Privacy Policy — Vexora Digital Messenger AI Assistant

1. Introduction

Vexora Digital operates an AI-assisted messaging service through its Facebook Page using Meta Messenger.

This privacy policy explains how information shared through the messaging assistant is collected, used, processed and protected.

2. Information We Collect

When visitors communicate with our Messenger assistant, we may process:

• Messages and information voluntarily provided during conversations.
• Name, business name, email address and phone number when voluntarily supplied.
• Business requirements, service enquiries and consultation requests.
• Messenger-specific identifiers and OpenAI response identifiers necessary to maintain conversations and deliver replies.
• Message timestamps and relevant technical information required to operate the service.

We do not intentionally request passwords, payment card information or sensitive personal information.

3. How We Use Information

Information is used to:

• Respond to enquiries and provide relevant information about Vexora Digital services.
• Maintain conversation context and avoid repeated questions.
• Understand project requirements and prepare enquiry summaries.
• Arrange requested consultations and customer follow-ups.
• Prepare enquiry summaries for authorised Vexora Digital personnel to follow up where requested.
• Maintain, troubleshoot and improve the reliability and security of the messaging service.

We do not sell personal information.

4. AI and Third-Party Service Providers

The Messenger assistant uses third-party services to process messages and generate responses, including:

• Meta Platforms — Facebook Messenger messaging infrastructure.
• Make.com — workflow automation, conversation processing and storage of Messenger-specific user identifiers and OpenAI response identifiers in a Make.com Data Store.
• OpenAI — AI-assisted interpretation of messages and generation of responses.

If a visitor requests follow-up by email, relevant enquiry details may also be handled by our business email hosting provider.

Information may be transferred to and processed by these providers in accordance with their applicable terms, privacy policies and data-processing arrangements.

AI-generated responses may contain errors. Visitors can request contact with a person.

5. Contact Details and Enquiry Follow-Up

Visitors may voluntarily provide contact details and request follow-up from Vexora Digital.

Where visitors agree to follow-up, their contact information and relevant enquiry details may be shared internally with authorised team members.

Providing contact details is voluntary. Visitors can ask general questions without providing a phone number or email address.

6. Information Storage and Security

Conversation-related information may be stored within Meta Messenger, Make.com and OpenAI systems. Make.com's Data Store holds Messenger-specific user identifiers and OpenAI response identifiers for conversation continuity. Business email systems may hold relevant enquiry details if a follow-up is handled by email.

We use reasonable technical and organisational measures to protect information, including controlled account access and service authentication.

No internet-based service can guarantee absolute security.

7. Data Retention

Personal information is retained only for as long as reasonably necessary for the purposes described in this policy, including enquiry handling, service administration, security and applicable legal requirements.

Retention periods may differ between Meta, Make.com, OpenAI and our email provider.

Visitors may request deletion of information held by Vexora Digital.

8. International Data Processing

Some service providers may process or store information outside New Zealand.

Where applicable, Vexora Digital will handle international disclosures in accordance with relevant New Zealand privacy obligations.

9. Access, Correction and Deletion Requests

Visitors may request access to, correction of, or deletion of personal information held by Vexora Digital, subject to applicable legal requirements.

Requests can be sent to: info@vexoradigital.com.

Include enough information to identify the relevant enquiry or Messenger conversation.

We may need to verify the requester's identity before disclosing or deleting information.

10. Changes to This Policy

We may update this privacy policy when our messaging services, providers or legal requirements change.

The latest version will be available at this URL.

11. Contact