Privacy Policy

01 Who We Are

Verion is an AI automation agency operated by Nicola Mancini, an independent provider based in Thailand. We build, run, and manage AI-powered systems for businesses worldwide.

This Privacy Policy covers two things:

• Our website and booking form: what we collect when you visit our site or book a call;
• Our client work: when we run automations for a client, we may process that client's customer data. We do this under the client's instructions and treat it with the same care described here.

If you have questions about how we handle data, contact us at nicola@verionagency.com.

02 What We Collect

When you visit our website:

• Standard server logs: your IP address, browser type, pages visited, and the time of your visit. These are collected automatically by our hosting provider.

When you book a call:

• Your name, business name, industry, and team size;
• Your contact details: email, and a phone number if you choose to give one;
• Context about your business: the challenges slowing you down, roughly how many hours a week go to admin, the software and tools your team currently uses, and what you'd like to change;
• Your preferred date and time for the call;
• Any additional notes you choose to share.

When you become a client:

• Business information needed to deliver your automations (processes, tool logins, pricing data, branding);
• Communication between us (emails, call notes, project feedback);
• Billing information (name, address, payment details, handled by our payment provider, not stored by us directly).

Client customer data:

• When we run automations on your behalf (e.g. an AI receptionist answering your phone), we may process your customers' names, phone numbers, email addresses, enquiry details, and conversation transcripts. This data is processed only to deliver the agreed service and is never used for any other purpose.

03 How We Use It

We use the information we collect to:

• Respond to your booking request and prepare for our call;
• Deliver, maintain, and improve the automations we build for you;
• Send you project updates, invoices, and service-related communications;
• Keep our site running and secure;
• Comply with legal obligations.

We do not use your data for marketing, advertising, or profiling. We do not sell your data to anyone.

04 Who We Share It With

We share data only with the platforms we need to do the work. These currently include:

• Hosting provider: serves the website and stores server logs;
• Email and calendar services: for booking confirmations and project communication;
• Notification service: sends a short alert (your name, business and chosen time, never your email or phone number) to our phone when you book a call;
• Payment provider: processes invoices and payments (they handle your card details directly; we never see or store them);
• AI model providers: power the automations we build (see section 05);
• Automation and integration platforms: connect your tools and run workflows;
• Telephony and messaging providers: handle calls and texts for AI receptionist services.

We do not name specific vendors here because our tool stack evolves. If you'd like to know which platforms are involved in your engagement, ask us; we're transparent about it.

We may also share data if required by law or to protect our rights.

05 AI Providers

Our automations are powered by third-party AI models. When an automation runs (for example, when an AI receptionist handles a phone call), conversation data is sent to the AI provider so it can generate a response.

Important points:

• We use API access, not consumer-facing AI products. Data sent through API calls is not used to train the provider's models under their standard API terms.
• We send only the data necessary for the automation to function, no more.
• We choose providers with strong data handling practices and review their terms regularly.

If you have concerns about a specific AI provider being used in your engagement, raise them with us and we'll discuss alternatives.

06 How Long We Keep It

Website visitors: Server logs are held by our hosting provider for a short period and then deleted automatically.

Booking form submissions: We keep your booking information for as long as needed to follow up and, if you become a client, for the duration of the engagement plus 12 months.

Client data: We retain project data for the duration of the engagement. After it ends, we delete your confidential data within 30 days of the final handover, unless you ask us to keep it, or the law requires us to retain certain records (e.g. invoices for tax purposes).

Client customer data: We retain it only as long as needed to operate your automations. When the engagement ends, it is deleted alongside your other project data.

07 Security

We take reasonable steps to protect the data we handle, including:

• Using encrypted connections (HTTPS) across our site and services;
• Restricting access to data to only those who need it to deliver the service;
• Choosing third-party platforms with strong security practices;
• Keeping software and dependencies up to date.

No system is 100% secure. If we become aware of a data breach that affects you, we will notify you promptly and take steps to contain it.

08 Your Rights

Depending on where you're located, you may have the right to:

• Access: ask what data we hold about you;
• Correction: ask us to fix inaccurate information;
• Deletion: ask us to delete your data (subject to any legal obligations we have to retain certain records);
• Portability: ask for a copy of your data in a common format;
• Objection: object to certain types of processing.

To exercise any of these rights, email us at nicola@verionagency.com. We'll respond within 30 days.

09 Cookies & Local Storage

Our website does not use cookies. It uses a small amount of your browser's local storage (data kept only on your own device) to make the site work smoothly:

• Saving your progress in the booking form, so you don't lose your answers if you navigate away and come back;
• Remembering minor interface state, such as which navigation item is active.

This information stays in your browser, is never sent to us or anyone else, and you can clear it at any time through your browser settings. We do not use analytics or advertising, and we do not track you across other websites. To display fonts and icons, the site loads files from third-party servers such as Google Fonts, which can see your IP address when your browser requests them.

10 International Transfers

Verion is based in Thailand and works with clients and service providers around the world. Your data may be processed in countries other than your own, including Thailand and the countries where our third-party platforms operate (primarily the United States and the European Union).

We ensure that any international transfer of data is handled with appropriate safeguards, consistent with applicable data protection laws.

11 Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we'll update the "last updated" date at the top of this page. If you are an active client, we will notify you directly of any material changes. Continued use of our site or services after changes take effect means you accept the updated policy.