VirtualExperts Privacy Policy

Last Updated: October 27, 2026

This Privacy Policy applies to all products and services provided by VirtualExperts, collectively referred to as the "Services."

1. Introduction

Your privacy is important to us. This Privacy Policy explains how VirtualExperts ("we," "us," or "our") collects, uses, and protects your information when you use our Services.

Important Notice: Our Services are primarily intended for users in the United States. If you are accessing our Services from outside the United States, you are responsible for ensuring compliance with your local laws.

Beta Waiting List

Joining the beta waiting list creates an account and a pending enrollment. We collect your email address, a password stored as a hash, and your signup preferences. The email signup form sends your date of birth to check the minimum age; we do not save it as part of registration. We use your email to verify signup, confirm enrollment, and notify you about beta access. Joining does not activate a paid subscription or grant product access.

Newsletter updates are optional and selected separately during signup. Contact [email protected] to request removal from the waiting list or deletion of your signup data. AWS provides email delivery through Amazon SES, MongoDB Atlas stores account and waiting-list records, and Cloudflare provides routing, security, and website traffic and performance measurement.

2. Information We Collect

2.1 Information You Provide

  • First and last name
  • Email address
  • Date of birth, if you add it to your profile
  • Payment information
  • Inputs to our AI services
  • Files and documents you upload (knowledge documents, receipts, bank or card statements, and other attachments)
  • Trackable records: structured data you choose to log (health metrics, food diary, measurements, events, and other personal data you record through the AI)
  • Sharing grants: records of which users you have chosen to share your trackable data with

2.2 Information We Generate

  • AI-generated responses (Output)
  • Chat histories
  • Usage data
  • Analytics and performance metrics

2.3 Financial Data

When you use our financial management features, we collect bank account information, transaction data, receipt and invoice data, bank and card statements you upload for import, email data (when Gmail is connected), and financial analytics. Data from receipts and statements is extracted using AI and OCR technology.

2.4 Your Trackable Data

When you use trackables to record personal information - such as health metrics, food diary entries, family events, or any other data you choose to log - that data belongs to you. Here's how we handle it:

  • Your trackable records are stored securely and associated with your account
  • They are private by default - no one else can see them unless you explicitly share them
  • You control sharing: if you choose to share trackable data with another user (such as a coach, family member, or collaborator), you can revoke that access at any time
  • We do not use your trackable data to train AI models without your explicit consent
  • You can request an export or deletion of your trackable data by contacting us

2.5 Automatically Collected Information

Like most online services, we automatically collect certain technical information when you use the Services: IP address, device and browser information, usage patterns, service interaction timing, and error and debugging information. We use IP addresses for security, rate limiting, and abuse prevention.

2.6 Health-Related and Sensitive Information

Because you decide what to record, some trackable records and notes may touch on health, medical, or other sensitive topics. We treat that content the same way we treat your other trackable data: it is private by default, we do not sell it, we do not use it for advertising or to build advertising profiles, and we do not use it to train AI models without your explicit consent. VirtualExperts is not a HIPAA covered entity, and information you store here for personal use is generally not "protected health information" regulated by HIPAA. Some state laws regulate "consumer health data" more broadly (for example, Washington's My Health My Data Act); where those laws apply to information you store with us, we honor the rights they give you as described in Section 8, "Your Rights and Choices." Please do not store medical records or other people's protected health information in the Services unless you have the legal right to do so.

3. How We Use Your Information

We use your information for providing, maintaining, and improving our Services; personalizing your experience; communicating with you; ensuring security; analyzing usage patterns; and complying with legal obligations.

Financial Data Usage

We use your financial data for syncing bank accounts, matching receipts, generating reports, categorizing expenses, and providing AI-powered insights. We do NOT sell your financial data to third parties or use it for advertising.

4. Third-Party Services and Data Sharing

4.1 AI Model Providers

Depending on the features and models you select, the Services may send inputs and related content to third-party providers such as OpenAI, Anthropic (Claude), Google (Gemini), xAI (Grok), DeepSeek, Fireworks AI, Recraft, Black Forest Labs, Replicate, Brave, Cohere, and Pinecone. Hosted speech transcription is disabled; local batch transcription is the only active speech-to-text path.

4.2 Financial Services Providers

We use Plaid Inc. to connect your bank accounts. We never see or store your banking login credentials. We use Stripe for payment processing.

4.3 Google Services

If you connect your Google account:

  • We use Google OAuth for secure authentication.
  • If you grant Gmail access, we scan your emails to identify receipts, invoices, and other relevant content. We may mark emails as read, organize them into folders, and store content extracted from emails (such as receipt data and attachments).
  • If you grant Calendar access, we read and manage events on your calendar to provide calendar features you use through the Services.
  • You can revoke access at any time through your Google Account settings or within our Services.

Our use of Google APIs complies with the Google API Services User Data Policy, including the Limited Use requirements.

4.4 Infrastructure

Amazon Web Services (AWS) provides cloud infrastructure, file storage, and current email delivery through Amazon SES. MongoDB Atlas provides database hosting, Redis provides caching, and Cloudflare provides network routing, security, and website traffic and performance measurement. We may add, remove, or substitute third-party providers at our discretion to improve our Services.

