Legal
Sub-processors & Data Retention
01 Sub-processors
VNP Media processes the personal data of our clients’ leads on their behalf. To deliver the service we use the sub-processors below, each with access only to the data it needs. This page also sets out how long we keep each type of data.
| Provider | Purpose | Data | Location |
|---|---|---|---|
| Neon | Primary database (all portal data) | Lead names, emails/phones (encrypted at rest), attribution, appointments, accounts | AWS us-east-1 (USA) |
| Vercel | Application hosting + serverless | Transient request data only | USA / global edge |
| Anthropic | AI features (insights, chat, workers) | Business data + limited lead context in prompts (not used for training) | USA |
| Meta | Ads + conversion measurement | Hashed (SHA-256) email/phone only, never raw | USA |
| GoHighLevel | Source CRM / lead + calendar data | Lead contact + appointment data | USA |
| Resend | Transactional email (invites, reports, contract and onboarding notices) | Recipient email + name | USA |
| Stripe | Invoicing and payment processing | Billing contact name + email, invoice amounts | USA / EEA |
| Slack | Internal operational alerts to the VNP team | Company name and, in some alerts, a client contact's email address | USA |
| Termly | Hosted data-subject request (DSAR) form linked from our Privacy Policy | Identity and contact details you enter into that request form | USA |
| Upstash | Rate limiting, the recent security events list, and an anonymized benchmark cache | Short-lived counters; the most recent security events (IP address, browser and event type), capped in number; benchmark aggregates with no lead personal data | USA |
| Twilio | Telephone calls VNP’s own team places from the portal, and their recordings | The phone number of the person being called, the call itself and its recording (the person called is told it is recorded). Not used for our clients’ leads | USA |
| Cloudflare | Network edge in front of the portal, and the bot check on the sign-in page | Request data passing through, including IP address, and browser signals at sign-in | Global network (USA) |
| Calendar providers: Google, Apple, Microsoft | Shows a VNP team member’s own calls in their company calendar, only after they switch on their private calendar link | The lead’s full name and the time and place of the call | Depends on the provider |
| Gmail mailboxes some VNP staff use | Emails the portal sends to VNP staff: reports, alerts and notices, which can include a client contact’s or a lead’s details | USA | |
| Google Drive | Where VNP keeps its own copy of every invoice it issues, in one folder per client | The invoice: the client’s billing name, address, VAT and registration number, billing email, and the amounts | USA |
| Microsoft | Session analytics (Clarity) on VNP’s own recruitment and sales pages, and on a client’s campaign pages where VNP sets it up for that client; on VNP’s own pages a yes is asked first only where the law requires one (the EU, the UK and Switzerland), on a client’s pages only after the visitor agrees | Behavioural interaction data: mouse movement, clicks, scrolling, navigation (form fields masked) | USA |
| Zoho | Mailboxes for VNP’s own @vnpmedia.com addresses | Anything sent to or from VNP staff by email: a client contact’s details, a job applicant’s application | EU (mx.zoho.eu) |
Some sub-processors are located outside the EEA; those transfers rely on Standard Contractual Clauses and/or the EU-US Data Privacy Framework. We will inform clients before adding or replacing a sub-processor. Lead emails and phone numbers are encrypted at rest, and only hashed identifiers are ever sent to advertising platforms.
02 AI transparency
Insights, chat answers, and lead rankings produced with AI (via Anthropic) are labelled as AI-generated in the portal, and a person reviews them before any decision. AI is not used to make automated decisions about individuals.
03 Data retention
| Data | Retention |
|---|---|
| Workspace data (leads, appointments, attribution) | For the life of the engagement; erased on request or account closure |
| Financial records (invoices) | 7 years (statutory), unlinked from personal data on erasure |
| Consent records | For the life of the account |
| Admin audit log | 12 months |
| Webhook & sync logs | 90 days |
| Recordings of calls placed from the portal | 90 days, then deleted automatically |
| Security & access logs (failed login / gate / webhook auth attempts) | 12 months, then deleted automatically |
| Rate-limit counters | Minutes to hours (auto-expire) |
| Email correspondence in VNP staff mailboxes | No fixed period and no automated purge: kept while the correspondence is live and deleted by hand |
Clients can request erasure of their workspace at any time; we delete personal and operational data while retaining financial records for the statutory period, with those records unlinked from the individuals.
04 Contact
Questions about our sub-processors or retention? Email [email protected].