Privacy policy.

Who this covers

VOLUME Virtual ("VOLUME", "we") operates volumevirtual.com and the related tour hosting service. This policy applies to visitors of the marketing site, agents and hosts with a VOLUME account, and members of buyers or hosts who submit a booking form on a public tour URL.

What we collect

Account data. Name, email, hashed password (or OAuth token), organization name, public handle, optional logo/tagline, webhook URL, and billing details (via Stripe — we never see the raw card).

Content you upload. Walkthrough videos, generated 3D reconstructions (.ply files), poster frames, tour metadata (address, area, vertical, status).

Tour visitor events. When someone views a public tour URL we record the timestamp, an anonymous session id, the referring URL, coarse device type (mobile/tablet/desktop), and a country/city derived from IP via Vercel edge headers. We do not store the raw IP address. We do not use third-party ad cookies.

Lead submissions. When a buyer or guest fills the book-a-showing form on a tour, we collect their name, email, optional phone, message, and dwell time so the tour owner can respond.

Who sees it (sub-processors)

We use these providers to run the service. Each processes only the data needed for its role, under a written data-processing agreement (DPA) with us.

· Supabase — auth, database, primary storage (US region).
· Vercel — hosting, Blob storage for videos + tours, edge analytics (US region).
· MakeSplat — Gaussian-splat reconstruction. Your walkthrough video is transmitted to their infrastructure to generate the .ply.
· Cloudflare R2 — MakeSplat's upload target for the source video during reconstruction.
· Stripe — payment processing. Card numbers never touch our servers.
· Resend — transactional email (invite links, lead notifications, password reset).
· Sentry — error monitoring. Session replays are privacy-masked (no input text, no media captured).
· Vercel Analytics — aggregate, cookie-free page analytics; no cross-site tracking.

How long we keep it

Raw walkthrough videos: 60 days after successful reconstruction, then permanently deleted from Blob. If reconstruction fails, the source stays until you request deletion or you re-upload.

Tour .ply files: kept while hosting is active on the tour, plus 90 days after subscription lapse — so a reactivating customer gets their tours back. Then deleted.

Tour view + dwell events: retained for 24 months for the analytics dashboard, then aggregated + the row-level detail deleted.

Lead submissions: retained for as long as the receiving workspace is active, plus 12 months after account closure, then deleted.

Account records + invoices: retained for 7 years after closure to meet CRA / IRS record-keeping obligations.

Where it lives

Our primary Supabase database is hosted in Canada (ca-central-1). Vercel edge and Blob storage are US-multi-region. MakeSplat processes in the US. We currently sell to Canada and the United States only.

Your rights

Under Canadian PIPEDA and equivalent US state laws you have the right to ask what data we hold about you, correct it, or have it deleted. Email hello@volumevirtual.com from the address on file and we will action the request within 30 days. Deletion is immediate for account + tours; sub-processor propagation (Stripe, Resend, Sentry) may take a further 30 days.

For subscriptions we retain invoice records as noted above for tax compliance — this is required by law and not something we can delete on request.

Privacy contact & data requests

Privacy questions and data-subject requests go to hello@volumevirtual.com. That is the same inbox as general support — there is no separate privacy@ address yet. Write from the email on your account so we can verify it is you. We respond within 30 days; most requests are actioned the same week.

Export your data. Settings → Account → Export downloads a JSON bundle of everything VOLUME holds on you — profile, workspaces, tours, leads, analytics events — no email needed. Auth-side records (login history, sessions) are held by Supabase; ask us for those by email if you want them included.

Delete your account. Settings → Account → Delete starts a 30-day grace period during which you can sign back in to reactivate. After 30 days the account, its tours, leads and analytics are permanently purged. Invoice records survive for the retention period above; sub-processor propagation can take a further 30 days.

VOLUME is a small company based in British Columbia, Canada. We have not appointed a Data Protection Officer, and we have not appointed an EU or UK representative under GDPR Article 27 / UK GDPR Article 27. If you are in the EU or UK and need one to be in place before using the service, tell us at the address above. Our sub-processor list and data processing addendum are published for customers who need them.

Security

All traffic is HTTPS. Passwords are hashed by Supabase. Database access is row-level-security enforced — one workspace cannot see another's data even at the API level. Card data is handled by Stripe (PCI-DSS Level 1). Sensitive environment variables are encrypted at rest on Vercel.

DMCA / takedown

If a published tour infringes your rights (unauthorized property footage, copyrighted material in view), email hello@volumevirtual.com with the tour URL and a statement of your relationship to the material. We remove verified takedown requests within 48 hours.

Changes to this policy

We'll email active account owners at least 14 days before any material change and update the "last updated" date at the top of this page. Continued use after a change constitutes acceptance.