Privacy Notice
How VYTONX LLC handles personal data in KEVOQ, written to describe what the software actually does.
VYTONX LLC · Version 1.0 · Effective 2026-09-10
Who we are
KEVOQ is operated by VYTONX LLC, registered at 30 N Gould St Ste R, Sheridan, Wyoming 82801, USA. KEVOQ is an AI receptionist for businesses: it answers their customers, captures bookings and orders, and hands a conversation to a person when it should.
This creates two different relationships. For the business that subscribes to KEVOQ — the account owner and their team — VYTONX LLC is the controller of their account data. For that business's own customers, the business is the controller and VYTONX LLC acts as a processor on its instructions.
If you are a customer of a business that uses KEVOQ and you want your data removed, the business you contacted is the right first point of contact. You can also write to privacy@kevoq.com and we will route the request.
What we collect
We collect only what the product needs to work.
| Data | Why |
|---|---|
| Account email, password, and display name | To create and secure an account. Passwords are stored by our authentication provider as salted hashes; we never see them. |
| Business profile: name, business type, contact email and phone, address, time zone, currency | To configure the assistant and show correct prices and times. |
| Services, products, prices, opening hours, booking rules | To answer questions and take bookings accurately. |
| Documents uploaded as business knowledge | So the assistant can answer from the business's own material. |
| Conversation messages between a business's customers and the assistant or its team | To deliver the conversation, produce a reply, and keep the business's record of it. |
| Customer records: name, email, phone, notes, tags | So a business can recognise a returning customer and keep its own booking and order history. |
| Bookings and orders, including the name, email, phone and address given at the time | To fulfil them and keep the business record. |
| Channel identity: a WhatsApp or Instagram identifier, or a website visitor identifier | To match a conversation to the right person on the channel it arrived on. |
| Technical records: request timing, error codes, delivery attempts | To keep the service running and diagnose failures. |
We do not ask for, and the product has no field for, government identifiers, payment card numbers, or health information. If a business's customer volunteers such information in a message, it is stored as part of that conversation like any other text, and the business controls it.
IP addresses are used for abuse protection but are not stored. Before an address is used to count requests it is hashed with HMAC-SHA256 under a server-only key, and only that hash is written down. It cannot be turned back into an address.
How the assistant uses your data
To produce a reply, the assistant sends the current conversation, the business's configured settings, and relevant extracts from the business's own knowledge material to OpenAI, which generates the wording. Facts such as prices, availability and opening hours are decided by our own software, not by the model, and the model is not able to change any business setting or customer record on its own.
A business's data is never used to train a model for anyone else, and one business's data is never used to answer another business's customer.
Conversations with the assistant are visible to the business's own team in their inbox, which is the point of the product: a person can take over at any time.
Who else processes data
We use these providers. This list is the complete set that the production service is configured to use today; it changes when the product changes, and this document changes with it.
| Provider | What it does |
|---|---|
| Supabase | Database, authentication, and file storage for uploaded documents. |
| Vercel | Hosting and delivery of the application. |
| OpenAI | Generates assistant replies from the material described above. |
| Calendar synchronisation, and sign-in to Google when a business connects its calendar. Only businesses that connect a calendar are affected. | |
| Resend | Sends transactional email such as sign-up confirmation, password reset, and owner alerts. |
| Web push services operated by the user's own browser vendor | Deliver browser notifications to owners who enable them. |
When a business connects a messaging channel such as WhatsApp or Instagram, the operator of that channel also processes the messages sent through it. That connection is made by the business, and it is optional.
Where data is held
The database and uploaded documents are hosted in the European Union, in the eu-west-1 region. Some providers listed above operate globally and may process data outside the EU in the course of delivering their service — generating an assistant reply, delivering an email, or serving the application from a location near the visitor.
How long we keep things
We keep account and business data for as long as the account exists, because it is the business's own record. We do not currently run an automatic deletion schedule, and we would rather say so than describe one that does not exist.
Data is removed when it is asked for, by the routes described below, and when an account is closed.
Your rights, and how to use them
You can ask for a copy of your data, ask for it to be corrected, or ask for it to be removed.
Two of these are built into the product and a business owner can use them immediately, without contacting us:
- Export: everything held about one customer — their record, their bookings and orders, their channel identities, and a summary of their conversations — as plain data.
- Erasure: a customer's personal details are removed. This anonymises rather than deletes, because deleting the customer record would leave their name on the bookings while damaging the business's history. After erasure the appointment survives; the person does not.
Both are restricted to the business owner and both are recorded in an audit log. For anything else, or if you are not able to reach the business, write to privacy@kevoq.com.
If a business connects a Meta channel, a deletion request sent through Meta reaches us automatically and is handled the same way.
How we protect it
These are controls the product actually has, not intentions:
- Every business's data is separated at the database level. Access rules are enforced by the database itself rather than only by the application, and cross-business access is tested on every change.
- Credentials for connected services, such as a calendar authorisation, are encrypted before they are stored, using AES-256-GCM with a key the database never holds.
- Traffic is served over HTTPS only, with HSTS.
- Owners and administrators can enable two-factor authentication.
- Uploaded documents are held in private storage that is not readable without an authorised, expiring link.
- Configuration changes are recorded in an append-only audit log with the person who made them.
No system is perfect. If you believe you have found a vulnerability, write to privacy@kevoq.com and we will respond.
Children
KEVOQ is a tool for businesses and is not directed at children. We do not knowingly collect data from a child. If you believe a child's data has reached us through a business using KEVOQ, write to privacy@kevoq.com and we will remove it.
Changes to this notice
When this notice changes in substance, the version and effective date at the top change with it. Account owners are told about changes that affect them.