Privacy Policy

Effective Date: June 11, 2026

Oktona LLC ("Oktona," "we," "our," or "us") provides VOSTORQ, a structured discussion workspace service for organizations. This Privacy Policy explains how we collect, use, share, and protect information when users access VOSTORQ, when organizations manage workspaces, and when workspace content is processed through the service.

Information We Collect

We may collect the following types of information:

  • Account information, such as name, email address, company name, workspace role, profile details, authentication information, workspace membership, and other account details provided by users or workspace organizations.
  • Workspace content, such as Sections, Spaces, Subspaces, Topics, Messages, Conversations, files, reactions, mentions, summaries, Agent instructions, Agent subscriptions, workspace settings, and other content created, uploaded, or shared in VOSTORQ.
  • Usage information, such as actions taken in the workspace, areas viewed, features used, searches, notifications, timestamps, participation history, and other interactions with the service.
  • Technical information, such as IP address, browser type, device information, operating system, log data, session data, cookie identifiers, and approximate location derived from technical information.
  • Billing and subscription information, such as workspace plan, billing contact details, invoices, payment status, subscription records, and related transaction information. Payment processing may be handled by a third-party payment provider.
  • Support and communication information, such as support requests, feedback, issue reports, email communications, call notes, and other information shared when contacting us.

How We Use Your Information

We use collected information to:

  • Provide, operate, maintain, and improve VOSTORQ.
  • Create and manage user accounts, workspaces, permissions, roles, and access controls.
  • Enable workspace features, including Sections, Spaces, Subspaces, Topics, Messages, Conversations, notifications, search, summaries, and Agent activity.
  • Process billing, subscriptions, invoices, and workspace plan changes.
  • Respond to support requests, troubleshoot issues, and communicate service-related updates.
  • Monitor product performance, usage, reliability, and security.
  • Limit collection and retention to information reasonably needed to provide, secure, support, and improve VOSTORQ, or to meet legal, billing, security, and operational requirements.
  • Protect against fraud, abuse, unauthorized access, misuse, and violations of applicable terms.
  • Comply with legal obligations and enforce our rights, agreements, and policies.

Customer Data and Workspace Content

VOSTORQ is used by organizations to create and manage structured discussion workspaces. Workspace content may include personal information, confidential business information, and other information controlled by the organization that owns or manages the workspace.

As between Oktona and the organization using VOSTORQ, the organization is responsible for determining what information is added to its workspace, who may access it, how long it should be retained, and how it should be used by its users. Oktona processes workspace content to provide, secure, support, and maintain VOSTORQ.

Workspace Content and Visibility

Content visibility depends on workspace membership, whether a Space is public or private within the Workspace, Conversation membership, assigned role, and configured permissions.

  • By default, Workspace users may access Spaces in the Workspace unless a Space is explicitly marked as private or access is otherwise restricted by workspace configuration.
  • Users with access to a Space can view content available in that Space, subject to their permissions.
  • Private Spaces are available only to users who are granted access to that Space or who have a role that permits them to manage or access private Space content.
  • Only explicitly added users can view a Conversation during ordinary use, subject to Workspace management controls described in this Privacy Policy.
  • Workspace Owners and other authorized workspace management roles may be able to access, manage, export, delete, or otherwise process Workspace content according to their assigned role, workspace configuration, applicable agreement, and organization policies.
  • Workspace management access may include content in Spaces, private Spaces, Topics, Messages, Conversations, files, summaries, Agent activity, and related records.
  • Workspace configuration may affect who can create, view, reply to, move, close, delete, pin, export, or manage content.

Conversations

VOSTORQ supports private and group Conversations outside of Spaces. During ordinary use, Conversations are accessible only to explicitly added users. However, Conversations are part of the Workspace and may be subject to Workspace management, access, export, retention, security, compliance, legal, and support controls.

Authorized Workspace Owners or other authorized workspace management roles may be able to access, manage, export, delete, or otherwise process Conversation content according to their assigned role, workspace configuration, applicable agreement, and organization policies.

Conversation content is processed by VOSTORQ as needed to provide the service, including storage, delivery, search, notifications, security, support, and related product functionality.

