Privacy Policy

1. Introduction

Vertex Business Solutions ("VX," "Vertex Apps," "we," "us," or "our") operates ConsultBase (myconsultbase.com), a client portal and business management platform for independent consultants. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our Service.

By using ConsultBase, you agree to the collection and use of information in accordance with this policy.

2. Information We Collect

2.1 Information You Provide

• Account Information: Name, email address, password, business name
• Profile Information: Business details, contact preferences, branding settings
• Client Data: Information about your clients that you choose to store (names, emails, engagement details)
• Financial Information: Invoice details, payment records (processed via Stripe)
• Communications: Messages exchanged through the platform, support requests

2.2 Information Collected Automatically

• Usage Data: Pages visited, features used, actions taken within the platform
• Device Information: Browser type, operating system, device identifiers
• Log Data: IP address, access times, referring URLs

2.3 Free Tools (No Account Required)

We offer free tools that do not require an account, such as the Statement of Work generator at myconsultbase.com/tools/sow-generator. The document you create is generated entirely in your browser, and you can download it without giving us any information. To make these tools more useful, we may also collect:

• Draft content: If you choose to save your work to create an account, or ask us to email a copy to you, the content you entered into the tool (for example, the parties, scope, and terms of a statement of work) is stored as a draft so it can be carried into your new account or sent to you.
• Email address:Only if you provide it through an optional field (for example, the “email me a copy” option). It is never required to use the tool.
• Hashed IP address: We store a one-way cryptographic hash (SHA-256) of your IP address — not the address itself — solely to de-duplicate anonymous usage analytics for the tool. The hash cannot be reversed to recover your IP and is not used to identify you.

If you never create an account, a saved draft is automatically deleted after 180 days (see Section 5).

3. How We Use Your Information

We use the information we collect to:

• Provide, maintain, and improve ConsultBase
• Process transactions and send related information (invoices, receipts, payment confirmations)
• Send administrative messages, updates, and security alerts
• Respond to your comments, questions, and support requests
• Monitor and analyze usage patterns to improve user experience
• Detect, prevent, and address technical issues and fraudulent activity
• Comply with legal obligations

4. Information Sharing and Disclosure

We do not sell your personal information. We may share information in the following circumstances:

4.1 Service Providers

We work with third-party companies to provide our Service:

• Supabase: Database hosting and authentication
• Stripe: Payment processing
• Vercel: Application hosting
• Resend: Email delivery
• Google: Domain email services

4.2 Legal Requirements

We may disclose information if required by law, subpoena, or other legal process, or if we believe disclosure is necessary to protect our rights, your safety, or the safety of others.

4.3 Business Transfers

If we are involved in a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction. We will notify you of any change in ownership or use of your information.

4.4 Google API User Data

When you connect your Google account to ConsultBase (Settings → Calendar Integrations → Connect Google Calendar), ConsultBase requests OAuth access to the following Google APIs:

• Google Calendar (read-only): to display your existing calendar events in the ConsultBase Calendar view alongside ConsultBase-native bookings and engagement milestones.
• Google Calendar (events read/write): to write bookings created through your public booking page back to your Google Calendar as events.
• Google account email and profile: to identify and display the connected Google account in your settings.

ConsultBase's use of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. Specifically:

• We use Google user data only to provide and improve the features described above.
• We do not use Google user data for advertising or marketing.
• We do not transfer or sell Google user data to third parties, except as necessary to provide or improve user-facing features (e.g., storing event metadata in our database hosted by Supabase, which is bound by Data Processing Agreements limiting use to providing infrastructure services).
• We do not use Google user data to develop, improve, or train generalized or non-personalized AI and/or machine learning models.
• Humans (including ConsultBase staff) do not read your Google user data, except (a) with your explicit consent for specific support requests, (b) for security purposes (e.g., investigating suspected abuse), (c) to comply with applicable law, or (d) where data has been aggregated and anonymized for internal operations.

You can revoke ConsultBase's access to your Google account at any time via Settings → Calendar Integrations → Disconnect, or directly at https://myaccount.google.com/permissions. Upon revocation, ConsultBase stops fetching new data; previously-imported events remain in your ConsultBase account until you delete them.

5. Data Retention

We retain your information for as long as your account is active or as needed to provide you services.

Account Deletion: When you delete your account, your data is removed from our active database. For fraud prevention and chargeback protection purposes, we retain minimal account information (email, subscription history, account dates, and usage summary) for 180 days after deletion. This archived data is automatically purged after the retention period.

Client Data: When you delete a client from your account, all associated data (engagements, invoices, messages, documents) is permanently deleted immediately.

Free Tool Drafts: Drafts created with our free, no-account tools (see Section 2.3) that are never claimed by creating an account are automatically and permanently purged 180 days after creation. Once a draft is claimed into an account, it becomes part of your account data and follows the account retention terms above.

6. Data Security

We implement appropriate technical and organizational measures to protect your information, including:

• Encryption of data in transit (TLS/SSL) and at rest
• Secure authentication with password hashing
• Row-level security policies for database access
• Regular security reviews and updates

However, no method of transmission over the Internet or electronic storage is 100% secure. We cannot guarantee absolute security.

7. Your Rights and Choices

You have the right to:

• Access: Request a copy of the personal information we hold about you
• Correction: Update or correct inaccurate information via your account settings
• Deletion: Delete your account and associated data through Settings → Delete Account
• Export: Request an export of your data
• Opt-out: Unsubscribe from marketing communications (transactional emails cannot be opted out)

To exercise these rights, contact us at support@myconsultbase.com.

8. Children's Privacy

ConsultBase is not intended for users under 18 years of age. We do not knowingly collect personal information from children under 18. If you are a parent or guardian and believe your child has provided us with personal information, please contact us at support@myconsultbase.com.

9. International Data Transfers

Your information may be transferred to and processed in countries other than your own. Our service providers operate globally, and by using ConsultBase, you consent to the transfer of your information to facilities in the United States and other countries.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new policy on this page and updating the "Last updated" date. Your continued use of ConsultBase after changes constitutes acceptance of the updated policy.

11. Contact Us

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

Email: support@myconsultbase.com