Effective Date: November 23, 2025
Last Updated: November 23, 2025
This Privacy Policy explains how Vega Media Productions, LLC (doing business as VMP Agency) collects, uses, and shares information for our AI receptionist and automation services (“VMPAI”).
This policy applies to:
ai.vmpagency.com
Any VMPAI onboarding, setup, or support forms
AI-powered chat, SMS, voice, email, social, and review-platform workflows we build and manage through Go High Level (GHL)
Any related subdomains or portals provided for VMPAI customers
If you are using our media services at media.vmpagency.com, that subdomain has a separate privacy policy.
1. Who This Policy Covers
VMPAI is a business-to-business service. There are two types of users we may handle data for:
Our customers (businesses who pay us)
Your end-users (your leads or customers who communicate with your AI receptionist)
For data collected from Client’s end-users, Client acts as the data controller and VMP Agency acts as a service provider or processor. Client determines what information is collected, how it is used, and the lawful basis for collection.
2. Information We Collect
A) Information our business customers provide
When a business signs up and we build their AI system, we may receive:
Business contact information (name, email, phone, company)
CRM data already stored in the business’s GHL account
Knowledge base content and brand materials used to train the AI for that client (website copy, FAQs, service details, pricing, policies, scripts, internal notes)
Connected accounts and integrations the business chooses to link (calendar, social platforms, review platforms, and other tools)
B) Information collected from your end-users through the AI
Because each setup is custom, the AI may collect information a business requests, such as:
Name, email address, phone number
Messages and conversation content
Appointment details and scheduling preferences
Location or service needs
Any other information the business configures the AI to request
Payment information:
On certain plans, a business may choose to send payment links through connected payment processors such as Stripe via GHL. VMPAI does not store full payment card details; payment processing is handled through the connected payment provider.
C) Automatic website data (ai.vmpagency.com)
When you visit our AI site, we may automatically collect:
IP address
Browser/device type
Pages visited and usage behavior
Approximate location (city/state)
3. How We Use Information
We use information to:
Set up, customize, and operate your AI receptionist and automations
Provide real-time responses to your end-users
Book appointments and manage calendar workflows
Route conversations to humans when configured
Trigger automations inside GHL or connected platforms
Provide customer support and troubleshooting
Monitor performance and improve the AI setup for that specific client
Comply with legal, tax, or accounting obligations
4. AI System Behavior and Human Review
A) AI outputs are automated
The AI receptionist generates responses automatically based on:
the client’s knowledge base
configured rules and prompts
third-party AI model behavior
AI outputs may be inaccurate, incomplete, or inappropriate.
Businesses are responsible for reviewing and approving high-stakes content or decisions that rely on AI.
B) Human review for quality and support
VMPAI admins and approved support partners may review conversation transcripts on a limited basis for onboarding, testing, troubleshooting, or support purposes, or when requested by the client. We do not continuously monitor conversations and do not review transcripts for marketing or advertising purposes.
We do not review transcripts for marketing purposes.
Clients are responsible for obtaining all required consents and disclosures from their end-users for communications, data collection, and AI interaction.
5. Cookies, Pixels, and Tracking
We use tracking tools to understand traffic, improve the site, and measure ads:
Google Analytics helps us see how visitors use ai.vmpagency.com.
Meta Pixel helps us measure ad performance and may support retargeting.
These tools may collect data like your IP address, device/browser type, pages viewed, and interaction signals.
You can control cookies through your browser settings. If you are in California, you can opt out of “sale” or “sharing” of personal information used for targeted advertising. If we add other tracking tools later (like TikTok Pixel), we will update this policy.
6. Training and Model Improvement
A) No foundation-model training by VMPAI
We do not use your data to train public or general AI models.
VMPAI uses third-party AI providers (such as OpenAI, Anthropic, or Google) through API connections. These providers state that API data is not used to train their models by default, and may be retained briefly for safety/abuse monitoring depending on provider settings.
B) Improving your specific AI setup
We do use transcripts and performance data to improve your specific system (prompt tuning, flow changes, knowledge base updates).
If a client wants to limit transcript review to support-only situations, they can tell us in writing and we will honor it.
7. Where Information Is Stored
VMPAI runs primarily through Go High Level (GHL). Data is stored in:
the client’s GHL account (CRM, messages, logs, automations)
VMPAI internal tools only when necessary for setup or support
third-party AI providers during processing
We use industry-standard safeguards provided by GHL and our vendors. GHL maintains its own security and retention practices, and does not currently allow fully custom retention rules for all data types.
8. How We Share Information
We do not sell personal information.
We may share information only as needed to run the service:
With GHL/LeadConnector and related sub-processors to operate your system
With AI model providers to generate responses
With messaging/telephony providers (LeadConnector phone) to send/receive calls and texts
With any platform a client chooses to connect (calendar, social, review sites, etc.)
If required by law or to protect rights and safety
9. Data Retention and Deletion
Conversation logs and CRM data are stored inside GHL.
VMPAI does not set universal retention timelines because logs live in each client’s GHL instance.
If a client or end-user requests deletion, we will assist the business in submitting a deletion request through GHL’s tools and support process.
10. California Privacy Rights
If an end-user or client is a California resident, they may have rights to:
Know what personal information is collected and how it is used
Request deletion or correction
Opt out of sale or sharing for targeted advertising (if applicable)
Not be discriminated against for using these rights
Requests can be sent to: [email protected]
We may need to verify identity before fulfilling a request.
11. Children’s Privacy
VMPAI is not directed at children under 13, and we do not knowingly collect data from children.
12. Changes to This Policy
We may update this policy as VMPAI evolves.
If we do, we’ll update the Effective Date above.
13. Contact Us
Questions or privacy requests?
Email: [email protected]