Privacy, in plain English.
Effective 15 September 2026. This notice explains how Brimvane LLC handles information through www.brimvane.com and our business correspondence.
Contact and responsibility
Brimvane LLC is registered in Delaware, United States, and is responsible for the personal information described here. Contact [email protected] or write to Brimvane LLC, 500 Treat Avenue, San Francisco, California, United States. This is our business correspondence address. We serve businesses internationally, including in the US, Canada and Australia.
When you enquire
When you submit our enquiry form, your name, email address, message and any optional business or website details are processed by our Vercel endpoint and passed to Zoho ZeptoMail for delivery to [email protected]. Your address is used as Reply-To. We also receive information you choose to email directly. For spam and duplicate protection, the endpoint temporarily keeps hashed IP information, a submission reference and a content fingerprint in server memory; it does not create a separate enquiry database. A successful response confirms acceptance by the email service, not a booking or guaranteed inbox delivery. We use it to answer your enquiry, prepare a service order and, if you become a client, provide and administer the agreed services. Please do not include passwords, payment-card details or sensitive personal information.
Optional AI conversations
Where our AI assistant is available, using it is optional. Vapi and its speech and language-model providers process what you say or type to generate replies. The current voice setup uses Soniox, OpenAI and Vapi. We disable the assistant's audio recording, stored transcript and conversation-log artifacts; this does not mean zero processing or zero retention by every provider. Service metadata and processing records may still be handled under provider policies. If you ask the assistant to send an enquiry, it collects your name, email, enquiry and any optional business or website details, reads back the summary and asks permission to send it to [email protected]. After confirmation, Vapi passes those fields and a call reference to our authenticated Vercel endpoint for delivery through ZeptoMail to Zoho Mail. We email the enquiry summary, not a full recording or transcript. Temporary call-reference and content-fingerprint records help prevent duplicate submissions. The resulting email is kept under the enquiry retention criteria below. This can involve processing in the United States and other countries where these providers operate. You can decline, end the conversation, or use the contact form or email instead. Do not share passwords, payment details or sensitive personal information. The assistant can make mistakes; an enquiry does not create a booking or subscription.
Website tools and tracking
The website copy helper runs locally in your browser and does not send your entries to an AI service or to Brimvane. We do not use advertising trackers or analytics scripts on this website. Vercel hosts the site and Cloudflare provides domain, delivery and security services. These providers may process IP addresses, browser and device information, requested URLs, timestamps and security logs to deliver and protect the service. Security features may use essential cookies or similar technologies; we do not use them for advertising.
Email provider and international processing
Our active business mailbox is hosted by Zoho Mail in its US account region. Zoho Mail receives our correspondence, while Zoho ZeptoMail sends website enquiries to that mailbox. These services process the message and delivery information needed to provide email services. Vercel, Cloudflare and their service providers may process information in the United States and other countries where they operate. Sending an enquiry from Canada, Australia or another country can therefore involve overseas processing. We use provider agreements and safeguards appropriate to the service and applicable law; an account region does not mean every support or security operation occurs only there.
How we use, share and retain information
We use information to respond to requests, perform our agreements, keep business records, meet legal duties and protect our services. Where applicable law requires a legal basis, we rely on the relevant contractual steps, legal obligation, legitimate business interest or consent. Enquiring does not subscribe you to marketing. We do not sell personal information or share it for cross-context behavioural advertising. Access is limited to people and providers who need it for these purposes. We may disclose information where legally required or to protect lawful rights. We keep it only as long as needed for the enquiry or client relationship, required records and legitimate dispute or security needs, then delete or anonymise it. Retention depends on the record and applicable legal duties.
Your choices and privacy requests
Depending on your location and applicable law, you may have rights to access, correct, delete or obtain a copy of your information, object to or restrict certain uses, or withdraw consent where processing relies on it. Email [email protected] or write to our correspondence address to ask a question or exercise a right. We may request proportionate verification and will respond within the applicable legal timeframe. Some records must be retained by law. You may contact the privacy regulator in your jurisdiction or seek review of our response where those rights apply. We will not penalise you for making a privacy request.
Security, client work and updates
We take reasonable measures to protect information, but no online service is completely secure. Our services are directed to businesses, not children. If you ask us to process your customers’ information during client work, any additional processing responsibilities and instructions belong in the service agreement. Third-party sites linked from ours have their own privacy practices. If we introduce a payment service, booking or analytics tool, we will update this notice to explain the relevant changes and obtain consent where required. The effective date above identifies the current version.