Privacy Policy

Privacy Policy – Vertex Technologies & AI Suite Pro

Last Updated: February 1, 2026

1. Introduction

It is Vertex Technologies’ policy to respect your privacy regarding any information we may collect while operating our websites, AI Suite Pro platform, AI Agents, and chatbot applications (collectively, the Services). This Privacy Policy explains how Vertex Technologies ("Vertex Technologies," "we," "us," or "our") collects, uses, discloses, and protects information when you:

  • Visit our website at www.vertextechnology.com and other sites we operate.
  • Use AI Suite Pro (our AI SaaS platform www.aisuitepro.com ) and related tools, APIs, and integrations.
  • Interact with AI chat Agents or chatbot applications built or hosted by Vertex Technologies (including on third-party platforms such as Facebook Messenger).

This Privacy Policy, together with any applicable Terms and Conditions, governs your use of our websites, AI Suite Pro, and our AI Agents or chatbot applications. Depending on your activities, you may be required to agree to additional terms.

2. Data Controller and Contact Details

Data Controller / Owner
Vertex Technologies B/9 Gokul Complex, Opp Nagari Hospital, Mithakhali, Ellisbridge, Ahmedabad 380006, Gujarat, India
856 Hoes Ln West, Piscataway, NJ 08854, USA
Email: info@vertextechnology.com If you have questions about this Privacy Policy or how we handle personal data, you can contact us using the details above.

3. Roles: Controller vs. Processor (AI Suite Pro)

Depending on context, Vertex Technologies may act as:

  • Data Controller: For personal data we collect directly from you for our own purposes, such as operating our websites, managing accounts, billing, marketing, analytics, and security.
  • Data Processor / Service Provider: For personal data that our business customers submit into AI Suite Pro and our AI Agents (for example, the content of chats, uploaded documents, and configuration data). In this role, we process data only on the customer’s documented instructions and in line with any Data Processing Addendum (DPA) described below.

If you are an End-User interacting with a customer’s chatbot or AI Agent powered by AI Suite Pro, that customer is usually the controller of your personal data. We process your data on their behalf.

4. Types of Data We Collect

4.1 Data You Provide

We may collect the following types of information when you use our websites, AI Suite Pro, or our AI Agents:

  • Contact and account data (name, email address, phone number, company name, role, login credentials).
  • Profile and business data (industry, use cases, preferences, and other information you choose to share).
  • AI Suite Pro configuration data (Agent settings, prompts, instructions, workflows, knowledge base content, and files you upload).
  • Conversation content (messages, questions, and media you or your End-Users send to our AI chat Agents or bots, including chat history).
  • Appointment Booking data (Integration with Calendar for Scheduling eg. Google Calendar, Calendar Timezone, Available time slots, events in calendar).
  • Billing and payment data (limited billing details and subscription information; payment card data is typically handled directly by our payment providers).
  • Support and communication data (emails, support tickets, feedback, and any other communication with us).

In some cases (such as Facebook Messenger bots), we may access basic profile information like your name, as allowed by the relevant platform’s permissions.

4.2 Data Collected Automatically

When you visit our website or use AI Suite Pro or our AI Agents, we automatically collect:

  • Log and usage data (IP address, browser type, device and operating system information, pages visited, timestamps, referring URLs, feature usage, and error logs).
  • Device and network data (language settings, approximate location such as city/country based on IP, device identifiers).
  • Cookies and similar technologies to recognize your browser, remember preferences, analyze usage, and improve our Services.
  • We also use tools such as Google Analytics to collect aggregated statistics about how visitors use our website.

4.3 Data from Third Parties

We may receive information about you from:

  • Third-party platforms and integrations you connect to AI Suite Pro (e.g., messaging platforms, CRMs, Google Calendar, helpdesk tools).
  • Social networks (e.g., Facebook Messenger) when you interact with bots or AI Agents on those platforms, subject to their permissions and privacy policies.
  • Payment processors and billing providers (limited payment confirmation and metadata).
  • Marketing and analytics providers, where permitted by law.

5. AI-Specific Data Practices

5.1 Customer Data, Inputs and Outputs

For AI Suite Pro and our AI Agents, Customer Data includes:

  • Inputs: Data provided or uploaded by you, your Authorized Users, or End-Users, such as messages, prompts, documents, appointment booking or structured records.
  • Outputs: AI-generated responses, summaries, insights, or other content produced in response to Inputs.
  • We process Customer Data to:
  • Deliver AI-powered chat Agents, workflows, and automations.
  • Provide retrieval-augmented generation (RAG), knowledge-base search, and analytics.
  • Improve relevance and performance of AI Suite Pro for your account (for example, via embeddings, indexing, and caching).

