What we keep, and why.

Public checks and private workspaces

Public website and AI checks store the website address, the business details read from that website, our findings and the answers AI providers returned. From Google we keep only the listing's place ID and our own findings (see Google Maps and business listings below). Anyone with a public report link can view that report. Some published checks contribute to public examples or aggregate research. Start audits inside a workspace when client work needs to stay private.

Workspace records include client details, reports, service scopes and prices, proposals, tasks, notes, team membership and sharing settings. Access depends on workspace permissions. If you create a share link or client portal, the people you give access to can see the content it exposes. Revoke access when it is no longer needed.

Accounts, enquiries and communications

We store your email address, account and workspace details, authentication records and security events to provide sign-in and access controls. Session cookies keep you signed in. Operational records, including usage and job status, help enforce limits and diagnose failures.

A snapshot or contact enquiry stores your name, email, company, optional website and message in our operator-owned SQLite enquiry record. It also stores submitted campaign codes (UTM source, medium, campaign, content and term) when present, not the full referring URL. Do not include personal information in campaign codes. The record has a reference, submission time and a separate manual follow-up task; an owner email alert is queued only when configured. Saving the record does not prove the email arrived. We use these details to review and answer the enquiry; there is no mailing-list opt-in or third-party analytics collection on this form.

An “I’m interested” message stores the details you submit so we can reply. It is not a mailing-list subscription. If you request a report by email, we use the supplied address for that request. Optional agency messaging stores recipients, message content, consent records and delivery or suppression status. Agencies must have permission to contact their recipients.

Website checks and external providers

Website audits fetch selected public pages; they do not log in to the audited website. Depending on enabled features, we send relevant business details, prompts or selected findings to configured AI, search, listing or performance providers. API answers can differ from consumer applications. Do not put passwords, secret keys or confidential personal information into audit inputs.

If you fill in a free-check form on an agency's own website (the agency's widget), your website address and email go to that agency as a lead, and the agency sees the report.

Optional Google, directory, SMS and other connections use the permissions granted for that integration. Connected credentials and integration records are stored to operate those connections. Disconnect a connection when it is no longer required.

Companies that help run the service

• Render hosts the website and its database in the United States.
• Resend delivers our emails.
• Cloudflare R2 stores our encrypted backups.
• GitHub (Microsoft) runs our backups twice a day: a short-lived GitHub computer copies the database, encrypts it, checks that the copy can be restored, and is wiped after the run. The key that unlocks backups is kept as a GitHub secret, never on the website's server.
• Stripe takes payments, once paid plans are switched on.
• Twilio sends text messages (the recipient's phone number and the message) only when an agency uses text-message review requests.
• Synup lists a client's business details (name, address, phone, website, category and opening hours) on online directories only when an agency uses directory listings.
• Google (Places and PageSpeed), the AI providers we use for AI checks, AI drafts and the report assistant (OpenAI (ChatGPT), Perplexity and Google Gemini; Anthropic (Claude) and xAI (Grok) only once the fuller AI check opens), and SerpApi for map grids if it is switched on instead of Google, receive the business details, questions or findings a check or AI draft needs, only when it runs.
• For a takeover check, we look up the website's public domain record (through the domain registry's RDAP service) and its public DNS records (through Cloudflare's DNS-over-HTTPS service). They receive only the website's domain name, and only when someone runs the check.

They process this data under their own terms and privacy practices. We do not sell data to them or to anyone else.

Emails we send

Vouchfield's own emails (sign-in codes, account, billing and alert messages) come from our sending address, and replies go to vouchfieldapp@gmail.com. An email an agency sends to its own client from Vouchfield carries the agency's name, and replies go to the agency, not to us. Our emails have a plain-text version and no tracking pixels. Watch emails (scheduled map and AI visibility results) and emailed reports carry a one-click unsubscribe link; workspace notices, such as new-review alerts, stop when you change that setting in the workspace.

Google Maps and business listings

Vouchfield includes Google Maps features and content: every audit looks the business up on Google Maps (the Google Places API) and shows what we found about its listing. Your use of those features is subject to Google's Terms of Service, the Google Maps/Google Earth Additional Terms of Service and the Google Privacy Policy.

What we send to Google: the business name, town and state read from the website you audit (or typed by the agency), the listing's place ID, and, for a map grid, the search phrase and the grid's map positions. We never send the details an agency confirms about a business to Google.

What we keep from Google's answer: the listing's place ID (Google's code for the listing, which Google allows us to keep), whether a listing was found and matched, the business's map position for up to 29 days (for map grids only), and a one-way fingerprint of each review the review inbox has seen (so it can tell a new review from one it has seen; never the review's words, the reviewer's name or the stars). Everything else Google sends (the name, address, phone, hours, rating, review count, reviews, photos) is read once to produce our findings and is not stored. Our findings are our own sentences about the listing ("The phone number on your Google listing is different from the one on your website") and never quote Google's values.

Where our findings appear: on the report, in the workspace, on client links, portals and PDFs, and in the API, with the words "Google Maps" next to anything scored from the listing and a link to the listing on Google Maps. Our CSV and ZIP downloads leave the Google-listing findings' words out. Audits saved before 6 October 2026 stored more of Google's answer; a clean-up on 7 October 2026 rewrote them to this rule, and encrypted backups made before then hold the old copies until they expire (within about 13 months).

Google user data

Connecting Google is optional. When an agency connects a Google account to Vouchfield, the agency owner signs in with Google and chooses what to allow. Vouchfield only reads what the connected feature needs:

• Google Search Console (read-only): the list of sites the Google account can see, and, for the site chosen for each client, search figures for the last 28 days: clicks, impressions, click rate, average position, top searches and top pages.
• Google Analytics (read-only): the list of accounts and properties the Google account can see, and, for the property chosen for each client, visitor figures for the last 28 days: users, sessions, engaged sessions, top traffic channels and top landing pages.
• Google Business Profile: the list of business locations, and the chosen location's reviews and existing replies. Vouchfield posts or removes a review reply only when the agency owner approves the reply's exact wording and then chooses to publish it (or confirms removing it); nothing is posted automatically. Vouchfield does not change business listings.

How it is used. Only to show these figures and reviews to the agency inside its Vouchfield workspace and, if the agency chooses, in its client reports, and to post the review replies the agency owner approves. Vouchfield does not sell Google user data, does not use it for advertising, does not transfer it to advertising platforms, data brokers or information resellers, does not use it to determine credit-worthiness or for lending, and does not use it to train AI models.

Who can see it. People in the agency's workspace, and the agency's clients when the agency includes the figures in a report it shares. Vouchfield staff do not read Google user data unless the agency asks us to (for example, for support), it is needed for security (for example, investigating abuse), or the law requires it.

Storage and deletion. Google's lasting sign-in tokens (refresh tokens) are stored encrypted; the short-lived access tokens made from them expire within about an hour. Search Console and Analytics figures are kept until the agency disconnects that Google account or the workspace is deleted; disconnecting deletes the connection, its site or property list and the saved figures at once and revokes Vouchfield's access at Google, unless another Vouchfield connection still uses the same Google account (that one keeps working until it is disconnected too). Disconnecting Google Business Profile deletes the stored tokens and revokes Vouchfield's access at Google in the same way (unless another Vouchfield connection still uses the same Google account); reviews already copied, and the reply drafts and approvals recorded for them, stay in the workspace history until the workspace is deleted, or sooner if you ask us. When a workspace is closed, Vouchfield's Google access stops at once (the tokens are deleted, and access is revoked at Google); the rest is deleted with the workspace 90 days later, and from encrypted backups within about 13 months. You can also remove Vouchfield's access at any time at myaccount.google.com/permissions.

Vouchfield's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy (https://developers.google.com/terms/api-services-user-data-policy), including the Limited Use requirements.

HubSpot

When an agency connects its own HubSpot account, Vouchfield sends the records the agency chooses to that HubSpot account only:

• Clients as companies (name and website) and, if the agency ticks it, a contact with the client's email address.
• Notes on the company when an audit finishes (the score, the top three priorities and a link to the report) and when a proposal is shared in a client portal (the proposal title, its prices and a link).
• Deals, only when the agency switches on “Also create deals from shared proposals”: one deal for each shared proposal, with its name and first-year amount. When the agency asks, Vouchfield reads the stage of those deals back from HubSpot (open, won or lost) to show it in the workspace; reading changes nothing in HubSpot.

Nothing is sent to HubSpot unless the agency connects it and ticks what to send. The HubSpot key is stored encrypted, and disconnecting deletes it.

Payments

When paid checkout is available, Stripe handles payment details on its hosted pages. Vouchfield stores customer and subscription identifiers and billing status to manage access. Vouchfield does not receive or store full card numbers.

Retention, backups and requests

Saved reports and workspace records remain available while your workspace is open. When a paid plan ends your workspace moves to the free plan and stays available. The workspace owner can close it from Usage & billing. If you close your workspace, we keep it for 90 days so you can come back or export it, then delete it from the live service. That deletion happens automatically. Encrypted recovery backups may still hold an earlier copy after a live record changes or is removed. Our scheduled encrypted backups keep a copy from every day for 35 days and one copy a month for 12 months, then delete it automatically, so a removed record is normally gone from them within about 13 months. Occasional one-off backups made for maintenance are deleted by hand once they are no longer needed.

For access, correction, export or deletion requests, contact vouchfieldapp@gmail.com. We will verify the requester's authority, explain which records can be removed and identify any records that need to be retained. Do not send passwords or encryption keys with your request.

Tracking and contact

Vouchfield does not use advertising pixels or third-party analytics on these pages. We do not sell contact details or add enquiries to someone else's mailing list.

We count visits to our public pages in total per day, and which website sent them (its name only, such as google.com), to see which pages are useful. We do this without cookies and without storing your IP address or details about your device.

Questions about this notice: vouchfieldapp@gmail.com.