Privacy Policy

Effective October 7, 2026

This Privacy Policy explains how Reshawn Holdings LLC d/b/a Voxelio AI ("Voxelio," "we," "us") handles information in connection with the Indelio platform (the "Service"). We build software for regulated life-sciences teams, and we treat data protection as part of the product.

Who we are

Indelio is operated by Reshawn Holdings LLC d/b/a Voxelio AI, Sarasota, Florida, USA. Questions about this policy or your data can be sent to info@voxelioai.com.

Information we collect

Account information — name, work email, organization, and role, provided when an account is created.
Customer Content — the documents, records, and quality data you and your team enter into the Service ("Customer Content"). This is yours; we process it only to provide the Service.
Order and billing information — when you order online: the order you accept (plan, prices, billing period, the name of the person accepting it, and its exact text), your contact details, and the references our payment processor gives us for your payments. Card details are collected by our payment processor on its own page, not by us.
Usage and log data — standard technical information (e.g., log entries, IP address, browser type, and actions taken in the app) used to operate, secure, and improve the Service.
Cookies — we use a small number of strictly-necessary cookies to keep you signed in and enforce security (such as session timeout). We do not use advertising cookies.

How we use information

We use information to: provide and operate the Service; authenticate users and enforce access controls; maintain the audit trail and record integrity the Service is built on; provide support; secure the Service and prevent abuse; and meet legal obligations. We do not sell your information, and we do not use your Customer Content to train AI models.

Customer Content and data ownership

You own your Customer Content. We act as a processor of that content on your behalf, using it only to provide the Service to you and as you instruct. You may export your data at any time. See Data retention below for what happens to it on termination, including the records the Service is designed never to delete.

Sub-processors and security

We host and operate the Service on established cloud infrastructure and use a small set of sub-processors to deliver it, including:

Supabase / PostgreSQL — database, authentication, and file storage.
Vercel — application hosting.
Anthropic — the AI features (drafting and revising SOPs, listing the regulations an SOP cites, proposing metadata during migration, drafting training quiz questions, the in-app help assistant, and reading inbound complaint emails). Customer Content sent to the AI is not used to train models; customers may also supply their own AI key so this activity runs under their own terms.
Resend — transactional email (account and credential emails, notifications, reminders). Receives names, email addresses, record identifiers and one-time passwords; it does not receive the contents of your quality records.
Stripe — payments for orders placed online, subscriptions, and the card saved for a trial. Receives the name, email address and company of the person placing an order, what was ordered and its amounts, and the card details entered on Stripe's own payment page; we never receive or store a card number, and it does not receive the contents of your quality records.
Amazon Web Services (Amazon S3) — off-site backup copies, held in the United States (US East, Ohio), used only to back up and restore the Service. Receives a copy of each uploaded file and a list of those files (each file's storage path, which includes its file name, with its size and content hash), and an encrypted copy of the database: your records, electronic signatures, audit trail and user accounts (names, work email addresses and roles). It does not receive passwords, two-factor settings or sign-in sessions. Each database copy is kept for 30 days under a lock that prevents its deletion before then, including by us.

This is the complete list, not an illustration. It is stated inside this policy on purpose: adding a sub-processor changes this document, which changes its effective date, which asks every user to accept it again — so a new sub-processor cannot be added without telling you. Our Sub-processors page at indelio.io/subprocessors carries the same list with more detail.

How a complaint email reaches Indelio. Complaint intake is something your organization turns on. Your own mail system, or an automation you run, sends the message to Indelio using a token one of your administrators generates. Indelio receives the email at that point: the mail service that handled it before then is yours, not a sub-processor of ours. What happens next is set by your organization's Complaint email intake setting. By default the email is stored unread, and no part of it is sent to the AI until someone in your organization with the QA or administrator role releases it. The setting can instead send each email to the AI as it arrives, or never send one. When the AI does read an email, it is so that a complaint can be proposed for a person to confirm.

We apply administrative, technical, and physical safeguards appropriate to the sensitivity of the data, including tenant isolation, encryption of secrets at rest, role-based access, and an immutable audit trail. See our Security & Compliance page for detail. No method of transmission or storage is perfectly secure, but we work to protect your information and to notify you of incidents as required by law.

Data retention

Quality records, electronic signatures and the audit trail cannot be edited or deleted from inside the Service — by you, or by us. The Service is built append-only: the database refuses every update and delete the application attempts, including from the privileged account Indelio itself runs on, and the audit trail's hash chain is re-checked every night. A correction is recorded as a new entry that supersedes the earlier one, and the earlier one stays readable. That is a deliberate control for 21 CFR Part 11 and ISO 13485 record integrity, and it does not stop at termination.

Two limits, stated because a control you cannot check is not a control:

A file attached to a record is not held by that database control. While a record is still open, a user with the right role can detach a file, and the audit trail records the detachment with the file's name, size, content hash and who uploaded it. Once the record is locked, the Service refuses the removal and records the refusal instead.
We administer the database. Those refusals are enforced by the database on what the application does, and we are the people who administer that database. They are not a claim that nobody at Voxelio could ever change the system enforcing them. What we stand behind is narrower and checkable: no ordinary use of the Service, by you or by us, can alter or remove a record; the nightly check would show a hash chain that had been tampered with; and any change to these controls is a change to the software, which appears in the release register we publish at indelio.io/releases.

Other data — account details, preferences, and operational logs — is retained while your account is active and as needed to provide the Service. Off-site backup copies of the database are kept for 30 days under a lock that prevents their deletion before then, including by us, so data in them remains until that period ends.

We cannot selectively delete a quality record, and we will not claim to have done so. If you have a legal erasure obligation that conflicts with the retention above, contact info@voxelioai.com: we will tell you specifically what can and cannot be removed rather than deleting a record silently or leaving the request unanswered.

Your rights

Depending on your location, you may have rights to access, correct, export, or delete personal information. Because much of the data in the Service is your organization's Customer Content, we generally act on your organization's instructions. Contact info@voxelioai.com and we will respond consistent with applicable law.

International and regulated data

The Service is operated from the United States. Do not enter data you are not authorized to process. We do not currently offer a data processing agreement or a business associate agreement, so the Service must not be used for patient health information, or for any other data whose processing requires one. If your use would need such an agreement, say so before you subscribe and we will tell you plainly whether we can meet it.

Changes to this policy

We may update this policy from time to time; we will change the effective date above and, for material changes, provide reasonable notice.

Contact

Reshawn Holdings LLC d/b/a Voxelio AI — info@voxelioai.com