Privacy Policy

1. Who We Are

Verifocal AI ("Verifocal AI," "we," "us," or "our") is an AI-powered sales and operations platform built for security integrators. We provide tools for product catalog management, AI-powered product search and quoting, sales pipeline tracking, and system design assistance.

Verifocal AI is operated by an individual sole proprietor based in Georgetown, Texas, United States. By accessing or using our website at varifocalai.com or our application at app.varifocalai.com, you agree to the collection and use of information as described in this Privacy Policy.

For questions about this policy, contact us at: [email protected]

2. Information We Collect

2.1 Information You Provide Directly

• Account information: When you create an account, we collect your name, email address, and password (stored in encrypted form). We never store your password in plain text.
• Company information: Company name, default markup percentage, default tax rate, and quote number prefix you configure in Settings.
• Price book files: PDF and CSV files you upload containing manufacturer product catalogs. These files are stored securely in your private account and are not accessible to other users.
• Product catalog data: Product names, SKUs, prices, specifications, and categories extracted from your uploaded price books.
• Quote data: Customer names, company names, quote line items, pricing, and notes you enter when building quotes.
• Prospect and pipeline data: Contact names, company names, deal stages, notes, and follow-up information you enter in the sales tracker.
• Communications: Any messages you send to us via email or support channels.

2.2 Information Collected Automatically

• Usage data: Pages visited, features used, search queries entered, and actions taken within the application. This helps us understand how to improve the product.
• Device and browser information: Browser type, operating system, screen resolution, and IP address. Collected automatically when you access our services.
• Log data: Server logs including timestamps, error events, and API call records. Retained for security and debugging purposes.
• Session data: Authentication tokens and session identifiers used to keep you logged in.

2.3 Payment Information

We use Stripe to process all subscription payments. We do not store your credit card number, CVV, or full payment details on our servers. Stripe handles all payment processing and is subject to their own privacy policy available at stripe.com/privacy. We retain only the last four digits of your card and your Stripe customer ID for billing reference.

3. How We Use Your Information

3.1 To Provide the Service

• Authenticate your identity and maintain your account
• Store and display your product catalog, quotes, and pipeline data
• Process your AI search queries and return relevant results from your catalog
• Send your price book content to our AI provider for product extraction and search
• Generate quote PDFs and facilitate sending them to your customers
• Track your subscription status and enforce plan limits

3.2 To Improve the Service

• Analyze usage patterns to identify features that are working well or need improvement
• Monitor system performance and diagnose technical issues
• Test new features before broader release

3.3 To Communicate With You

• Send transactional emails including account confirmations, password resets, and billing receipts
• Notify you of important changes to the service or this Privacy Policy
• Respond to your support requests and questions
• Send product updates and announcements (you may opt out at any time)

3.4 What We Do NOT Do With Your Data

• We do not sell your personal information or business data to any third party
• We do not use your product catalog or pricing data to train AI models
• We do not share your customer names or quote data with advertisers
• We do not allow other Verifocal AI users to see your catalog, quotes, or pipeline data
• We do not use your data for targeted advertising

4. Data Storage and Security

Your data is stored using Supabase, a secure cloud database provider. All data is stored on servers located in the United States. We implement the following security measures:

• Row-Level Security (RLS): Database-level policies that ensure each user can only access their own data. Even at the database level, your catalog and business data is isolated from other users.
• Encryption in transit: All data transmitted between your browser and our servers is encrypted using TLS (HTTPS).
• Encryption at rest: Data stored in our database and file storage is encrypted at rest by our infrastructure providers.
• Authentication: Passwords are hashed using industry-standard algorithms. We support secure email/password authentication.
• Access controls: Only the operator of Verifocal AI has administrative access to the database. No third-party employees have routine access to your data.

While we take reasonable measures to protect your data, no method of transmission over the internet or electronic storage is 100% secure. We cannot guarantee absolute security but are committed to protecting your information using commercially reasonable means.

5. Third-Party Services

Verifocal AI uses the following third-party services to operate. Each has their own privacy policy and data handling practices:

5.1 Supabase

Database, authentication, and file storage provider. Your account data, product catalog, quotes, and uploaded files are stored on Supabase infrastructure. Privacy policy: supabase.com/privacy

5.2 Anthropic (Claude API)

We use Anthropic's Claude API to power AI product search, price book parsing, and system design features. When you run a search or upload a price book, relevant portions of your catalog data and search queries are transmitted to Anthropic's API for processing. See Section 6 for full details on AI processing. Privacy policy: anthropic.com/privacy

5.3 Stripe

Payment processing for subscriptions. Stripe handles all credit card data and billing. We receive confirmation of successful payments and basic billing information. Privacy policy: stripe.com/privacy

5.4 Resend

Email delivery service used to send transactional emails including quote delivery, account confirmations, and billing receipts. Your email address and the content of emails sent through the platform are processed by Resend. Privacy policy: resend.com/legal/privacy-policy

5.5 Cloudflare

DNS, CDN, and landing page hosting provider. Cloudflare may collect technical information including IP addresses as part of its security and performance services. Privacy policy: cloudflare.com/privacypolicy

