Privacy Policy
Last updated: 2026-05-03
Operator: talktalkmake
Contact: tom@hartops.com
What VERA is
VERA is a Slack-based time tracking and project management assistant for professional services agencies. It is deployed on a per-agency (tenant) basis. Each agency's data is isolated from all other agencies.
What data VERA collects
Data you provide directly
When you interact with VERA in Slack, the following data is collected and stored:
- Your Slack user ID and display name — used to identify you within your agency's workspace. Display names are synced automatically when you message VERA.
- Time entries — the date, project, task, hours, and notes you submit when logging time.
- Absence records — PTO requests, sick days, and leave entries you submit.
- Conversation context — the last 24 hours of your Slack conversation with VERA are stored to provide continuity in multi-turn interactions. Older exchanges are not retained in this context window.
Data collected automatically
- Message content — messages sent to VERA in Slack are processed by Anthropic's Claude API to generate responses. See the Anthropic section below.
- Timestamps — the date and time of each interaction is recorded.
Data VERA does not collect
- VERA does not collect messages in public Slack channels.
- VERA does not access or store passwords, payment information, or financial account data.
- VERA does not track website visits or use cookies outside the client dashboard.
How VERA stores data
Each agency's data is stored in:
- Google Sheets — the primary operational database for time entries, projects, users, and financial records. Hosted in Google Drive under the agency's own service account credentials.
- PostgreSQL (select tenants) — a hosted Postgres database on Railway for agencies enrolled in the Postgres migration programme. This mirrors the Google Sheets data and becomes the primary read source once enabled.
Data is stored in the agency's configured timezone. No data is transferred between agencies.
How VERA uses data
VERA uses collected data exclusively to:
- Respond to your requests in Slack
- Generate morning and evening briefing messages for your team
- Produce project health and financial summaries for Owners and Managers
- Display the client-facing project dashboard (Owners only; no personal data shown)
VERA does not use your data for advertising, profiling, or any purpose outside the delivery of the time tracking and project management service.
Third-party processors
Anthropic (Claude API)
Messages sent to VERA are processed by Anthropic's Claude API to generate responses. Anthropic's data processing terms apply. VERA operates on the Anthropic Consumer (Pro) plan. For Anthropic's privacy policy, see: https://anthropic.com/legal
Google (Sheets and Drive)
Agency data is stored in Google Sheets and Google Drive under the service account credentials provided by the agency. Google's data processing terms apply.
Railway (hosting)
VERA's application server and Postgres database are hosted on Railway. Railway's privacy policy applies to infrastructure-level data handling.
Slack
VERA uses Slack's Socket Mode API to send and receive messages. Slack's privacy policy applies to all message content.
Data retention
| Data type | Retention |
|---|---|
| Time entries | Indefinite (no automatic deletion; deleted on request) |
| Conversation context | 24-hour rolling window |
| Absence records | Indefinite |
| User identity | Active while the Slack workspace is connected |
Your rights
You may request access to, correction of, or deletion of your personal data by contacting your agency's VERA administrator. VERA administrators may contact talktalkmake to arrange data exports or deletions.
Changes to this policy
This policy may be updated from time to time. The "Last updated" date at the top of this page reflects when the policy was last revised. Continued use of VERA after a change constitutes acceptance of the updated policy.