Privacy Policy

Data We Collect

We collect information that you provide directly to us as well as data that is provided by Google when you sign in with your Google account. The Google data we access depends on the scopes you authorize and currently includes:

• Basic profile information: your name, email address, preferred language, and profile picture.
• Google account identifier used to uniquely associate your profile with your VEMS account.

We may also collect business contact details, project metadata, usage metrics, and support communications that you provide while using VEMS.

How We Use Data

• Authenticate you and personalize your VEMS experience.
• Provision project access, manage roles, and maintain secure audit trails.
• Send essential communications such as onboarding notices, system alerts, and billing information.
• Improve the performance, reliability, and usability of the VEMS platform.
• Provide customer support and respond to inquiries.

We do not use Google user data for advertising or marketing purposes unrelated to the VEMS service.

Data Sharing

We do not sell Google user data. We share data only in the limited circumstances below:

• Service Providers: Trusted vendors that help us operate VEMS (such as cloud hosting, email delivery, and customer support tools). These providers are bound by contractual obligations to safeguard your data and use it only for the services they provide to us.
• Legal Compliance: When required to comply with applicable laws, regulations, legal process, or governmental requests.
• Business Transfers: In connection with a merger, acquisition, financing, or sale of all or a portion of our business, provided the recipient agrees to honor this Privacy Policy.

Data Storage & Protection

We store Google user data and other personal information on secure cloud infrastructure located in the United States. We apply industry-standard safeguards, including encryption in transit and at rest, access controls based on least privilege, network segmentation, and continuous monitoring. Our employees and contractors are granted access only to the data necessary to perform their job duties and are bound by confidentiality obligations.

Data Retention & Deletion

We retain Google user data and other personal information for as long as your organization maintains a VEMS tenant or as needed to deliver the services you request. We also retain data to comply with legal obligations, resolve disputes, enforce agreements, and maintain accurate financial and project records for our studio and vendor customers.

You may request removal of your Google user data or closure of your VEMS profile at any time by emailing support@myvems.com. After we verify the request, we will unlink your Google account, remove direct identifiers such as your name, email address, and profile photo, and substitute an internal surrogate identifier so employer-owned project records remain intact. This de-identification process is completed within 30 days unless a longer period is required by law or your employer instructs otherwise.

Employer-Controlled Project Data

Many artifacts in VEMS—including bids, task assignments, approvals, and production notes—are business records owned by the studio or vendor that sponsors your access. When a user departs an organization or requests data deletion, those artifacts remain with the employer to preserve audit trails and contractual deliverables. In these cases we de-identify the user by replacing personal attributes with a non-personal alias while maintaining the relational links required for project history, cost tracking, and legal compliance.

If your employer needs a different remediation (such as reassignment of work items to another employee), they can coordinate directly with us using their administrative contacts or by emailing support@myvems.com.

Your Choices

• Review and update your account information through your VEMS profile settings.
• Request removal or anonymization of your Google-linked profile data by contacting support@myvems.com.
• Revoke VEMS access to your Google account at any time via your Google Account security settings.
• Opt out of non-essential communications by following the unsubscribe instructions in our emails.

Contact Us

If you have questions about this Privacy Policy or our data practices, please contact us at: