Vorber privacy notice.

Who Vorber is and how to contact us

• Vorber Technology Ltd, registered in England and Wales under company number 16395984, is the controller for information submitted through the public website and basic account information used to respond to enquiries and manage access.
• Registered office: Office 7, 35-37 Ludgate Hill, London, EC4M 7JN. Use the Contact page at https://vorber.com/contact or email [email protected], and mark the message as a privacy enquiry, to contact Vorber about personal information.
• This notice covers visitors to vorber.com, people who contact Vorber, people who request a trial or workspace, and users who connect Microsoft 365 to Vorber CRM.
• For information a customer places in its workspace, the customer normally decides why that information is used and Vorber handles it to provide the service under the customer's instructions.

Information Vorber may collect

• Website and enquiry forms may collect your name, email address, company name, role, team size, enquiry topic, message and selected product or package options.
• Workspace registration may collect company identity, workspace name, administrator email, selected package, seat count, storage choices, billing state and operational setup information.
• If you connect Microsoft 365, Vorber may receive the connected account’s email address, display name, and connection status.
• Where Microsoft email is enabled, Vorber may process the mailbox information needed to show Inbox messages, send messages a person confirms, and save drafts that person writes. Copying matching Outlook mail onto a customer record happens only if an administrator turns that on. Creating an Outlook event from a Vorber appointment is a separate action that the person confirms. It is not a two-way calendar sync.
• If you use Dictate to Vorber in the Android app, Vorber processes your voice recording, its transcript and the actions suggested from it. See the Android app sections below.
• If you use Scan business cards in the Android app, Vorber processes the photos of the business cards you choose to scan and the contact details read from them. See the Android app sections below.
• Vorber does not ask you to send passwords, payment card details or sensitive account credentials through public website forms.

How Vorber uses information

• Vorber uses enquiry and registration information to respond to you, prepare workspace access, manage trials or subscriptions, provide support, improve the website journey and protect the service from abuse.
• Microsoft profile connection information is used to show that a Microsoft account is connected and to support user-requested Microsoft features where the workspace administrator has enabled them.
• Customer communication and calendar information is used to support CRM records, timelines, appointment planning, sales workflow evidence and user-controlled actions inside Vorber.
• Vorber does not sell personal information to advertisers.

Lawful bases

• Vorber relies on steps requested before a contract and performance of a contract when handling information needed to answer a trial request, create or administer a workspace, provide subscribed features or support a connected service you choose to use.
• Vorber relies on legitimate interests to answer business enquiries, support customers, secure and troubleshoot the service, prevent abuse, keep business records and improve the website and product where those interests are not overridden by people's rights.
• Vorber relies on legal obligations where information must be kept or used for tax, accounting, regulatory, fraud-prevention or lawful-request purposes.
• Vorber relies on consent for optional Google Ads and Microsoft Advertising measurement. Consent can be refused or withdrawn at any time through Cookie settings in the website footer.

Microsoft 365 integration

• Vorber uses delegated Microsoft access so Vorber acts on behalf of the signed-in user for the connected features that have been enabled and consented to.
• Vorber may ask Microsoft for permission to identify the signed-in person, send mail that person confirms, read mail for Inbox when that is enabled, save drafts in that mailbox when drafting is enabled, and create an Outlook event when that person confirms it.
• Vorber uses Microsoft access for CRM communication and appointment workflows. It is not designed to operate as an unattended email agent and does not send background sales emails without a user action. On the Advanced package, automatic background analysis reads email to draft and flag items for review; it does not send email, change a status or move, delete or modify mailbox messages.
• Users or Microsoft administrators may be asked to consent to Microsoft permissions before those features can be used.

Email, attachments and customer timelines

• Where email timeline features are enabled, Vorber may read mailbox messages to identify customer-related communication by known contact email address, known customer domain or configured allocation rules.
• CRM-sent emails are user-initiated and are intended to appear in the user's Microsoft Sent Items where Microsoft supports that behaviour.
• AI email drafts are text only and do not include file attachments. Attachments on a message are opened in Outlook. If an administrator turns on copying matching Outlook mail onto the customer record, ordinary file attachments on those matched messages can be kept with the record. That option stays off until the administrator enables it. Vorber does not move a sale forward because an attachment arrived.
• Vorber does not delete, move, archive or modify mailbox messages as part of the core CRM email timeline.

Appointments and Outlook

• A person can create an Outlook event from a Vorber appointment and confirm that action. Vorber does not keep Vorber and Outlook calendars in sync, and it does not update or cancel the rest of the Outlook calendar.
• Vorber does not create Microsoft Teams meeting links.
• Vorber does not read Teams chat, meeting transcripts or Teams message history for the core CRM calendar workflow.

What Vorber does not access for the core integration

• Vorber does not import Outlook contacts as the source of truth for CRM contacts. Vorber CRM records remain the customer data source of truth.
• Vorber does not request Microsoft file, OneDrive or SharePoint access for the core email and calendar integration.
• Vorber does not request directory-wide Microsoft access or Teams chat access, and it does not take unattended access to every mailbox in the organisation. It does not delete or archive mailbox messages as part of the customer record. When drafting is enabled, a draft is saved in the connected mailbox because that person is writing it there.
• Vorber does not offer shared-mailbox sending or shared-mailbox reading.

Cookies, analytics and security

• Vorber uses necessary website technologies for form protection, session behaviour, security, service reliability and cookie preference handling.
• If a visitor accepts optional measurement, Vorber loads Google Ads and Microsoft Advertising UET tags on the public marketing pages to understand which adverts bring visitors to the website and how those pages are used. The marketing-page tags are not loaded when non-essential measurement is rejected.
• Server logs and security records may include IP address, browser information, request path, timestamps and security events so Vorber can troubleshoot, protect the service and investigate abuse.

Providers and international transfers

• Core Vorber CRM databases and backups at rest are held in the UK on infrastructure controlled by Vorber. Each customer workspace uses its own isolated database boundary.
• Vorber uses service providers for connected email and calendar features, security and form protection, payment processing, mapping, enabled AI assistance and business card reading (OpenAI and xAI, on Standard and Advanced only) and, only after consent, Google Ads and Microsoft Advertising measurement. Those providers receive only the information needed for their service.
• Microsoft, Google, Stripe, Cloudflare, OpenAI, xAI and other providers may process information outside the UK. Where this is a restricted transfer, Vorber requires an applicable UK adequacy regulation or appropriate safeguards such as the UK International Data Transfer Agreement or UK Addendum.
• Vorber does not sell personal information to advertisers. Information may also be disclosed where required by law or needed to establish, exercise or defend legal rights.

Retention

• Information is kept only for as long as it is needed for the purpose collected, service operation, legal/accounting records, security, audit, dispute handling or customer support.
• Users and administrators can disconnect Microsoft access using the controls provided by Vorber or Microsoft. Some retained records may remain where needed for audit, evidence, billing, legal or support reasons.
• Retention is reviewed using the type of record, the active customer or enquiry relationship, security and evidence needs, contractual commitments and applicable legal limitation or record-keeping periods.

Your rights and complaints

• Depending on the circumstances and lawful basis, you may have rights to access, correct, erase or restrict use of your information, receive portable information, and object to processing based on legitimate interests.
• You have an absolute right to object to direct marketing. Where processing relies on consent, you can withdraw that consent without affecting processing that was lawful before withdrawal.
• Use https://vorber.com/contact or email [email protected] to exercise a right or make a data-protection complaint. Vorber may need to confirm your identity and the relevant account before acting on a request.
• You may also complain to the Information Commissioner's Office. Current contact and complaint details are available at https://ico.org.uk/make-a-complaint.

AI and automated decisions

• Lite sends nothing to an outside AI provider. Standard is Ask, drafts, and Finder when someone asks. On Standard, opening a page does not call the model. Advanced adds dashboard tips and guidance the user did not ask for, and runs automatic background email analysis. That analysis only drafts and flags items for review: it never sends email or changes a status. Morning preparation is included on Advanced and is on by default; an admin can turn it off. AI cannot change customer data or send or post outside the workspace without the user approving that action. Vorber does not send customer communication or take a legally significant decision solely by automated means.
• Vorber does not use public enquiry information to make solely automated decisions that produce legal or similarly significant effects.

Android app

• This section applies to the free Vorber Android app (package com.vorber.app), published by Vorber Technology Ltd. It adds to the rest of this notice.
• For recordings, transcripts and actions placed in a customer workspace, the customer normally decides why that information is used and Vorber handles it to provide the service under the customer's instructions, as set out in the Data Processing Agreement. Vorber Technology Ltd remains the controller for its own account administration, security records and support.
• When you use Dictate to Vorber, the app records audio only after you tap to start. Recording keeps going if you leave the app or lock the screen, with an ongoing Recording notification showing, until you tap Stop in the app or on the notification, or for at most 2 hours. Nothing is recorded before you tap start. Vorber also handles the transcript of your recording, the actions suggested from it and the sign-in details needed to connect the app to your workspace.
• When you use Scan business cards, the app takes a photo only when you choose to, and uploads it to your workspace. Vorber reads the card to prepare a draft customer, with details such as company, contact name, job title, email address, phone and mobile numbers, website and address. Nothing is added to a customer record until you check the draft and press Save.
• The map in Vorber is provided by Mapbox. When the map loads, Mapbox receives technical information such as a random identifier stored on your device, your screen size and zoom level. From the map tiles it sends for the area on screen, Mapbox can work out the approximate area you're viewing. It also receives the addresses and postcodes you look up. If you tap Locate me, your position is used once to centre the map and isn't saved. The app does not use analytics, advertising or crash-reporting tools.
• The app asks for these permissions: camera, to photograph business cards you choose to scan; microphone, to record dictation; internet and network state, to upload recordings and connect to your workspace; biometric, so you can unlock the app with your device's biometric unlock; precise and approximate location, used only for the map; notifications; and wake lock and a foreground microphone service, so a dictation you have started keeps recording until you stop it.

Android app: how recordings are used

• Your recording is uploaded over an encrypted HTTPS connection to your own Vorber workspace. Speech-to-text runs on Vorber's own transcription service. No outside speech-recognition company receives your audio.
• Suggested actions appear in Mobile Connect, under Dashboard in the sidebar, where you review them. Nothing is added to a customer record until you confirm it.
• Vorber AI drafts only. It never sends email on its own: you review a draft and press Send yourself. AI only flags items for you to review and never changes the status of a record, sale or task by itself.
• Recordings are never sent to AI providers. On the Lite plan, nothing is sent to an outside AI provider: no transcript or other text, and no card photos, because business card capture is not available on Lite. On Standard and Advanced, Dictate transcript text is sent to OpenAI to suggest actions. Text used for AI email drafting and helper tools is sent to OpenAI and xAI to generate drafts and suggestions. Transcripts are not used to train AI models; our AI providers may keep transcript text briefly for safety checks.

Android app: business card photos

• Card photos are uploaded over an encrypted HTTPS connection to your own Vorber workspace.
• To read a card, Vorber sends the card photo through Vorber's own AI service to OpenAI and xAI, our AI providers. Vorber's own text-recognition service then cross-checks the email addresses and phone numbers read from the card. Business card capture is available on Standard and Advanced only. It is not available on Lite.
• Card photos are not used to train AI models; our AI providers may keep them briefly for safety checks.
• Vorber may flag a possible duplicate by comparing the email address, phone number and company web domain with records already in your workspace. If you choose, the card photo can be attached to the customer record you save. An attached photo is still deleted after 30 days, as described below.
• All card photos, including any attached to a customer or contact record, are kept privately and deleted automatically by a daily clean-up once they are 30 days old. After that, the record no longer shows the photo. The contact details you saved stay in your CRM.

Android app: retention and deletion

• Voice recordings are stored encrypted on Vorber's servers. Uploaded audio is kept until you remove it, delete the recording, or your workspace is deleted. Removing only the audio keeps the transcript and action plan. Delete recording removes the recording, its transcript and action plan, but not notes or appointments you have already saved to your CRM. A suggestion you dismiss is removed when you dismiss it.
• We keep a Dictate transcript and its action plan until you delete the recording, or until your workspace is deleted after your account is closed.
• The phone deletes its copy of a recording once the server confirms the upload. If an upload fails, the copy stays on the phone so the upload can be retried.
• You can delete a single recording yourself on the Mobile Connect page. This removes the audio and its transcript; customer notes you have already saved stay on the customer record.
• Deleted data may remain in protected backups for up to 30 days.
• To delete your whole account, see https://vorber.com/delete-account. Uninstalling the app does not delete information already uploaded to your workspace.

Android app: security, advertising and age

• Recordings and data are sent over HTTPS and recordings are stored encrypted. Core Vorber CRM databases and backups are held in the UK on infrastructure controlled by Vorber, and each customer workspace uses its own isolated database boundary.
• Vorber does not sell personal information and does not share recordings, transcripts, card photos or app data for advertising or marketing. The app contains no advertising.
• The Vorber app is for business use by people aged 18 and over. It is not designed for or directed at children.
• For privacy questions, use the Contact page at https://vorber.com/contact or email [email protected] and mark the message as a privacy enquiry.

Contact

• For privacy questions, use the Contact page at https://vorber.com/contact or email [email protected].