Privacy Policy
Last updated: March 2026
Introduction
Vepartment S.r.l. ("Vepartment," "we," "our," or "us") is an AI-native platform for building and operating modular virtual departments. We are committed to protecting your privacy and handling your personal data responsibly.
This Privacy Policy explains how we collect, use, store, and share your information when you use our platform, website, and related services (collectively, the "Service"). By accessing or using the Service, you acknowledge that you have read and understood this policy.
Vepartment S.r.l. is registered in Milan, Italy, and operates in compliance with the General Data Protection Regulation (GDPR) and applicable Italian data protection law.
Information We Collect
We collect the following categories of information:
Account Information
Name, email address, organization name, role, and authentication credentials when you create an account.
Usage Data
Information about how you interact with the Service, including pages visited, features used, session duration, device information, and browser type.
Organizational Data
Department configurations, workflow definitions, agent settings, team structures, and operational data you input into the platform.
AI Interaction Data
Prompts, instructions, and configurations you provide to AI agents, as well as the outputs generated by those agents within your workspace.
How We Use Your Information
We use the information we collect to:
- ■Provide, operate, and maintain the Service, including provisioning virtual departments and AI agents.
- ■Enable AI agent operation within your workspace, including processing instructions, executing workflows, and generating outputs.
- ■Analyze usage patterns and performance metrics to improve the platform, fix issues, and develop new features.
- ■Communicate with you about your account, service updates, security alerts, and administrative matters.
- ■Enforce our terms of service and protect the security and integrity of the platform.
Data Processing and AI
Vepartment's core functionality involves AI agents that process organizational data on your behalf. We want to be transparent about how this works:
Workspace Isolation
All organizational data processed by AI agents remains strictly within your workspace. Data from one organization's workspace is never accessible to another organization's agents or users.
No Model Training
Your organizational data, AI interaction data, and agent outputs are not used to train, fine-tune, or improve our AI models or any third-party AI models.
Processing Scope
AI agents process data solely to fulfill the instructions and workflows you configure. Processing is limited to what is necessary to deliver the requested output.
Data Sharing
We do not sell, rent, or trade your personal data or organizational data to third parties. We may share data in the following limited circumstances:
- ■Third-Party Processors: We use cloud infrastructure providers and AI service providers to operate the platform. These processors are contractually bound to handle data only as instructed by us and in compliance with applicable data protection law.
- ■Legal Requirements: We may disclose data if required by law, regulation, legal process, or governmental request, or if necessary to protect the rights, property, or safety of Vepartment, our users, or the public.
- ■Business Transfers: In the event of a merger, acquisition, or sale of assets, your data may be transferred as part of that transaction. We will notify you of any such change.
Data Storage and Security
We implement appropriate technical and organizational measures to protect your data:
Encryption
All data is encrypted in transit using TLS 1.3 and at rest using AES-256 encryption.
EU Data Centers
All primary data storage and processing occurs within European Union data centers. Data is not transferred outside the EU unless required by your configuration and with appropriate safeguards in place.
Access Controls
Access to personal and organizational data is restricted to authorized personnel on a need-to-know basis. All access is logged and audited.
Your Rights
Under the GDPR and applicable law, you have the following rights regarding your personal data:
- ■Right of Access: You may request a copy of the personal data we hold about you.
- ■Right to Rectification: You may request that we correct inaccurate or incomplete personal data.
- ■Right to Erasure: You may request that we delete your personal data, subject to legal retention obligations.
- ■Right to Data Portability: You may request your data in a structured, commonly used, machine-readable format.
- ■Right to Object: You may object to the processing of your personal data for certain purposes.
- ■Right to Restrict Processing: You may request that we limit how we process your data in certain circumstances.
To exercise any of these rights, contact us at info@vepartment.com. We will respond within 30 days. You also have the right to lodge a complaint with the Italian Data Protection Authority (Garante per la protezione dei dati personali).
Cookies
We use a minimal set of cookies to operate the Service:
Essential Cookies
Required for authentication, session management, and core platform functionality. These cannot be disabled.
Analytics Cookies (Opt-In)
Used to understand how users interact with the platform. These are only activated with your explicit consent and can be disabled at any time through your account settings.
We do not use advertising cookies or third-party tracking cookies.
Data Retention
We retain your personal and organizational data for as long as your account is active and as needed to provide the Service. Specifically:
- ■Account and organizational data is retained while your account remains active.
- ■Upon account deletion or written request, we will delete your personal data within 30 days, except where retention is required by law.
- ■Usage and analytics data is anonymized or deleted after 24 months.
- ■Backup copies may persist for up to 90 days after deletion before being permanently removed.
Children's Privacy
The Service is not directed to individuals under the age of 16. We do not knowingly collect personal data from children. If we become aware that we have collected personal data from a child under 16, we will take steps to delete that information promptly. If you believe a child has provided us with personal data, please contact us at info@vepartment.com.
Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make material changes, we will notify you by email or through a prominent notice on the Service at least 30 days before the changes take effect.
We encourage you to review this policy periodically. Your continued use of the Service after changes become effective constitutes acceptance of the revised policy.
Contact
If you have questions about this Privacy Policy or our data practices, contact us: