Privacy Policy

Veridian ("we", "us", or "our") operates the Veridian AI Receptionist Platform, accessible at veridianplatform.com. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our service. This policy is effective as of March 2026. By using Veridian, you agree to the collection and use of information in accordance with this policy. If you do not agree, please discontinue use of the platform.

We collect the following categories of information: Account Information — When you create an account we collect your name, email address, business name, business phone number, industry, and operating hours. Call Data — Our AI receptionist processes inbound calls on your behalf. This includes call transcripts, call recordings, caller phone numbers, call duration, and call outcomes. Callers are notified that calls may be recorded. Booking Data — When your AI receptionist books appointments, we store the service requested, appointment date and time, caller name, and caller contact details. Payment Information — Billing is processed securely by Stripe. We do not store full credit card numbers or CVV codes on our servers. We retain only the last four digits of your card and your billing address for reference. Usage Data — We collect information about how you interact with the dashboard, including pages visited, features used, and session duration, to help us improve the platform.

We use the information we collect to: • Provide, operate, and maintain the Veridian AI receptionist service • Process bookings and surface them in your dashboard • Send you notifications about new calls, bookings, and follow-ups • Communicate with you about your account, billing, and support requests • Analyse usage patterns to improve platform features and performance • Comply with legal obligations

When you create a Veridian account, you consent to receive SMS and email notifications from Veridian AI. These messages include: • Call activity alerts — notifications when your AI receptionist answers a call, books an appointment, or captures a lead • Inquiry alerts — notifications when a caller requests a follow-up or leaves a message requiring your attention • Account and billing notifications — confirmations, payment receipts, and service updates Consent — Consent to receive SMS messages is collected during account registration. You are not required to consent as a condition of purchasing any goods or services. Opting out — You may opt out of SMS notifications at any time by replying STOP to any message, or by disabling notification preferences in your Veridian dashboard settings. After opting out, you will receive a single confirmation message and no further SMS messages will be sent to that number. Message frequency varies based on call activity for your business. Message and data rates may apply depending on your mobile carrier and plan. Third-party sharing — We do not share, sell, or distribute any opt-in data or consent information with any third parties for marketing or promotional purposes. Questions about messaging — If you have questions about our messaging practices, please contact us at [email protected].

We do not sell your data to third parties. We share data only with the following service providers, strictly to operate the platform: Retell AI — processes voice calls and generates transcripts on our behalf. Call audio and transcripts are transmitted to Retell's infrastructure during and after each call. Stripe — handles all payment processing. Your billing details are governed by Stripe's Privacy Policy. Supabase — provides our managed database and file storage infrastructure. Your business and call data resides in Supabase-hosted PostgreSQL. Google — if you connect the optional Google Calendar integration, we transmit booking details (service name, time, and caller contact info) to your connected Google Calendar via the Google Calendar API. All third-party providers are contractually required to protect your data and use it only as instructed by Veridian.

We retain your account and business data for as long as your subscription remains active. If you cancel your subscription or request account deletion, we will delete your personal data within 30 days of the account closure date. Call transcripts and recordings may be retained for a shorter period depending on your plan. Anonymised, aggregated usage statistics may be retained indefinitely for platform improvement purposes.

You have the right to: • Access the personal data we hold about you • Correct inaccurate or incomplete data • Request deletion of your data (subject to legal retention requirements) • Object to or restrict certain processing activities • Export your data in a portable format To exercise any of these rights, please contact us at [email protected]. We will respond to verified requests within 30 days.

We use a minimal number of cookies. Specifically, we use essential session cookies to keep you authenticated while you use the dashboard. We do not use advertising cookies, third-party tracking cookies, or analytics cookies that identify you personally. You can configure your browser to refuse cookies, but doing so may prevent you from logging into the platform.

We implement industry-standard technical and organizational measures to protect your data against unauthorized access, disclosure, alteration, or destruction. Encryption — All data transmitted between your browser and our servers is encrypted using TLS (HTTPS). Data stored in our database is encrypted at rest. Google Calendar Data — When you connect the optional Google Calendar integration, we access your calendar solely to create, read, and delete appointment events on your behalf. Calendar data is: • Transmitted exclusively over encrypted HTTPS connections • Never stored beyond what is necessary to display bookings in your dashboard • Never shared with third parties other than as required to operate the service • Never used for advertising, profiling, or any purpose other than appointment management • Protected by access controls ensuring only your account can access your calendar data You may revoke Veridian's access to your Google Calendar at any time by visiting your Google Account permissions at myaccount.google.com/permissions or by disconnecting the integration in your Veridian dashboard settings. Access Controls — Access to your data within our systems is restricted to authorized personnel only. We use role-based access controls and audit logging to monitor data access. Payment Security — All payment processing is handled by Stripe, a PCI-DSS Level 1 certified payment processor. We never store full card numbers or CVV codes on our servers. Incident Response — In the event of a data breach that affects your personal information, we will notify you and relevant authorities as required by applicable law within 72 hours of becoming aware of the breach.

If you have any questions about this Privacy Policy or how we handle your data, please contact us at: Email: [email protected] We take privacy seriously and will respond to all enquiries promptly.