Privacy Policy

MyVPF 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,” “MyVPF,” “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 by MyVPF and stored in our own systems, except crash and error reports, which our error-monitoring provider (Sentry) processes for us. 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.

Approximate place from your IP address. When there is a new sign-in, a password reset, a new sign-in method or a request for help signing in on your account, we keep roughly where it came from (a city and region, never a street address) with that event and show it in our alerts — and, for a request someone else is asked to approve, to that person. We work it out from the IP address with a location database on our own servers (or from location details our network provider adds to the request); the IP address is not sent to anyone else for this. IP location data by DB-IP, licensed under CC BY 4.0.

Mobile app permissions (iOS and Android). 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. Not every feature is in every version of the app: today the Android app uses the microphone only for voice messages in chat and for Practice calls. The app accesses your photo library or camera only when you choose to attach an image or take a photo. During a Practice call it also shows your camera on your own screen; that video is never recorded or sent. On Android, choosing a photo, video, or file goes through the phone’s own picker, so MyVPF is never given standing access to your photo library; you can also attach other files, like a PDF, the same way in chat. On Android, the app asks for camera permission only to take a contact’s photo with your phone’s camera or to show your camera on your own screen during a Practice call, and it asks for storage permission only to save a photo or video to your phone on Android 8 and 9. If you turn on fingerprint or face sign-in, your phone checks it; MyVPF never receives your fingerprint or face data. 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 turn on reservicing calendar sync, the app adds your reservice due dates and follow-ups to a dedicated “MyVPF” calendar on your device; it does not read your other personal calendar events, though those entries include the client’s name, address, and your notes, and stay on your device.

If you turn on optional mileage tracking, we access your location — including in the background, even when the app is closed — so we can automatically detect when you start and stop driving and record the trip. This is the only feature that uses background location; it is off by default, and you can turn it off at any time in Settings. To detect driving it also uses your phone’s motion/physical-activity signal — never steps, workouts, or other fitness data. On Android, whenever mileage tracking is on, Android shows a persistent notification (“Watching for drives,” or “Recording drive” during a trip) so you always know it’s on. Each recorded trip (its route, distance, and times) is saved to your account. If your organization uses the day route map, leaders above you can see a narrower version of it — see “Within your organization” for exactly what that includes. While you’re using the app, location also shows you on the canvassing map and, while your day timer is running, saves where you are each time you log activity, to map your day. Other than 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. MyVPF 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. If your organization uses the day route map, those leaders can also see a map of any day, but only for the window between when you started and stopped that day: where you were each time you logged activity while your day timer was running, where you ended your day, and the route of a business-classified trip, but only the part that falls inside that window. They never see a trip you haven’t classified as business, anywhere outside that window, or your mileage figures or trip notes on that map. MyVPF’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), nightly database backups (made on GitHub, stored in Cloudflare R2 and copied to Backblaze B2), transactional email (Resend), payment processing for subscription invoices (Stripe), push-notification delivery (Apple, and Google Firebase Cloud Messaging for the Android app), map tiles for the canvassing and day-route maps (OpenFreeMap and Esri), crash and error reporting (Sentry), reading uploaded Eagle certificates and claim documents (Anthropic), and, for organizations that use them, spreadsheet imports and, if you connect your own Google account, Google Calendar sync (Google APIs). How uploaded Eagle certificates and claim documents are read, and the 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 and Coach)

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. AI reading of uploaded Eagle certificates and claim documents is different: it is not optional, and it is described under “Eagle certificates and claim documents” below.

If your organization has Coach (the in-app AI assistant) and you use it, your messages are answered by an AI model MyVPF runs on its own hardware or, when that model is unavailable, by Anthropic. Coach conversations are deleted automatically about a day after your last message. If you rate a Coach answer (thumbs up or down, with or without a correction), that question and answer are kept after the conversation is deleted, so your agency’s owner and MyVPF’s admins can review them and use them to improve your agency’s own Coach.

Eagle certificates and claim documents

If your organization uses the Eagles & Claims library, an agency owner or a MyVPF admin can upload Eagle certificates (weekly sales-award flyers about agents) and claim documents (Information Release Authorizations signed by customers). An Eagle certificate names the agent and their agency; a claim document names the customer and can show the kind of claim (for example, cancer or an accident) and the amount paid. We store each document’s pages and the text read from it.

Who can see them. People in the uploading agency can see these documents. Ones a MyVPF admin adds to the shared library can be seen by every agency on MyVPF, and any of them can be featured as the app-wide “Eagle & Claim of the day,” which members of other agencies can see.

Read by Anthropic’s AI. When one of these documents is uploaded or read again, MyVPF uses Anthropic’s Claude AI models to read it, except as described below. The models suggest display details, such as the name, the agent, the agency, the coverage, the amount, and the date, and topics to browse by. This is part of how these uploads are processed; it is not an optional or opt-in feature. Anthropic is the only outside company we use to analyze these documents. Coach does not search them.

What is sent. For a document with readable text, MyVPF sends that text. For a scan or photo, it sends an image of the page, with its photo metadata (such as location) removed. An uploaded PDF is split into one document per page, so each scanned page is sent; when pages are joined into one document (for example, a letter and its translation), only the first page’s image is sent. It does not send the file’s name. Where they can, fixed pattern rules in MyVPF read the details first, and the AI fills in what they leave out. A claim’s date is saved automatically only when it is a date the document’s own text prints; a date the AI reads from a scan or photo is only a suggestion until an owner or admin applies it. An agency owner or a MyVPF admin can review and correct any detail, and the AI’s suggestions can be wrong.

When a claim’s period ends. A claim document is kept for its authorization period, normally 2 years from the claim’s date (or from the upload, if no claim date has been saved). When that period ends, the document disappears from the app and is then permanently deleted from the library, with its pages and the text read from it. In the library we keep only a one-way fingerprint of it and the date its period ended (not the document, its text, or the names in it), so an identical copy is refused, before it is read, if anyone uploads it again.

This deletion does not reach a copy someone already shared into a chat or saved to their phone, the claim’s title (usually the customer’s name) that our audit log recorded when it was uploaded, the claim documents of an agency whose account has been deactivated or deleted, or our backups. Backups can still hold a deleted claim’s text and images: our database backups in Cloudflare R2 are set to expire within three years, and some backup copies, including copies of uploaded files, don’t currently have a set end date.

Before a claim with readable text is sent, MyVPF checks its date. If the text clearly shows the claim date, and the claim’s 2-year period and any “valid through” date it prints have both passed, the claim is not sent to Anthropic. A scan or photo, or a text that doesn’t make clear which date is the claim date, is sent to Anthropic first; if the date read shows the period has ended, the document is held for an owner or admin instead of being published. A stored claim whose period has ended is never sent to be read again.

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). Claim documents in the Eagles & Claims library are deleted from the library when their authorization period ends (see Eagle certificates and claim documents, above, for what that deletion does not reach).

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, location, physical-activity, calendar, microphone, camera, and 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

MyVPF 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

MyVPF 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.