment.
3. How We Use Your Information
- ✓Providing, operating, and maintaining the Vectalk.ai platform
- ✓Generating AI responses and processing natural language queries
- ✓Deploying and managing AI models within your environment
- ✓Personalizing your experience based on usage patterns
- ✓Developing new features and improving existing functionality
- ✓Responding to your support requests and technical queries
- ✓Sending transactional emails (account confirmation, password reset)
- ✓Sharing product updates, security alerts, and important notices
- ✓Sending marketing communications (only with your explicit consent)
- ✓Detecting and preventing fraud, abuse, and unauthorized access
- ✓Enforcing our Terms of Service and other legal agreements
- ✓Complying with applicable laws, regulations, and government requests
- ✓Protecting the rights and safety of our users and the public
- ✓Analyzing usage trends to improve platform performance
- ✓Conducting internal research and development
- ✓Generating aggregated, anonymized statistics (never tied to individuals)
4. Data Security & Protection
We implement industry-leading security measures to safeguard your personal information against unauthorized access, disclosure, alteration, or destruction.
- ✓AES-256 encryption at rest for all stored data
- ✓TLS 1.3 encryption in transit for all data transfers
- ✓Zero-knowledge architecture options for sensitive enterprise deployments
- ✓Regular automated vulnerability scanning and penetration testing
- ✓SOC 2-compliant infrastructure and audit logging
- ✓Role-based access control (RBAC) with least-privilege principle
- ✓Multi-factor authentication required for all team accounts
- ✓Regular access reviews and employee background checks
- ✓Segregated environments for development, staging, and production
- ✓24/7 security monitoring with real-time anomaly detection
- ✓Documented incident response plan with defined SLAs
- ✓Data breach notification within 72 hours of discovery (as required by law)
- ✓Regular disaster recovery drills and business continuity planning
While we take significant steps to protect your data, no method of electronic transmission or storage is 100% secure. We encourage you to use strong passwords and keep your credentials confidential.
5. Information Sharing
We do not sell, trade, or rent your personal information to third parties. We may share your data only in the following limited circumstances:
- ✓Service Providers: Trusted vendors who assist with hosting, payments, analytics, and customer support — bound by strict data processing agreements
- ✓Business Transfers: In the event of a merger, acquisition, or asset sale — you will be notified and your rights preserved
- ✓Legal Requirements: When required by law, court order, or governmental authority
- ✓Safety: To protect the rights, property, or safety of Vectalk.ai, our users, or the public
- ✓With Your Consent: For any other purpose with your explicit, informed consent
All third-party service providers are contractually obligated to use your data solely for the purpose of providing services to us and to maintain appropriate security standards.
6. Your Rights & Choices
Depending on your location, you may have the following rights regarding your personal data:
- ✓Right to Access: Request a copy of the personal data we hold about you
- ✓Right to Correction: Request correction of inaccurate or incomplete information
- ✓Right to Deletion: Request deletion of your personal data ('right to be forgotten')
- ✓Right to Data Portability: Receive your data in a structured, machine-readable format
- ✓Right to Object: Object to processing based on legitimate interests or for direct marketing
- ✓Right to Restrict Processing: Request restriction of how we process your data
- ✓Right to Withdraw Consent: Withdraw any previously given consent at any time
To exercise any of these rights, please contact us at business@neophoenix.com. We will respond within 30 days. Some rights may be subject to limitations under applicable law.
7. International Data Transfers
Vectalk.ai is headquartered in Gujarat, India. If you are accessing our services from outside India, your information may be transferred to and processed in India or other countries where our service providers operate.
We ensure appropriate safeguards are in place for international transfers, including:
- ✓Standard Contractual Clauses (SCCs) approved by relevant data protection authorities
- ✓Adequacy decisions where applicable
- ✓Binding Corporate Rules for intra-group transfers
- ✓Your explicit consent where required by applicable law
For enterprise customers requiring data residency, we offer on-premises deployment options that ensure all data stays within your jurisdiction.
8. Children's Privacy
Vectalk.ai is an enterprise B2B platform and is not intended for use by individuals under 18 years of age. We do not knowingly collect personal information from children.
If you believe that a child has provided us with personal information, please contact us immediately at business@neophoenix.com and we will promptly delete such information.
9. Policy Updates
We may update this Privacy Policy from time to time to reflect changes in our practices, services, or legal obligations. When we make material changes, we will:
- ✓Update the 'Last Updated' date at the top of this policy
- ✓Post a prominent notice on our website
- ✓Send an email notification to registered users for significant changes
- ✓Obtain fresh consent where required by applicable law
We encourage you to review this policy periodically. Continued use of Vectalk.ai after updates constitutes acceptance of the revised policy.
10. Contact Information
If you have questions, concerns, or requests regarding this Privacy Policy or how we handle your data, please reach out to us:
Privacy Inquiries
business@neophoenix.comCompany
NeoPhoenix.ai
Gujarat, India
This Privacy Policy is effective as of January 1, 2025.
© 2026 NeoPhoenix.ai. All rights reserved. Vectalk.ai is a product of NeoPhoenix.ai.