AI Features and Agent Processing

VOSTORQ includes AI-assisted features. Agents can help summarize discussions, answer questions from available context, and participate in Topics when invoked or activated through Agent subscriptions.

To provide AI-assisted features, relevant workspace content may be processed by VOSTORQ and, where applicable, by service providers acting on our behalf. Agent responses depend on the context and permissions available to the Agent.

We do not use workspace content to train general-purpose AI models unless the workspace organization has agreed to that use.

Users should review Agent responses before relying on them for decisions. AI-generated output may be incomplete, inaccurate, or based on limited context.

Customer and User Responsibilities

Users and workspace organizations are responsible for the information they submit to VOSTORQ. Do not submit personal information, confidential information, regulated data, or third-party information unless you have the right to do so and your organization permits it.

Workspace organizations are responsible for configuring access controls, assigning appropriate roles, managing users, and responding to internal requests related to workspace content.

VOSTORQ is not intended for storing highly regulated information unless the workspace organization has confirmed that its use of VOSTORQ is appropriate for that information and has any required agreement in place.

Cookies and Similar Technologies

VOSTORQ may use cookies and similar technologies to support authentication, session management, security, preferences, product functionality, analytics, and performance monitoring.

You can disable cookies in your browser settings, though some parts of VOSTORQ may not function properly without them.

Third-Party Services

We may use third-party service providers to support hosting, infrastructure, authentication, storage, analytics, monitoring, communications, customer support, AI functionality, and payment processing. These providers may process information as needed to provide services to us and in accordance with applicable agreements.

Third-party service providers are not permitted to use workspace content for their own purposes except as allowed by their agreement with us or the workspace organization.

Data Sharing

We do not sell your personal information. We may share information only when necessary to:

  • Provide, operate, secure, and support VOSTORQ.
  • Support workspace administration, billing, authentication, infrastructure, analytics, security, customer support, or AI functionality.
  • Comply with legal obligations, court orders, or lawful requests.
  • Protect our rights, business, users, systems, or the security of VOSTORQ.
  • Complete a business transaction, such as a merger, acquisition, financing, or sale of assets, subject to appropriate protections.

Data Retention

We retain personal information and workspace content for as long as necessary to provide VOSTORQ, fulfill the purposes described in this Privacy Policy, comply with legal obligations, resolve disputes, enforce agreements, and maintain security.

Workspace Owners or other authorized users may be able to delete or manage certain workspace content, users, and settings. Deleting a user account may not automatically delete Messages, Topics, Conversations, files, logs, audit records, billing records, or other information that belongs to or is retained by the workspace organization.

Some information may remain in backups, logs, audit records, billing records, or security records for a limited period after deletion from the active service.

Data Security

We take reasonable administrative, technical, and organizational measures to protect information from unauthorized access, disclosure, alteration, or misuse. However, no internet transmission, storage system, or online service can be guaranteed 100% secure.

Your Choices and Requests

You may contact us to request access to, correction of, or deletion of personal information, subject to applicable law and any rights or obligations of the workspace organization that controls the workspace.

Some requests may need to be handled through your workspace organization, especially when your account or content is managed by your employer or another organization.

Workspace Organizations

If you use VOSTORQ through an organization, that organization may control certain workspace content, user accounts, access settings, retention decisions, and administrative actions. Contact your workspace Owner or organization if you have questions about internal workspace access, content management, or organization-controlled data.

Workspace organizations may have the ability to access, manage, export, delete, retain, or otherwise process content in their Workspace, including content in private Spaces and Conversations, according to assigned roles, workspace configuration, applicable agreement, and organization policies.

Children’s Privacy

VOSTORQ is intended for business use by users who are at least 16 years old. We do not knowingly collect personal information from children under 13.

Organizations that invite users to VOSTORQ are responsible for ensuring that their users meet this age requirement.

Changes To This Policy

We may update this Privacy Policy from time to time. Updates will be posted with a revised effective date. If changes are material, we may provide additional notice through VOSTORQ or another appropriate method.

Contact Us

If you have questions about this Privacy Policy, please contact us:

Oktona LLC
legal@vostorq.com