4.5 Users You Authorize

If you grant another user access to your trackable data (for example, sharing health metrics with a coach or family member), that user can view the records you've shared. You control these grants and can revoke them at any time from your account settings. We are not responsible for how other users use data you have chosen to share with them.

5. Expert Connections and Multi-User Data Sharing

VirtualExperts allows users to host AI experts and share access with other users, organizations, and groups. This section describes how information flows in those shared contexts.

5.1 Expert Host Access

When you connect to an expert hosted by another user ("Expert Host"), you should be aware that:

  • The Expert Host can view your complete chat history with that expert, including all messages you have sent and received.
  • The Expert Host can view any knowledge documents you upload to that expert's context.
  • The Expert Host can see aggregate usage metrics for all users connected to their expert, including session counts and credit consumption attributed to your account.
  • In contact-based expert relationships (where the host has added you directly as a contact), the Expert Host has full visibility into your interactions. In public expert contexts, hosts may have access to usage metadata but the specific message content may be subject to the host's own privacy configuration.

By accepting an invitation to connect with another user's expert, you acknowledge and consent to this level of access by the Expert Host.

5.2 Organization Data Sharing

If you are a member of an organization within VirtualExperts:

  • Organization administrators can assign experts to organizational members and may configure shared access to those experts.
  • Members sharing the same organizational expert may have access to shared organizational context and data made available within that expert.
  • Organization administrators can view member access, usage, and budget allocation across the organization.

Your organization administrator is responsible for managing your access and for communicating any organization-specific data sharing practices to members.

5.3 Group Knowledge Sharing

When you are added to a group within VirtualExperts:

  • Knowledge documents and context uploaded or added to a shared group context are accessible to all members of that group.
  • Group interactions and shared knowledge may be visible to other group members and to the group administrator.

You should not upload documents to a group context that you do not intend to share with all members of that group.

5.4 Budget and Usage Data

Expert Hosts who allocate credits or budgets to connected users can view usage metrics associated with those users, including the amount of credits consumed per session or period. This data is used to manage hosting costs and enforce budget limits. Host-allocated credits are managed at the host's discretion and may be modified or revoked at any time.

5.5 In-App Notifications

VirtualExperts sends in-app notifications and, where enabled, email notifications related to platform activity. These may include invitations to connect with experts, budget threshold alerts, connection status updates, organizational membership changes, and system announcements. You can manage certain notification preferences within your account settings.

If a user invites you to connect by email, we use the email address they provide to deliver the invitation and track its status.

5.6 Public Chat Sharing

You may choose to share a chat publicly. When you do:

  • A read-only snapshot of the conversation at the time you shared it becomes accessible to anyone with the link, including people without VirtualExperts accounts.
  • We cannot control how others may use, copy, or redistribute content accessed through a public link.
  • You can revoke a public share, which stops future access through the link, but copies made while the link was active may persist.

5.7 Embedded Chat Widgets on Other Websites

Our chat widget can be embedded on websites operated by our customers ("Site Operators"). If you chat through a VirtualExperts widget on someone else's website:

  • Your messages, any files you upload, and related technical information (such as IP address and device info) are processed by us to provide the chat, on behalf of the Site Operator.
  • Your conversation is associated with the Site Operator's account, and the Site Operator can view it, just as an Expert Host can (see Section 5.1).
  • We process widget conversations as a service provider acting on the Site Operator's behalf. The Site Operator's own privacy policy governs their collection and use of your information, including what they do with your conversation.
  • To exercise privacy rights over a conversation you had through a widget on another site, contact that Site Operator. If you contact us instead, we will refer your request to them.
  • The widget uses browser session storage to keep your conversation across page loads. It does not set advertising or cross-site tracking cookies.
  • The rest of that website is not ours. We are not responsible for the Site Operator's site or practices.

6. Data Security

We implement reasonable security measures to protect your data. No method of transmission over the Internet is 100% secure — we cannot guarantee absolute security.

7. Data Retention and Deletion

We retain your data as long as reasonably necessary to provide the Services, maintain security, and meet legal obligations. You may request deletion by contacting us. We may need to verify your identity before processing a request. Deletion is subject to records we must retain for security or legal obligations, and retained backups may not be removed immediately. You can separately revoke connected-provider access through that provider.

8. Your Rights and Choices

For All Users

  • Access: Request a copy of your data
  • Correction: Request correction of inaccurate data
  • Deletion: Request deletion of your data
  • Portability: Request your data in a portable format
  • Disconnect: Disconnect linked accounts at any time

For California Residents (CCPA/CPRA)

You have the right to know what personal information we've collected, delete it, correct it, and opt-out of sale or sharing. We do not sell your personal information or share it for cross-context behavioral advertising. We disclose information to service providers and other recipients as described in this policy.

For EU/EEA Users (GDPR)

Where applicable law grants these rights, you may request access, correction, deletion, restricted processing, portability, or withdrawal of consent, and may object to processing or complain to a supervisory authority. These rights may be subject to legal conditions and exceptions.

9. Children's Privacy

Our Services are not intended for children under 16. We do not knowingly collect information from anyone under this age limit.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the new policy and updating the "Last Updated" date.

11. Contact Us

If you have questions about this Privacy Policy, please contact:

Levi Lais
Email: [email protected]

VirtualExperts
1502 SE 84th Ave Unit A
Portland, OR 97216
General inquiries: [email protected]