Privacy Policy

My VPF is a private sales-activity tracking and coaching tool used by agents and leaders within a sales organization. It is operated by MyVPF LLC, a Texas limited liability company (“MyVPF LLC,” “My VPF,” “we,” “us”). This policy explains what we collect, how we use it, and the choices you have. We provide the app to your organization; your organization administers your account.

Information we collect

Account information. Your name, email address, role, the agency/business you belong to, and a securely hashed password.

Activity you record. The goal-card and pace data you enter (contacts, intros, demos, families, policies, appointments, hours, and similar metrics), weekly plans, and goals.

Content you create. Team chat messages, voice recordings, and images or files you upload, and content you generate in optional features such as Vision Studio.

Contacts you collect in the field. If you use canvassing or digital business cards, we store the prospect and client details you save — name, phone, email, company, location, who referred them, coverage and premium notes, your rating and status for them, and your follow-up log — together with which card you shared and whether it was opened. This is your organization’s business data about other people: you are responsible for collecting it lawfully, and we hold and process it to run the service for you.

Billing information. For the organization that subscribes, we store the billing contact email invoices are sent to, the record of each invoice and payment, and which members were active in a billed month. Bank and card details are entered directly with our payment processor and are not stored on our systems.

Usage & product analytics. To understand how the app is used and to improve it, we record first-party product-analytics events tied to your account: which features and screens you open, how long you spend on each screen, when you sign in and sign out (session start and end), and how often business cards are viewed and interacted with.

We also collect device and browser information, approximate IP address, and error/diagnostic logs used to keep the app reliable. All of this is generated and stored by My VPF in our own systems. It is first-party only: we do not sell it, we do not use it for third-party advertising, and we never use it to track you across other companies’ apps or websites.

Mobile permissions (iOS app). The app accesses your microphone only for the app’s voice features: recording a voice message, a Practice call, dictating a canvassing note, or talking hands-free with Coach. During a Practice call only, the microphone stays on if you leave the app, until the call ends; every other microphone use stops the moment you do. The app accesses your photo library or camera only when you choose to attach an image. During a Practice call it also shows your camera on your own screen; that video is never recorded or sent. If push notifications are offered in your version of the app and you enable them, we store a push token used only to deliver them. If you use optional mileage tracking, we access your location — including in the background — only while you are actively tracking a trip, and we stop when you end it. Other than active mileage tracking and a live Practice call, these permissions are not used in the background.

How we use your information

We use your information to provide and operate the app — to save and sync your data across your devices, power team leaderboards and coaching within your organization, send service emails (such as password resets and notifications), and improve the reliability and security of the service. We also use product-analytics data — the features and screens you use, time spent, session activity, and business-card interactions — to improve the app and to give the leaders in your organization coaching insight into engagement, in the same way they already see the activity you record. We do not sell your personal information, we do not use it for third-party advertising, and we do not use it to track you across other companies’ apps or websites.

How your information is shared

Within your organization. My VPF is a team coaching tool: the activity you record, and engagement analytics such as the features you use, time spent, and business-card interactions, are visible to the leaders above you in your organization’s reporting structure as part of normal coaching and leaderboards. My VPF’s own operators can also see this data, in aggregate and individually, to run and improve the service.

Service providers. We share information with vendors who process it on our behalf, under contract, solely to run the service: hosting and database (Railway), file/media storage (Cloudflare R2), transactional email (Resend), payment processing for subscription invoices (Stripe), push-notification delivery (Apple), and, for organizations that use them, spreadsheet imports (Google APIs). Optional AI features are described below.

Legal. We may disclose information if required by law or to protect the rights, safety, and security of our users and the service.

AI features (Vision Studio)

If you use optional AI features such as Vision Studio, the content you submit (for example, the text of your responses and any reference images) is sent to our AI providers (Anthropic, Google, and/or OpenAI) to generate your results. We do not use your content to train third-party models, and these features are opt-in.

Practice (sales role-play)

Practice lets you rehearse a sales conversation out loud with an AI prospect, then shows how closely you followed your agency’s own sales script. Before your first practice call, the app shows you how it works and asks you to agree, and we record that you agreed and when.

What we capture. During a call, your voice is turned into text so the AI prospect can answer you and your call can be graded. We keep that text — the transcript — with your score and report for 90 days, then delete them. We never keep a recording of your voice. If your camera is on during a call, the video stays on your screen: it is never recorded or sent anywhere.

Who processes it. Your words go to two AI providers, only to run the call: ElevenLabs turns your voice into text and gives the prospect a voice, and Anthropic’s Claude plays the AI prospect. Your score comes from matching what you said to your agency’s own script — no AI grades it. We have set ElevenLabs to keep no recording of your voice and to delete its copy of the text after 90 days.

Who can see your results. You, the leaders above you, your agency’s owner, anyone the owner chooses to add, and MyVPF admins can see your practice scores and reports.

Keep it private. Practice somewhere other people won’t be picked up, and don’t use real customers’ names or health details in a practice call. The prospect is AI, so it can get things wrong.

Deleting it sooner. To have your practice calls deleted before then, email support@myvpf.app and we’ll delete them.

Data retention

We keep your information for as long as your account is active or as needed to provide the service, and as required for legitimate business or legal purposes. When your organization removes your account, your personal data is deleted or de-identified on a routine schedule. Practice transcripts and reports are kept for 90 days, then deleted (see Practice, above).

Security

Data is encrypted in transit, passwords are stored using strong one-way hashing, and access to production systems is restricted. No method of transmission or storage is perfectly secure, but we work to protect your information using industry-standard safeguards.

Your choices & rights

You can review and update your profile in the app. To request access to, correction of, or deletion of your personal information, contact your organization’s administrator or email us at support@myvpf.app. You can manage notification and microphone/photo permissions in your device settings.

To request deletion of your account without going through your organization, use our account deletion request page.

Children’s privacy

My VPF is a tool for working adults and is not directed to children. We do not knowingly collect personal information from anyone under 18.

Changes to this policy

We may update this policy from time to time. When we do, we’ll revise the “Last updated” date above and, where appropriate, notify you in the app.

Contact us

My VPF is operated by MyVPF LLC, a Texas limited liability company. Questions about this policy or your data? Email support@myvpf.app. Our Terms of Service cover the rest of the agreement.