5.2 Use of Third-Party AI / LLM Providers

To provide certain AI capabilities, AI Suite Pro may send Inputs and related metadata to third-party AI or large language model providers (such as OpenAI, Anthropic, or similar vendors), subject to our contracts with them. We share only the data necessary to generate an appropriate response or perform the requested function. These providers are required to protect data and use it only to provide services to Vertex Technologies, under confidentiality and data protection obligations. Where supported, we configure providers so that Customer Data processed via AI Suite Pro is not used to train or improve their general models unless we clearly state otherwise and obtain any necessary consent. You remain responsible for ensuring that use of third-party AI services via AI Suite Pro is clearly disclosed to your End-Users where required by law.

5.3 Model Improvement and Aggregated Data

We may use aggregated and de-identified data derived from Customer Data and usage patterns to:

  • Monitor, maintain, and improve AI Suite Pro and our AI Agents.
  • Develop, test, and optimize features and models.
  • Prevent abuse, fraud, and security incidents.

We do not share or expose customer-specific Inputs or Outputs to other customers in a way that would allow them to identify you or your End-Users.

5.4 Sensitive Data and High-Risk Use

Our Services are not intended to be used for certain types of highly sensitive personal data or high-risk automated decisions. Unless you have a clear legal basis and appropriate safeguards, you should not use AI Suite Pro or our AI Agents to process:

  • Full payment card numbers, unmasked government IDs, or similar highly sensitive identifiers.
  • Protected health information (PHI) as defined under HIPAA or similar health laws.
  • Biometric templates or other special categories of personal data where prohibited or restricted.
  • You should also not rely solely on AI Outputs for legal, financial, medical, employment, or similar high-impact decisions without appropriate human review and any required notices.

6. How We Use the Data

We use personal data for purposes including:

  • To provide and operate our Services, including running our websites, configuring and hosting AI Agents, processing Inputs, generating Outputs, and maintaining integrations.
  • To personalize and improve our Services, including understanding how users engage with AI Suite Pro and our website so we can improve features, content, and user experience.
  • To communicate with you, including sending transactional emails, responding to support requests, and occasionally sending updates about Vertex Technologies and our products.
  • To analyze and generate statistics, including monitoring which pages and services are most popular, such as via Google Analytics.
  • To ensure security and prevent misuse, including detecting and preventing fraud, abuse, or harmful use and enforcing our Terms and Acceptable Use Policy.
  • To comply with legal obligations, including responding to lawful requests, court orders, and government authorities where required.

7. Legal Basis (Where Required)

Where data protection laws (such as GDPR) apply, we rely on one or more of the following legal bases:

  • Performance of a contract (for example, providing AI Suite Pro according to our agreement with you).
  • Legitimate interests (such as security, product improvement, analytics, and communications related to our Services).
  • Consent (for certain marketing activities, cookies, or specific processing where required).
  • Compliance with legal obligations.

When we act as processor on behalf of a customer, that customer is responsible for establishing a lawful basis for processing.

8. Sharing of Information

Vertex Technologies discloses personal data only as described below:

  • Employees and contractors who need to know the information in order to process it on Vertex Technologies’ behalf or provide Services (website, AI Suite Pro, AI Agents), and who are bound by confidentiality obligations.
  • Affiliated organizations and service providers (including hosting providers, AI model vendors, analytics, communication tools, and payment processors) that process data for us under appropriate agreements.
  • Third-party platforms you connect (e.g., Facebook Messenger bots) where we share data as necessary to provide the integration, subject to that platform’s own terms and privacy policy.
  • Legal and safety reasons, including in response to a subpoena, court order, or other governmental request, or when we believe disclosure is reasonably necessary to protect the property or rights of Vertex Technologies, third parties, or the public at large.
  • Business transfers, such as if Vertex Technologies (or substantially all its assets) is acquired, or in connection with a merger, financing, or similar transaction, under appropriate safeguards.

Vertex Technologies does not rent or sell personally identifying information to anyone.

9. International Transfers

Some of our employees, contractors, service providers, or affiliated organizations may be located outside your home country. By using our websites or Services, you consent to the transfer of such information to them, subject to applicable law. Where required (e.g., transfers from the EEA/UK/Switzerland), we use Standard Contractual Clauses (SCCs) or other lawful mechanisms to protect personal data.

10. Data Retention

We keep personal data only for as long as necessary to provide the requested services and for the purposes described in this Policy, or as required by law. Website and marketing data is retained for a reasonable period to analyze usage and improve services. AI Suite Pro account and billing data is retained while your account is active and for a reasonable time afterward for record-keeping and legal purposes. Chat logs and AI Agent interactions may be stored to provide and improve Services, troubleshoot issues, and prevent abuse, as noted in your existing policy. Backup copies and logs are retained for limited periods for security and continuity. You may request that we suspend or remove your data, as described below and subject to our role and legal obligations.