6. AI Processing and Claude API

Verifocal AI uses Anthropic's Claude API to power its AI features. It is important that you understand what data is sent to Anthropic and how it is handled:

6.1 What Is Sent to Anthropic

• Price book parsing: When you upload a price book, the text content extracted from that file is sent to Claude API to identify and structure product data. This may include product names, SKUs, prices, and specifications from your manufacturer price books.
• Product search queries: Your natural language search queries (e.g., "outdoor electrified strikes under $300") are sent to Claude API along with a filtered subset of your product catalog relevant to the query.
• System design prompts: Descriptions you enter in Design mode are sent to Claude API along with relevant catalog data to generate system recommendations.
• Info mode queries: Questions you ask in Info mode are sent to Claude API, potentially with web search enabled to retrieve current product information.

6.2 What Is Not Sent to Anthropic

• Your account credentials or payment information
• Customer names or contact details from your pipeline tracker
• Your full product catalog on every query — we send only a relevant filtered subset (typically 30 products or fewer)

6.3 Anthropic's Data Use

Anthropic processes data sent via API according to their API usage policies. Per Anthropic's terms, data sent via API is not used to train their models by default. We recommend reviewing Anthropic's privacy policy and API terms at anthropic.com/privacy for the most current information on their data handling practices.

6.4 Web Search

In Info and Design modes, Verifocal AI may enable web search functionality through the Claude API. This means your query may be used to search the public web to retrieve current product specifications or security industry information. No personal or business-specific data is included in web search queries.

7. Data Retention

We retain your data for as long as your account is active or as needed to provide you with the service:

• Account data: Retained until you delete your account
• Product catalog data: Retained until you delete individual products, delete a price book, or delete your account
• Quote data: Retained until you delete individual quotes or your account
• Pipeline and prospect data: Retained until you delete individual records or your account
• Uploaded price book files: Retained in file storage until you delete the price book or your account
• Server logs: Retained for up to 90 days for security and debugging purposes
• Billing records: Retained for 7 years as required by applicable tax and financial record-keeping laws

When you delete your account, we will delete or anonymize all personal data associated with your account within 30 days, except where retention is required by law (such as billing records).

8. Your Rights

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

8.1 Rights Available to All Users

• Access: You can view all data in your account by logging into the application at any time
• Correction: You can update or correct your account information in Settings
• Deletion: You can delete your account and all associated data by contacting us at [email protected]
• Export: You can export your product catalog and quote data to CSV from within the application
• Opt-out of marketing: You can unsubscribe from marketing emails at any time using the unsubscribe link in any email

8.2 California Residents (CCPA)

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA), including the right to know what personal information is collected, the right to know if personal information is sold or disclosed, the right to opt out of the sale of personal information (note: we do not sell personal information), and the right to non-discrimination for exercising your rights. To exercise these rights, contact us at [email protected].

8.3 European Residents (GDPR)

If you are located in the European Economic Area (EEA), you have rights under the General Data Protection Regulation (GDPR) including the right to access, rectification, erasure, restriction of processing, data portability, and objection to processing. Our legal basis for processing your data is the performance of our contract with you (providing the service) and our legitimate interest in operating and improving our business. To exercise your rights, contact us at [email protected]. Note that Verifocal AI is operated from the United States and data is stored in the United States.

9. Cookies and Tracking

Verifocal AI uses a minimal number of cookies and similar technologies:

• Authentication cookies: Essential cookies used to keep you logged into the application. These are required for the service to function and cannot be disabled.
• Session cookies: Temporary cookies that expire when you close your browser, used to maintain your session state.
• Preference cookies: Store your in-app preferences such as selected quote template and default settings.

We do not use advertising cookies, third-party tracking cookies, or analytics cookies that track you across other websites. We do not use Google Analytics or similar cross-site tracking tools. Our usage analytics are limited to first-party data collected within our own application.

10. Business Transfers

If Verifocal AI is involved in a merger, acquisition, asset sale, or similar business transaction, your personal data may be transferred as part of that transaction. If this occurs, we will notify you by email and/or by placing a prominent notice on our website prior to your data being transferred, and you will be given the option to delete your account before the transfer takes effect.

11. Children's Privacy

Verifocal AI is a business-to-business (B2B) service intended exclusively for use by adults in a professional capacity. We do not knowingly collect personal information from anyone under the age of 18. If you believe a minor has created an account, please contact us immediately at [email protected] and we will delete the account and associated data.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make changes, we will:

• Update the "Last updated" date at the top of this page
• Send an email notification to all registered users for material changes
• Display a notice within the application for significant changes

Your continued use of Verifocal AI after the effective date of any changes constitutes your acceptance of the updated Privacy Policy. If you do not agree with the updated policy, you may delete your account at any time.

13. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or how we handle your personal data, please contact us:

We will respond to all privacy-related inquiries within 30 days. For urgent matters related to data security or potential breaches, please mark your email as "URGENT — Privacy" and we will prioritize your request.