What we collect, how we use it, and your rights.

Effective: July 22, 2026

This Privacy Policy explains how VTRN Labs, Inc. ("vtrn.ai," "we," "us") handles personal information collected from participants and website visitors. It is written in plain language on purpose.

1. What we collect

When you sign up and participate, vtrn.ai may collect:

• Contact information — your name, email address, and phone number.
• Profile information — branch of service, era, rank, specialty (MOS or equivalent), community relationship (active duty, veteran, spouse, caregiver, etc.), and other structured attributes you provide.
• Voice recordings — the audio of your interview with our AI voice moderator.
• Transcripts — automatic written transcripts of each interview.
• Structured responses — answers extracted from your transcript and mapped to study questions.
• Technical information — device, browser, IP address, and standard log data.
• Payment information — the details necessary to send you your participation payment.

2. How we use what we collect

• Match you to studies that fit your profile.
• Conduct the interview itself and verify completion.
• Pay you for participation and comply with tax and payment record-keeping laws.
• Produce de-identified research deliverables for the customer who commissioned the study.
• Contact you about future paid studies that match your profile (you can opt out).
• Detect fraudulent, automated, or bad-faith participation.
• Improve the platform (aggregate, de-identified analysis of usage and quality).
• Comply with legal obligations.

3. Voice biometrics

vtrn.ai does not create, use, sell, share, or retain voice biometric identifiers (voiceprints) as defined by the Illinois Biometric Information Privacy Act (BIPA) or comparable laws in other states. We record and transcribe conversation content; we do not perform voice recognition or voice-modeling to identify individuals.

4. What we share with customers

Research deliverables to customers (companies, brands, foundations, agencies, or researchers) are de-identified. Your name, email, phone number, and any other directly identifying information are removed before anything reaches the customer.

Customers receive your responses (typically aggregated across many participants), tagged with non-identifying profile attributes such as branch, era, and rank. Customers do not receive your raw recording, your contact information, or your identity.

We do not sell your personal information. We also do not "share" your personal information for cross-context behavioral advertising as those terms are defined in California law.

5. Third-party subprocessors

We share data only with the service providers we need to operate the platform. As of this policy's effective date, those include:

• Netlify — website hosting and form intake.
• VAPI — voice call infrastructure for the AI moderator.
• ElevenLabs — voice synthesis for the AI moderator.
• Anthropic — AI reasoning models used to structure conversations and produce briefs.
• Resend — email delivery.
• Payment processor — for participant compensation.

Each subprocessor is contractually bound to use your data only for the service we asked them to deliver, and to apply industry-standard security controls.

We may also disclose information when legally required (e.g., a valid subpoena) or to investigate suspected fraud or harm.

6. How long we keep things

We keep recordings and transcripts for as long as needed to fulfill the study they were collected for, plus a reasonable period afterward to allow customer follow-up questions. Default retention is 24 months from the date of the interview, after which the recording is deleted and the transcript is fully anonymized.

Profile information is retained while your account is active. If you close your account, we delete or anonymize it within 30 days, except where longer retention is required by law (e.g., tax records for payments made to you).

7. Security

We use industry-standard security controls: encryption in transit (TLS), encryption at rest with our database provider, multi-factor authentication on administrative accounts, and least-privilege access to participant data. No system is perfectly secure, but we take the protection of military community data seriously.

8. Your rights

At any time you can:

• Request a copy of the personal information we hold about you.
• Correct inaccurate information in your profile.
• Delete your account and the personal information associated with it.
• Opt out of future-study outreach without closing your account.

9. State-specific rights

California (CCPA / CPRA)

If you are a California resident you have the right to know, access, correct, delete, and port your personal information; the right to opt out of the sale or sharing of your personal information; the right to limit use and disclosure of sensitive personal information; and the right to non-discrimination for exercising these rights.

We do not sell or share your personal information for cross-context behavioral advertising as those terms are defined under California law. To exercise any California right, email aaron@vtrn.ai.

Illinois (BIPA)

vtrn.ai does not collect, capture, purchase, receive through trade, or otherwise obtain biometric identifiers or biometric information as those terms are defined by the Illinois Biometric Information Privacy Act. If we ever change that practice, we will provide you with written notice, obtain your written consent, and publish a public retention and destruction schedule before doing so.

Other states with comprehensive privacy laws

If you live in Virginia, Colorado, Connecticut, Utah, Texas, Oregon, Delaware, Iowa, Montana, or another state with a comprehensive privacy statute, you have similar rights to access, correct, delete, and port your data, and a right to non-discrimination for exercising those rights. The mechanism above applies equally to those requests.

Washington (My Health My Data Act)

Certain studies may collect information that could be considered consumer health data under Washington law. Any such collection is conducted only with your explicit, separate consent for that specific study, and only for the purpose disclosed in that study.

10. Sensitive and health-adjacent information

Some studies may touch on physical or mental health, disability rating, VA care use, PTSD, TBI, burn pit exposure, or similar sensitive topics. When a study involves these topics you will be told up front, participation remains voluntary, and you can decline any question. We treat these responses with heightened care and do not use them to build advertising profiles or for any purpose other than the study itself.

11. Children

vtrn.ai is intended for adults 18 and older. We do not knowingly collect personal information from anyone under 18. If you believe a minor has interacted with vtrn.ai, please contact us so we can investigate and delete the information.

12. Cookies and analytics

We use a small number of cookies and standard web analytics to operate the site, remember your session, and measure aggregate usage. We do not use cookies to build advertising profiles, and we do not embed third-party advertising trackers.

13. International visitors

vtrn.ai is operated from the United States. If you access the site from outside the United States, your data will be transferred to and processed in the United States. We handle personal information in accordance with the United States law regardless of the country of collection.

14. Changes to this policy

We may update this policy over time. Material changes will be communicated to active participants by email and posted here with a new effective date.

15. Contact

Privacy questions or requests can be sent to aaron@vtrn.ai. We aim to respond within two business days.