11. Data Security

The Data Controller processes User data in a proper manner and takes appropriate security measures to prevent unauthorized access, disclosure, modification, or destruction of the data. Security measures include (as appropriate):

  • Access controls and authentication.
  • Encryption in transit and, where applicable, at rest.
  • Technical safeguards at our hosting and infrastructure providers.
  • Organizational policies and staff training on data protection.

Despite these measures, no system is completely secure. Users must also protect their own devices, accounts, login credentials, API keys, and tokens.

12. Facebook and Other Platform Permissions

Some of our chatbot applications may use permissions provided by platforms like Facebook to perform actions with your account and retrieve certain information. For Facebook specifically:

  • We may request basic information such as your name and user ID.
  • For Facebook Messenger bot applications, we primarily retrieve and use the name of the user from Facebook.

For details, please refer to the relevant platform’s permission documentation and privacy policy.

13. System Logs, Maintenance, and Analytics

For operation and maintenance, our websites, AI Suite Pro, and related third-party services may collect system logs (such as IP addresses, device information, and interaction data). This may also include chat history and interactions with AI chat Agents, as specified in your existing policy. We use analytics tools (such as Google Analytics) to monitor and analyze how users interact with our website in order to improve our services. Analytics data is typically aggregated; please review the privacy policies of such third-party tools for more details.

14. Data Processing Addendum (DPA)

14.1 When the DPA Applies

This section applies when Vertex Technologies processes personal data on behalf of a customer through AI Suite Pro and similar services, and laws such as the GDPR, UK GDPR, or similar frameworks require a data processing agreement.

14.2 Subject Matter and Purpose

Subject matter: Processing of personal data submitted to AI Suite Pro (including via AI Agents, APIs, and integrations). Purpose: Providing, operating, securing, and supporting AI Suite Pro and related services, including AI-powered features, analytics, and maintenance.

14.3 Our Responsibilities as Processor

When Vertex Technologies acts as a processor or service provider, we shall:

  • Process personal data only on documented instructions from the customer, including with respect to international transfers, unless required otherwise by law.
  • Implement appropriate technical and organizational measures to protect personal data.
  • Ensure that persons authorized to process personal data are bound by confidentiality obligations.
  • Assist the customer, where reasonably possible, in responding to data subject requests and complying with security, breach notification, and data protection impact assessment obligations, taking into account the nature of processing and the information available to us.
  • Notify the customer without undue delay after becoming aware of a personal data breach affecting their data.
  • Delete or return personal data at the end of the services, subject to legal obligations and agreed retention practices.
  • Provide information necessary to demonstrate compliance and allow audits or inspections where legally required and subject to appropriate confidentiality and security conditions.

14.4 Subprocessors

You authorize Vertex Technologies to engage subprocessors (e.g., hosting, AI model providers, analytics, and support tools) to process personal data on our behalf as needed to provide AI Suite Pro. We impose data protection obligations on subprocessors consistent with this Policy and our agreement with you. We maintain a list of subprocessors and, where required, provide notice of changes so that customers may raise reasonable objections. If you have a legitimate objection to a subprocessor and we cannot reasonably accommodate it, your remedy may be to stop using the affected features or terminate the relevant services.

15. User Rights

Users have the right, at any time, to know whether their personal data has been stored and may contact the Data Controller to:

  • Learn about the contents and origin of their data.
  • Verify accuracy or request correction or updates.
  • Request that data be supplemented, anonymized, blocked, or deleted where allowed by law.
  • Object to processing for legitimate reasons.

Requests should be sent to the Data Controller at the contact information above. If we process your data on behalf of a customer (as processor), we may direct your request to that customer. This Application does not currently support “Do Not Track” requests; please check third-party services’ privacy policies to see how they handle such signals.

16. Links to External Sites

Our Services may contain links to external sites not operated by us. If you click on a third-party link, you will be directed to that third party’s site. We have no control over, and assume no responsibility for, the content, privacy policies, or practices of any third-party sites, products, or services. We strongly advise you to review the privacy policy and terms of every site you visit.

17. Legal Actions and Compliance

User personal data may be used for legal purposes by the Data Controller in court or in stages leading to possible legal action arising from improper use of the Application or related services. Users are aware that the Data Controller may be required to reveal personal data upon request of public authorities.

18. Changes to This Privacy Policy

Vertex Technologies reserves the right to make changes to this Privacy Policy at any time, by posting the updated version on this page. We encourage you to check this page frequently, referring to the date of the last modification. Continued use of our website, AI Suite Pro, or our AI Agents after changes have been posted indicates your acceptance of the revised terms.

Last Modified Date: February 1, 2026