Overview

VentBox is committed to protecting your privacy. This policy outlines how we collect, use, and protect your information when you use our email analysis service.

Information We Collect

When you send an email to VentBox (clicksend@ventbox.net), we collect:

• Email content: The message text you send for analysis
• Your email address: To send you a response with your analysis results
• Email metadata: Date, time, and subject line (if provided)

We do NOT collect:

• Browsing history or tracking cookies
• Device information beyond standard email headers
• Payment information (currently, as the service is free)
• Information from your employer or workplace

PII Sanitization

We take your privacy seriously. Before your email content is analyzed by AI, we run it through a PII (Personally Identifiable Information) detection and sanitization layer.

This automated system detects and pseudonymizes:

• Full names (yours and others mentioned)
• Phone numbers
• Physical addresses
• Employee IDs or badge numbers
• Social security numbers or other ID numbers
• Other identifying information

This means your email content is analyzed with privacy-protecting placeholders instead of actual personal information.

How We Use Your Information

Your information is used solely for the following purposes:

• Email Analysis: To evaluate the content, tone, and safety rating of your message
• AI Processing: Your email content (with PII removed) is sent to Anthropic's Claude API for analysis
• Response Delivery: To send you an email with your safety score, sentiment analysis, and feedback
• Service Improvement: Anonymized, aggregated data may be used to improve our analysis models and service quality

We will NEVER:

• Share your email content with your employer or colleagues
• Sell your data to third parties
• Use your information for marketing purposes without consent
• Contact you for any reason other than service-related communication

Third-Party Services

VentBox uses the following third-party service for AI analysis:

• Anthropic (Claude API): Your email content (with PII sanitized) is processed by Anthropic's AI models to generate safety scores and sentiment analysis. Anthropic's privacy policy applies to their processing: anthropic.com/privacy

We do not share your email address or any identifying information with Anthropic—only the sanitized email content for analysis.

Data Security

We implement industry-standard security measures to protect your data:

• Encryption: All emails are transmitted and stored using secure, encrypted channels (SSL/TLS)
• Access Controls: Only authorized VentBox systems have access to email content
• Secure Storage: Email data is stored in secure, access-controlled databases
• Regular Security Audits: We regularly review and update our security practices

Data Retention

We retain your email content only as long as necessary to provide our service:

• Active Storage: Email content is stored temporarily for service delivery and quality assurance
• Anonymized Data: After processing, data may be anonymized (all identifying information removed) and retained for service improvement
• Air-Gapped Archive: Anonymized data is routinely moved to an air-gapped storage system, isolated from internet access for maximum security
• Deletion Requests: You may request deletion of your data at any time by contacting us

Your Rights

You have the following rights regarding your data:

• Access: Request a copy of the data we have about you
• Deletion: Request deletion of your email content from our systems
• Correction: Request corrections to any inaccurate information
• Opt-Out: Stop using the service at any time (simply don't send emails to VentBox)

To exercise any of these rights, contact us at support@ventbox.net

Cookies and Tracking

Our website (www.ventbox.net) does not use tracking cookies, analytics, or any form of user tracking. We believe in respecting your privacy from the moment you visit our site.

Children's Privacy

VentBox is designed for professional workplace use by adults. We do not knowingly collect information from anyone under the age of 18. If we discover that a minor has used our service, we will delete their data immediately.

Changes to This Policy

We may update this Privacy Policy from time to time. When we do:

• The "Last Updated" date at the top will be changed
• Material changes will be communicated via email or our website
• Continued use of VentBox after changes constitutes acceptance of the updated policy

Contact Us

If you have questions, concerns, or requests regarding your privacy or this policy, please contact us:

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